Grants & Compliance Intern at Danish Refugee Council

Overall purpose of the role: 

The Grants and Compliance intern is responsible for supporting the Djibouti operation on grants related work. Currently, the Djibouti operation is implementing a Danida grant, but potentially will start UNICEF, ECHO, IGAD, IOM and World Bank funded projects over the next months.  The Djibouti team is very lean and will rely on the grants intern based in Nairobi for support for the next 6 months.

Key responsibilities

Grants Management and Administration:

• Create new grants on DRC Dynamics system for all Djibouti projects;
• Maintain and regularly update the grants module in DRC’s Dynamics system with proposals, budgets, contracts/agreements, reports, checklists, installments, donor communication and other relevant project documents;
• Ensure proper application of ERP grants and projects processes in the country;
• Apply reports and data analytics from ERP system to improve performance in the country;
• Represent DRC Djibouti in Dynamics meetings and workshops with HQ;
• Create tools for Djibouti mission for internal use: grants tracker, reporting tracker, donor rules and regulations., etc.;
• Establish and maintain internal filing system for grants via SharePoint in line with DRC DYN;
• Ensure kick off, review and closure meetings are held according to DRC grants management global guidelines and action points are followed up on;
• Ensure compliance with grants management global minimum requirements at country level ie. Compliance tools (CTs), Go/No Go Analysis., etc.;
• Assist the compliance team with pre-audit planning and coordination of donor audits; and
• Ensure compliance with donor rules and regulations across programme and support functions.

Proposal Development:

• Conduct donor mapping for Djibouti operations;
• Assist in the coordination for the development of new proposals, develop proposal development plan, and budget preparations;
• Prepare proposal development plan and ensure support to Djibouti team with templates, timelines, etc.;
• Develop a proposals and amendment tracker; and
• Coordinate any feedback received from donors on proposals, concept notes, amendments to ensure timely feedback.

Donor Reporting:

• Develop/update the monthly reporting rolling action plan and disseminate to the relevant staff to ensure adherence to deadlines;
• Review donor reports specific donors to ensure that they are of high quality, in line with the work plans and meet donor requirements;
• Coordinate and facilitate the process of donor report submissions with program and operation teams. This includes, reviewing the content and the narration to ensure consistency analysis and high-quality submissions;
• Collate and re-submit donor reports upon feedback from the donors by engaging the relevant team members to consolidate the reviews;
• Follow up with field teams to get all the information required to ensure submitted reports are of high quality; and
• Upload reports on donor portals and follow up with relevant staff to respond to donor comments on the submitted reports.

Donor Income Management and Invoice Monitoring:

• Track donor income to DRC and work with the relevant offices in HQ to update records;
• Prepare fund requests for all the Djibouti programme donors in coordination with finance team;
• Follow up with HQ to ensure funds wired by the donors are received in our central accounting system;
• Prepare donor refunds documentation and liaise with finance to wire the funds on a timely manner;
• Update billing rules on dynamics with incomes received from donor;
• Follow up with country donors to ensure that all DRC Djibouti invoices submitted are captured in their system and payments for the same are done;
• Streamline donor invoicing procedures by ensuring that the field finance staff understand and adhere to the donor requirements; and
• Maintain regular communication with specific donors’ country offices to ensure all the concerns raised by field teams are addressed.

About you

In this position, you are expected to demonstrate DRC’s five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process. 
• Collaborating: You involve relevant parties and encourage feedback. 
• Taking the lead: You take ownership and initiative while aiming for innovation. 
• Communicating: You listen and speak effectively and honestly. 
• Demonstrating integrity: You act in line with our vision and values. 

Qualifications and Experience

• Undergraduate degree in project management/ business administration, finance, accounting or CPA 2 preferred
• Able to work well both within a team and independently 
• Flexible and able to adapt quickly to new environment.
• Excellent organizational skills and ability to determine priorities and meet multiple deadlines
• Proven commitment to accountable practices.
• Computer skills in MS Office packages and hands-on experience with data entry into online databases.
• At least 1-year experience in NGO sector
• Fluent in written and spoken English; working knowledge of French is an added advantage

Conditions

• Contract:    6 months contract. Salary and other conditions are offered in accordance with DRC’s Terms of Engagement for Kenyan Interns.
• Availability:       15th April 2022
• Duty station:        This position is based in Nairobi – Kenya 

Closing 8 April 2022