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Small Grants Coordinator (SGC) at Peace Corps

Akwajobs   (Yaoundé, Cameroun)

Posted : 30 July, 2019
Category : Administration   Location : Yaoundé, Cameroun
Job type : Full Time

Small Grants Coordinator (SGC)

Reports to: Director of Programming and Training (DPT)  

Position Summary:

Under the direct supervision of the Director of Programming and Training, the Small Grants Coordinator (SGC) is responsible for the day-to-day administration of small grants in Cameroon. The SGC serves as the primary grants program contact for Volunteers, other post staff, and Peace Corps Washington grants program support staff. The SGC is responsible for ensuring that approved grants are consistent with Peace Corps policies and procedures.

Salary: Grade: 8, Range 9,313,545 - 15,833,023 CFA basic plus allowances. Subject to the availability of PEPFAR funding
Location: Yaounde, Cameroon
Application Opens: Monday 29th July 2019
Application Closes: Monday 12th August 2019
Supervisory role: No 

MAJOR DUTIES AND RESPONSIBILITIES:

Small Grants Oversight 75%

Grant management and oversight 

  • Maintain a strong working knowledge of PC grant program policies, rules, and requirements.
  • Keep abreast of updates/best practices for grant programs and convey updates to the small grants committee and Peace Corps Volunteers (PCVs). 
  • Organize, prepare, and facilitate small grants committee meetings.
  • Serve as primary liaison with Peace Corps/headquarters on grant program(s) regarding questions and program updates as well as submission of all required reports.
  • Handle grant application paperwork and facilitate the authorization and administrative steps for grant funding at every stage of the process.
  • Edit and revise Small Grants Handbook for distribution to PCVs.
  • Develop materials and processes to help PCVs understand the grants process and deadlines.
  • Communicate with PCVs about the application process including updates about their application status and funding timing.
  • Request revisions to grant applications and close grants when they are no longer active.
  • Collaborate with the PVCs, Programming, and Director of Management and Operations (DMO) to identify the best solution that meets PC/HQ grant requirements whenever a project is canceled, transferred, or amended.
  • Ensure that grants are fully compliant with programmatic requirements and PC grant policies and are closed within the required deadlines.
  • Address issues and concerns related to the ethics of small grants with PCVs.
  • Share best practices with other Small Grants Coordinators in the region. 

Orientation and training for Volunteers

  • Work with Programming and Training Team to introduce grant programs to PCVs.
  • Support the Project Design and Management Training as needed.
  • Advise PCVs on accessing grant funds and developing projects.
  • Train PVCs on community mobilization and fundraising.

Project review and approval

  • Receive grant applications from PCVs. 
  • Review and disseminate applications to small grants committee members and PMs.
  • Facilitate communication with PCVs to follow up on requested application revisions.
  • Ensure that funds are available in the proper funding source (including proper program element) prior to recommending approval of grants. 

Financial management of grant funds

  • In coordination with the administrative unit, track grant spending and available funds by grant program and by funding areas.
  • Update PCVs on available funds for each grant’s funding cycle/period.
  • Work with Administrative unit to ensure financial processing of approved grants. 

Project tracking and monitoring

  • Track the status of all ongoing grant projects. 
  • Provide status updates to post staff and to relevant Peace Corps/headquarters staff. 
  • Make monthly updates to programming staff on grants activities.
  • Conduct field visits to monitor implementation progress and to lend support to Volunteers and their communities in the implementation of grant project and follows up to assess their impact, community involvement and operations. 

Reporting and closeout 

  • Ensure that grants completion reports meet all Small Grants Program requirements. 
  • Obtain required signatures for final sign-off & closure.
  • Maintain hard copies of grant files as required for records management. 
  • Provide assistance to PCVs in their preparation of final completion reports, as needed. 
  • Advise PCVs on due dates for submitting completion reports. 
  • Submit completion reports to Peace Corps Grants Online and maintain electronic and hard copies of small grants program records at Post. 
  • Analyze final grant reports and compile best practices/lessons learned for future use. 

