Grants Admin & Reporting Assistant (Humanitarian Funding)

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls. We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge. We have been building powerful partnerships for children for over 85 years, and are now active in more than 80 countries.

**ROLE PURPOSE:**

Plan International is an independent child rights and humanitarian organisation committed to children living a life free of poverty, violence and injustice.

We actively unite children, communities and other people who share our mission to make positive lasting changes in children’s and young people’s lives. We support children to gain the skills, knowledge and confidence they need to claim their rights to a fulfilling life, today and in the future. We place a specific focus on girls and women, who are most often left behind.

We have been building powerful partnerships for children for more than 85 years, and are now active in over 80 countries.

The Grants Admin & Reporting Assistant role exists to manage the full grants (Contracts & FAD) administration according to organizational outlined policies & procedures and also administrates the delivery of all documentation that has been agreed upon within the framework of a grants (financial reporting, technical reports, baselines, studies, evaluations, audit documents or any other relevant documentation). This role services all countries assigned to the cluster.

**DIMENSIONS OF THE ROLE:**

Administrates contractual documents (with donors, consortia partners, implementing partners, National Offices, etc.).

Coordinates with internal stakeholders from BD team and from other teams like Finance and Programmes to assure project documentation is correctly administered and registered (contractual documents, key assessments, meeting minutes (when applicable), approvals via e-mail, etc.).

Provides guidance on donor compliance to internal stakeholders.

Responsible for delivery and correct registration and deposit of key project deliverables (Documents) to donors and or National Offices. This includes but is not limited to financial reports, quality technical reports, baseline data key studies, project evaluations, audits).

Services business development needs for philanthropic fundraising.

**ACCOUNTABILITIES:**

**Administrate compliance with donors’ requirements and internal processes and procedures**

- Manages a calendar to ensure compliance with all donor agreements that are pending including financial reports, quality technical reports, baseline data key studies, project evaluations, audits).Working with Country Office and Programme Unit teams towards building a portfolio of suitably, long-term fundraising.
- Implements and assure compliance with adequate document management system (to assure all grant documentation is correctly stored and safeguarded.
- Support development of a knowledge bank of donor requirements and systems by donor. Supports preparation of departmental data to present to the CMT/RH/GH/NO’s to support management decisions and show progress.
- Coordinate with Finance the correct elaboration of FAD and project documents.
- Support the Programme and Finance team, and other internal stakeholders to fully understand donor and grant conditions that need to be complied with
- Follow-up upon the preparation of technical and financial reports (with key departments) and coordinate the revision of those reports, assuring a timely delivery to the NO’s and/or donors.

**Work collaboratively between the countries of the cluster**

- Provide support in coordination efforts (mostly on behalf of specialists) with internal stakeholders (Programmes, Finance, Communications, PMERL, amongst others) to assure projects are fit for the donors (according to their priorities and requirements).
- Provide support to ensure quality of technical reports according to humanitarian standars, and specific donor requirements
- Provide administrative support for proposal packaging processes.
- Provide administrative support to cluster and country peer team members.

**Account Management (Build and maintain proper relationships with donors)**

- Develop and maintain a strong and professional image of Plan among relevant donors, Nos and partners and lead on profiling and relationship management, including within the Plan federation.
- Maintain a fluid communication with donors.
- Update do