Requirements

• Grants Management and Compliance
• Ensure the programme team in South Kordofan and Blue Nile States, Sudan are fully aware of, and comply with, all donor grants and reporting requirements and timelines and compliance with internal Trócaire standards and procedures.
• Work with the Country Director (CD) and Institutional Funding Unit in Ireland in the management of existing grants through the internal systems.
• Support in the development of Grant Agreements and Amendments to partners ensuring that all donor regulations are included and Grants Transfer Letters for Grants to partners.
• Support with the regular updating of the donor compliance cheat sheet, ensuring that they are accessible to all at country office level and with the partners.
• Support the Finance and Operations Manager (FOM) and Area Manager in ensuring the required compliance checks are done with all partners for all live grants, including collating of feedback and maintaining issues register and tracking implementation.
• Accurate filing and archiving grant-related documents in the internal information management system Salesforce and Box, tracking system in place for monitoring each partners finances, key documents, and reports.
• Support the Finance and Operations Manager in ensuring that approved funds to partner organizations are transferred in a timely manner in line with the organizations policies and procedures as well as donor guidelines.
• Report Writing and Proposal Development
• Reviewing and editing of institutional funding reports to the highest quality before submission to donors in close coordination with the Programme Manager, programme team, Finance Staff, and Partners.
• Support the Country Director and the programmes team to identify institutional funding opportunities in line with donor and Trócaire priorities.
• Support the development of institutional funding applications (expression of interests, concept notes and full proposals) in close coordination with donors, programmes team, HQ programme and IF teams, and partners.
• Support in the management of the country donor reporting schedule ensuring timely and accurate reporting. This will include editing reports and ensuring they are submitted in the correct formats and quality standards.
• Programme Support:
• Support new programme development processes as directed by the Programme Manager and play a support role in new projects inception processes that involves ensuring work plans/budgets; office, staffing etc. are in place for project start-up activities.
• Support the localization and partner institutional capacity strengthening initiatives.
• Support the Country Director to organise the organizational wide annual work planning process and the internal project/organization programme reviews and evaluations.
• Ensure that all approval processes are carried out in a timely manner (including on Salesforce and Agresso), ensuring that accurate documentation is uploaded for records & sharing purposes.
• Systematic filing of hard and soft copy files and records, from opening to closing of projects, relating to funded partners and classification of files as required and as per donor guidelines.
• With the support of the FOM and in close collaboration with Programme Manager (PM), execute all administrative procedures (Salesforce and Agresso) related to project and programme management to a high-quality standard.
• Commutication:
• Support the CD and PM in developing and updating the Communications Strategy for Sudan in collaboration with the Communications team in head quarter
• Support/lead in the production of good quality stories, photographs/footage of the impact of Trócaire’s work to be used by Trócaire for specific, pre-agreed/designed purposes
• Coordinate with the digital communications team to provide timely blogs, reports, photos and other materials for uploading the Trócaire website.
• Produce (in collaboration with the Country Directors and other Programme staff) leaflets, briefings and brochures for existing and potential donors, setting out the nature and impact of our work in the region.
• Office Administration
• Managing all filing requirements within programme portfolios, including opening, closing, and keeping files up to date for all programmes
• Systematic filing of hard and soft copy records relating to funded partners and classification of files as required, based on source of funding.
• Receive, screen, log and route correspondence, attach necessary background information and maintain follow-up system for action and deadlines.
• Assist in arranging programmes for incoming and outgoing official missions, make appointments with other stakeholders.
• Support in producing documentation and success stories of current programmes for donors that would be of interest to them/linked to their strategy.
• Other responsibilities
• Develop and maintain good professional relationship with colleagues, service providers and staff of other agencies.
• Any other task, which may be assigned from time to time by the CD commensurate with the general thrust of this job description.