Other Programmatic Support 25% 

  • Coordinate and foster strong and productive partnerships with third-party donors in country. 
  • Develop guidance and training for PCVs on fundraising from third-party in-country donors and maintains a database of materials and related resources.
  • Complete and submit mid-year and end-of-year grant reports.
  • Collaborate with Communications staff to share best practices and grant/project photos with Volunteers, post staff, and headquarters.
  • Collaborate with the MREC to ensure proper MRE of VAST grants.
  • Carry out other duties as assigned. 

Occasional Money

  • Holder The SGC may be required to courier cash and/or purchase orders to various vendors who furnish supplies and/or services to training sites, or other locations as directed by the Contracting Officer. The SGC may also be required to courier cash to PC Trainees or Volunteers. The SGC will not be functioning as a procurement or disbursing official but will only be acting as an intermediary between the Contracting or Disbursing Officer and the recipient. In the case of dealing with vendors, the SGC will not exercise any procurement discretion concerning the supplies or services to be purchased or the cost limits of these purchases; these will be determined by the Contracting Officer. 

Safety and Security 

  • Addresses Volunteer safety and security by adhering to Peace Corps site development policies and procedures.
  • Identifies and immediately communicates Volunteer safety and security concerns and issues to the Safety and Security Manager (SSM) and the Country Director (CD).
  • Assists Program Managers to ensure that prospective sites meet established programmatic and safety/security criteria (e.g., safe housing, a clearly defined assignment with an organization that shows real interest in working with a Volunteer, etc.).
  • Reviews and references site history files when evaluating potential sites, and incorporates appropriate safety and security-related information into site history files.
  • Monitors Volunteer compliance with Peace Corps policies, especially related to safety and security. Participates in the design and implementation of the Emergency Action Plan (EAP).
  • Acts as duty officer, as needed.
  • Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.

Texting While Driving

  • To the extent Contractor is allowed to operate a US government owned, leased, or rented vehicle (GOV) to perform their job duties, the Contractor must operate that vehicle safely at all times and only operate it for official business purposes as defined in 31 USC 1334.
  • Contractor is encouraged to refrain from texting or from engaging in any behavior that distracts attention from driving safely at any time. Except in an emergency situation, Contractor shall not text message (i) when driving a GOV; (ii) when driving a privately-owned vehicle (POV) while on official government business; or (iii) while using electronic equipment supplied by the government while driving any vehicle (even during off-duty hours).

Travel outside of Country

  • The Contractor is subject to worldwide availability and may be requested by the Peace Corps to be reassigned or transferred permanently to another Peace Corps Post/Headquarters or perform temporary duties (TDY) as required and to travel to other assignments within Peace Corps’ as assigned. Any such reassignment or transfer shall be subject to agreement of the Contractor.

The Statement of Work as defined will remain the same; however the duties may be subject to change as determined by the Contracting Officer. 

Required Qualifications

  • University degree in Administration, finance, Management, Economics, Social Sciences, or related field required.
  • Work experience in an international organization or similar entity for at least three years.
  • Strong skills in grant proposal writing, grant making and project management cycle for small-scale community projects.
  • Experience in community development and/or HIV/AIDS Prevention projects.
  • Demonstrated experience with project management.
  • Computer competency: Word, Excel, Power Point.
  • High fluency in English (written and verbal).
  • Demonstrated experience training individuals.
  • Demonstrated familiarity with donor-funded programs.
  • Strong understanding of the HIV epidemic in Cameroon.

Desired knowledge and skills

  • Experience working with international volunteer organizations.
  • Knowledge of American culture and diversity.
  • Demonstrated ability to juggle multiple priorities and meet deadlines.
  • Familiarity with President’s Emergency Plan for AIDS Relief (PEPFAR) strategy, programming, & reporting.
  • Ability to work a regular Monday through Friday schedule with impromptu, after-hours, weekend assignments and travel to countryside when necessary. 

Application instructions

Submit the following in MS Word or PDF:

  1. A cover letter;
  2. Current resume;
  3. At least three professional references. 

Peace Corps Cameroon does not accept documents saved on any cloud format including Google. The file size should not exceed 8MB. Applications should be submitted to CM-HR@peacecorps.gov and include ‘Small Grants Coordinator Application’ in the subject line. 

No telephone calls or personal visits please. Only the documents listed in the application instructions should be submitted including your telephone number by August 12, 2019.

Only candidates selected for an interview will be contacted.

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