The Organisation

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 80 years, and are now active in more than 70 countries.

Role PURPOSE

Working in over 50 developing countries globally, Plan strives for a just world that advances children’s rights and equality for girls. We engage people and partners to:

• Empower children, young people and communities to make vital changes that tackle the root causes of discrimination against girls, exclusion and vulnerability.
• Drive change in practice and policy at local, national and global levels through our reach, experience and knowledge of the realities children face.
• Work with children and communities to prepare for and respond to crises and to overcome adversity.
• Support the safe and successful progression of children into adulthood

 

Our values were developed in close collaboration with staff across the organisation, and were approved by the Members' Assembly in June 2016, meaning they apply across the whole of Plan International.  A set of values defines what is important to us. Our values outline how we should work to secure the change we want to see in the world and to achieve our purpose (in italics above). They support the ambitious long-term goals set by our purpose statement, and guide how we can contribute to achieving the ambitious goals in our current Global Strategy, 100 Million Reasons. 

 

Plan has been working in Tanzania since 1991, and is delivering programs in 13 regions, including through an extension office in the capital Dodoma, head office in Dar es Salaam, field office for the humanitarian response program (Kibondo), and field offices in six rural and remote locations.  We support children to access their rights through our programming in Child Protection, Education, Adolescent Sexual and Reproductive Health and Youth Economic Empowerment. Our work includes community-based action, partner strengthening, and advocacy. Disaster risk reduction is integrated in all the work we do, and Plan is committed to providing disaster response support in case of humanitarian disaster.  Plan is currently implementing a humanitarian response program in Kigoma region supporting the Burundi refugee emergency in Tanzania.

 

The Awards Management Specialist sits in the Business Development Unit. This unit is managed by the Business Development Manager. There is also a Business Development Specialist and a Business Development Assistant. The BDU is responsible for identifying funding opportunities in line with Plan Tanzania’s priorities, leading the production of successful grant proposals in coordination with program colleagues.

 

A.DIMENSIONS Of the Role

This role will report to the Business Development Manager and provides specialist guidance and support on grants coordination and management. The role will support technical staff, field level program unit staff and the wider organization to ensure the effective delivery and start up of development and humanitarian projects and programs in Tanzania. 

 

The role will support efforts in the following areas:

 

Contracting & project start-up

• Management of the post-award contract management process
• Support start-up of newly awarded grants; this role will be responsible for timely commencement of projects including development of appropriate tools
• Ensure new project documents are submitted to the NGO Register in Tanzania

 

Ongoing support to projects

• Provide, technical support and advice on effective grants management. 
• Ensures the implementation of relevant grant management systems supported by procedures that are in line with the Country Strategy (CS) & corporate systems.
• Oversee reporting schedules and ensure reports are compliant and timely
• Ensure data from existing projects is collated and analysed to be used in new business efforts
• Review and update Funding Agreement Documents (FADs) to ensure internal compliance is contractually updated
• Liaise with National Organisations periodically to ensure issues are flagged up and support is requested where relevant 

 

Contributing to wider organizational effectiveness

• A member of Programme Leadership Team (PLT). The post holder will advise the PLT on grants management related country activities
• Representation of Plan, its work and its values in country forums/networks, consultative sessions, or conferences as appropriate
• Responsible for in country grants risk management processes
• Leading on new business efforts where there are surge needs in the business development department

 

The post holder will not require budgetary or line management responsibilities

 

 

B.ACCOUNTABILITIES

Key activities

Grant Management

• Provides support in the development and implementation of grant-management systems
• Ensure awarded grants are accurately set up in Plan’s systems (including SAP) to facilitate timely start up of project
• Develop Detailed Implementation Plans for successful bids in conjunction with field and technical staff
• Support project managers and technical heads by ensuring policies, procedures and functional requirements are in place and communicated across the country program
• Management of donor compliance including reporting processes; this role will be responsible for driving donor compliance across all projects within Plan International. This will include developing and implementing tools to foster timely and quality reporting as well as capacity building of staff in donor compliance 
• Manage corporate grants transactions effectively and efficiently  to ensure quality reporting
• Monitor, analyze and consolidate grants information for dissemination as appropriate
• Support project start up workshops
• Recruitment of key staff; the role will work in collaboration with the HR and other critical departments to recruit highly competent staff to support timely commencement of projects and overall project delivery
• Monitor and report grants income and expenditure to support management decision making
• Strengthen grant tracking mechanisms in order to effectively follow up grant activities and to determine progress and make decisions where further action is needed