Key responsibilities

• Grants Management and Compliance
• Ensure the programme team in South Kordofan and Blue Nile States, Sudan are fully aware of, and comply with, all donor grants and reporting requirements and timelines and compliance with internal Trócaire standards and procedures.
• Work with the Country Director (CD) and Institutional Funding Unit in Ireland in the management of existing grants through the internal systems.
• Support in the development of Grant Agreements and Amendments to partners ensuring that all donor regulations are included and Grants Transfer Letters for Grants to partners.
• Support with the regular updating of the donor compliance cheat sheet, ensuring that they are accessible to all at country office level and with the partners.
• Support the Finance and Operations Manager (FOM) and Area Manager in ensuring the required compliance checks are done with all partners for all live grants, including collating of feedback and maintaining issues register and tracking implementation.
• Accurate filing and archiving grant-related documents in the internal information management system Salesforce and Box, tracking system in place for monitoring each partners finances, key documents, and reports.
• Support the Finance and Operations Manager in ensuring that approved funds to partner organizations are transferred in a timely manner in line with the organizations policies and procedures as well as donor guidelines.
• Report Writing and Proposal Development
• Reviewing and editing of institutional funding reports to the highest quality before submission to donors in close coordination with the Programme Manager, programme team, Finance Staff, and Partners.
• Support the Country Director and the programmes team to identify institutional funding opportunities in line with donor and Trócaire priorities.
• Support the development of institutional funding applications (expression of interests, concept notes and full proposals) in close coordination with donors, programmes team, HQ programme and IF teams, and partners.
• Support in the management of the country donor reporting schedule ensuring timely and accurate reporting. This will include editing reports and ensuring they are submitted in the correct formats and quality standards.

Programme Support:

• Support new programme development processes as directed by the Programme Manager and play a support role in new projects inception processes that involves ensuring work plans/budgets; office, staffing etc. are in place for project start-up activities.
• Support the localization and partner institutional capacity strengthening initiatives.
• Support the Country Director to organise the organizational wide annual work planning process and the internal project/organization programme reviews and evaluations.
• Ensure that all approval processes are carried out in a timely manner (including on Salesforce and Agresso), ensuring that accurate documentation is uploaded for records & sharing purposes.
• Systematic filing of hard and soft copy files and records, from opening to closing of projects, relating to funded partners and classification of files as required and as per donor guidelines.
• With the support of the FOM and in close collaboration with Programme Manager (PM), execute all administrative procedures (Salesforce and Agresso) related to project and programme management to a high-quality standard.

Commutication:

• Support the CD and PM in developing and updating the Communications Strategy for Sudan in collaboration with the Communications team in head quarter
• Support/lead in the production of good quality stories, photographs/footage of the impact of Trócaire’s work to be used by Trócaire for specific, pre-agreed/designed purposes
• Coordinate with the digital communications team to provide timely blogs, reports, photos and other materials for uploading the Trócaire website.
• Produce (in collaboration with the Country Directors and other Programme staff) leaflets, briefings and brochures for existing and potential donors, setting out the nature and impact of our work in the region.
• Office Administration
• Managing all filing requirements within programme portfolios, including opening, closing, and keeping files up to date for all programmes
• Systematic filing of hard and soft copy records relating to funded partners and classification of files as required, based on source of funding.
• Receive, screen, log and route correspondence, attach necessary background information and maintain follow-up system for action and deadlines.
• Assist in arranging programmes for incoming and outgoing official missions, make appointments with other stakeholders.
• Support in producing documentation and success stories of current programmes for donors that would be of interest to them/linked to their strategy.

Other responsibilities

• Develop and maintain good professional relationship with colleagues, service providers and staff of other agencies.
• Any other task, which may be assigned from time to time by the CD commensurate with the general thrust of this
• Experience of working with multiple donors including UN agencies and Caritas International Member Organisations
• At least 2 years experience in admin, Grants cycle and reporting

Qualifications:

• Bachelor’s degree in a relevant field with minimum two years of professional/office experience or 3 years experience in a similar role.