Position:Grants officer Based in Tripoli With some travel to Tunis and to 15 Libyan Municipalities
Contract duration: 6 months.
Closing date: 20.Nov.2019
Background on ACTED
Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential. ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential. We go the last mile: ACTED’s mission is to save lives and support people in meeting their needs in hard to reach areas. ACTED is active in 37 countries and implements more than 380 projects a year reaching over 18 million beneficiaries with 160 international staff and more than 3,500 national staff.
ACTED has been operating in Libya since 2011, currently delivering assistance from its field level offices in Tripoli, Benghazi and Sebha with support from 12 international and 60 national staff. ACTED’s ongoing programming aims to respond to the country’s most pressing emergency needs whilst building the resilience of communities through support to civil society and local governance. This includes an unconditional multi-purpose cash program, protection monitoring, helpline, and referral services, and quick impact projects (QIPs). Furthermore, ACTED is offering capacity building, grants, and networking opportunities to civil society and local governance actors under its Civil Initiatives Libya (CIL) banner.
Under the direct supervision of the Project Manager in Tripoli and the overall supervision of the Local Governance Project Manager in Tunis, The grants officer will be mainly involved in the implementation of the grants implemented by local CSOs within the GIZ funded project “support to municipalities in Libya in the context of mixed migration”. He/She will be responsible for supervising the sub-grants process in the 15 municipalities, including assisting the Appraisals, Monitoring and Evaluation Unit (AMEU) in conducting the Grassroots Organization Capacity Assessment (GOCA) throughout the implementation phase of the grants, ensuring compliance during the grant implementation and following up with the selected Civil Society Organizations on reporting. He/She will also be responsible for ensuring the finalization of all activities related to the GIZ-funded project “Local Development Planning Approach to Libyan municipalities” which ended on 29th of February 2020.
Under the authority of:
Line Manager +4: Country Director
Line Manager +2: Local Governance Project Manager (Tunis)
Line Manager +1: Project Manager (Tripoli)
Internal Relations: Office Manager in Tripoli; Finance, Logistic, HR, Security, Project Officers
External Relations: All national and local partners/stakeholders In Tripoli, especially GIZ office in Tripoli, the civil society commission and the 15 municipalities
1. Ensure external representation of ACTED in relevant sectors
– Representation vis-à-vis National partners in Tripoli and in the 15 municipalities (namely CSO’s, GIZ and the Commission of Civil Society…) while ensuring a close working relationship with constant channels of communication with these partners
More generally, the grants officer is expected to contribute to the creation of a positive image and overall credibility of the organisation, notably through the application of ACTED’s mandate, ethics, values and stand-point with regard to other actors.
2. Project Cycle Management
– Support implementation of all activities related to grants to CSOs:
Plan the activities in compliance with the project proposal, and with the budget and FLATS procedures (Finance, Logistic, Administration, Transparency, Security)
Liaise with all internal and external counterparts of the project;
Assess the activities undertaken and ensure efficient use of resources;
The grants officer will also be requested to provide support for the implementation of grants as part of other projects implemented by ACTED in Libya.
– Project reporting requirements:
Support draft of PMF/narrative reports and contribute to the development of financial reports through regular budgetary follow up;
Ensure adherence to FLAT procedures.
More generally, communicate systematically to the Project Manager on project progress and planning.
3. Team management
– Support the project officers in each municipality about grant management
Draft memo in Arabic about the process to support the CSOs, to guide ACTED staff in each municipality
Follow-up project officers in following all the steps of the process to manage grants in each municipality, and support them anytime necessary
4. Provide Relevant Technical Expertise
– Support implementation of the grants by the CSOs:
Launch call for proposals in each municipality
Coaching on planning the various stages of activities implementation;
Coaching on management of project finances, logistics and materials;
Follow-up and support the CSO’s in producing the different reports (narrative, financial…)
Ensure that the CSO are compliant with FLATS procedures and ACTED “technical guidance about sub granting to civil society organizations”
– Draft monitoring and recommendations report to the CSOs, to help them improving their capacities, based on the results of the Grassroots Organization Capacity Assessment tool (GOCA)
– Ensure that technical quality and standards are considered during project implementation:
Collect technical information and analyse associated opportunities and risks;
Identify relevant technical authorities and partners and propose formal partnership and/or contracts.
– Undertake quality control, along with AMEU team:
follow-up the use of the GOCA tool by the AMEU team
Analyse technical added-value and project impact
Set up technical evaluation exercises during and following implementation.
5. Identify Best Practices and Lessons Learned
Collect information and tools employed for project implementation;
Draft memos detailing lessons learned and best practices identified during the project, especially in the CSO’s activities;
Assisting with the implementation of other ACTED projects (especially finalization of the GIZ-funded project “Local Development Planning Approach of Libyan Municipalities”)
Meeting local partners, and participating in developing new ideas and strategies in the field of civil society development
The position is based in Tripoli, with travel to 15 municipalities (Ghadames, Nalut, Zintan, Jadu, Jufrah, Msalattah, Ay Alandalous, Zanjour, Sharguiya, Wadi Bwanis, Garabouli, Swcherif, Zliten, Tarhouna, Idri Shati) and Tunis for training and programing purposes, and regular travels within Libya to other partner municipalities when necessary, following ACTED security procedures
Key performance indicators
Positive image of ACTED with national partners is improved
Activities of the project proposal are planned within timeframe
Activities of the project are implemented on time
Visibility of ACTED/CIL, donors and partners is ensured in all activities, in compliance with guidelines
Budget of the project is spent 100% and within budget flexibility
Inputs of PMF and BFU are sent on time
FLATS procedure are respected
Project Team follows the guidance in term of grant process
Activities of the project are prepared and implemented in high quality (by staff and by suppliers/consultants)
Outputs of the project are developed in high quality (by staff and by suppliers/consultants)
Recommendation of AME team are taken into consideration
Best practices are identified and formalized during the project
Commit to the humanitarian principles of strict neutrality, religious and political impartiality and nondiscrimination;
Report and clarify any work-related issues and challenges to supervisor in timely manner;
Respect time including to work, meetings, deadlines and other reasonable requests;
Maintain a good team spirit and stimulating working environment amongst staff and colleagues;
Commit to honest, high quality work in all aspects of responsibilities;
Consider safety and security in the field, and immediately report all incidents to the security focal point;
Undertake any other tasks as reasonably assigned by the area coordinator.
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