 

Management of the post award contract management processes

• Upon award, the role holder will be responsible for leading contract dialogue and finalization for local grants and feedback as needed for grants awarded externally or at National Office level
• The role is also responsible for leading the contracting process and FAD stage 3 finalization processes including development of an inclusive RASCI

 

Internal and external representation

• Participate effectively as a PLT member ensuring timely implementation of agreed decisions
• Participate in Plan and external network meeting around grants management and compliance
• Maintains external networks and has professional contacts that contribute to increasing knowledge and professionalism in implementing and incorporating effective child protection procedures into grants management policies and practices
• Ensure donor  and partner intelligence from projects in implementation is fed into new business efforts

 

New business

• Support and lead on bids to donors when surge demands require
• Create linkages between projects in implementation and new business efforts
• Contribute to institutional learning by thoroughly documenting & sharing fitting practices on grants management.

 

Other key deliverables including:

• Maintaining good inter-team communications, engender good team dynamics;
• Adherence to Plan policies, including: Ensures that Plan International’s global policies for Safeguarding of Children & Young People and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

 

C.Technical expertise, skills and knowledge

 

Knowledge:

• A degree in Business Studies,  Economics, Social Sciences or related discipline 
• A relevant post graduate qualification desirable
• A minimum of 3 years in project management and grants compliance with  NGOs/ Multi-lateral or Bi-lateral funding organizations
• Understanding of donor compliance procedures
• Knowledge of development issues, trends, challenges and opportunities and implications to child and girls rights programming
• A knowledge of fundraising and new business
• Proven ability to develop and write grant proposals and concepts and track record in winning proposals
• Excellent networking and partnership building skills
• Proven ability to work collaboratively in a multi-disciplinary team environment.

 

Specific skills of this position:

• Proven facilitation, marketing, networking, negotiation and analytical skills
• Effective working with and through partners
• Strong planning and organizational skills
• Strong strategic thinking and interpersonal skills 
• Excellent communication and problem solving skills
• Proficiency in MS office tools

 

Behaviors:

 

• Ability to maintain strategic vision and link with everyday work
• Clear and effective communication that builds relationships in order to influence others
• Proactively organizes and manages performance
• Accountability and responsibility for own decisions
• Promote team work and cooperation
• Demonstrate high degree of professionalism and integrity
• Confident in taking initiative and exploring new opportunities
• Assertiveness and shows cultural sensitiveness
• Behaves consistently in approach to work and decision making
• Strongly drives performance in the  area of responsibility with the team
• Sets a strong learning culture in their part of the organisation

PLAN INTERNATIONAL’S VALUES IN PRACTICE

We are open and accountable

1. Promotes a culture of openness and transparency, including with sponsors and donors.

2. Holds self and others accountable to achieve the highest standards of integrity.

3. Consistent and fair in the treatment of people.

4. Open about mistakes and keen to learn from them.

5.Accountable for ensuring we are a safe organisation for all children, girls & young people.

We strive for lasting impact

1. Articulates a clear purpose for staff and sets high expectations.

2. Creates a climate of continuous improvement, open to challenge and new ideas.

3. Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.

4.Evidence-based and evaluates effectiveness.

We work well together

1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.

2. Builds constructive relationships across Plan International to support our shared goals.

3. Develops trusting and ‘win-win’ relationships with funders, partners and communities.

4. Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

1. We empower our staff to give their best and develop their potential.

2. We respect all people, appreciate differences and challenge equality in our programs and our workplace.

3. We support children, girls and young people to increase their confidence and change their own lives.