Purpose
The Program Officer will provide support to the global Grants Management and Program Planning (GMPP) team, to ensure the successful administration and delivery of grants across 6+ countries. They will act as focal point for a portfolio of restricted grants, which may include those from institutional sources, corporate donors, and trusts and foundations. The Program Officer will work closely with at least one WfWI Country Office (CO) to strengthen their capacity to take increasing ownership of their grants, whilst also undertaking cross-functional tasks to support the wider team. They will have excellent organization, project management and relationship building skills. This is a critical role within an ambitious team and will directly contribute to the aims and objectives of the organization.

Applications will be prioritized from countries where WfWI has an existing presence: Afghanistan, DRC, Germany, Iraq, Nigeria, Palestine, South Sudan, UK, USA.

Engagement
Internal

· Support the GMPP team in organizing meetings with colleagues across the globe, including developing agendas and taking minutes, organizing logistics and technology to facilitate the smooth running of the meeting.

·Take minutes for relevant Grants Management (GM) calls and disseminate information to the team as needed.

Develop and maintain strong relationships with all members of the GMPP team and relevant in-country Grant Management Focal Points

External

· Ensure access of CO and Global Support Centre (GSC) staff, to all relevant and most recent information about grants within a specified portfolio, donor agreements and conditions, templates, and any other information needed to ensure compliance to donor regulations, and effective planning and tracking of grant implementation, while working with CO counterparts to ensure grants are implemented to meet donor requirements and expectations.

· Support CO (or GSC teams when grant funds are allocated to GSC) to monitor and track progress of grant activities and grant expenditures, in coordination with the Global Finance Team, against agreed budgets through spending plans and internal financial reports.

· Support CO to develop grant trackers for larger/more complex grants so they can better track indicators, workplan and activities and work with them to keep this updated. 

· Review monthly internal financial reports and spending plans, and support CO to address over- or under-spending. 

Facilitate monthly finance / budget discussions with the CO and Finance colleagues. Ensure that accurate notes are taken, saved, shared, and filed in the proper places and any actions followed up in a timely manner. 
·   Along with other Officers in the Global Programs Unit (GPU), coordinate remote or in person meetings for GPU as needed.

·   Build relationships with other colleagues across GPU and the global finance team

 . Support on administrative tasks required for intercompany procedures (e.g. checking UK income logs and informing the wider team).

· Flag any donor compliance concerns; identifying problems and assisting in finding appropriate solutions where relevant.

· Facilitate communication between relevant levels of the organization to track follow-up actions.

Delivery

Grants management support 

· Support the set-up of new grants (e.g. supporting the CO to develop grant management packets, organizing kick-off calls, adding reporting deadlines to the tracker, adding new grant information in the GM system, drafting intercompany agreements and obtaining authorizing signatures).

· Act as focal point for a portfolio of grants (including those from institutional sources, corporate donors, and trusts and foundations) with support from the Senior Program Officer.

· Produce audience-appropriate narrative reports for a range of donors, ensuring all project activities, targets and indicators, as per the proposal and grant agreement, are captured in reporting with high quality explanations when required through follow-up with the CO and relevant technical advisors. Have calls with the CO to provide guidance on donor reporting templates and provide detailed feedback on reporting inputs received. Ensure internal sign-off procedures are followed and documented for audit purposes.

· Prepare documentation and organize scheduling for cross-departmental grant management processes including grant kick-off meetings, grant and budget management reviews with COs, grant amendments or budget realignments, donor meetings, after action reviews, etc.

· Ensure all filing protocols are adhered to in a timely manner to maintain accurate GM files that are easy to navigate / find current document versions.

· Process invoices and contract renewals.

·Support the roll-out of Grant Vantage GM system and ongoing monitoring and usage. 

· Coordinate the maintenance of the global grants reporting deadline tracker.

· Prepare content for the GM knowledge management page, ensuring information is accurate and up-to-date. 

Country Office and Partner Program & Planning Support

· Maintain an overview of designated country office context, program, operational issues and background information (including a consistent review of CO monthly reports) and participate in designated country office discussions; keep continuously updated information about country programs on file for easy reference by GSC teams.

· Prepare ad hoc reports and / or presentation materials on focal point countries for internal review meetings, board meetings or external meetings, or communication materials as needed; including maintaining updated CO profiles in coordination with MERL and Global Communications team.

Support development and finalization of annual Operational Plans for Country Offices (and updates throughout the year), including annual budgets with particular attention on ensuring that multi-year grants are correctly included in annual planning cycles and that costing information is consistent; facilitate specific support for each CO as needed by ensuring that relevant subject experts across the various GSC teams coordinate with the COs on annual planning and budgeting needs. 

. Contribute to strengthening CO capacity, in accordance with the Country Power journey, in all aspects of this JD through day-to-day interactions with COs by providing guidance on grant management and program planning.

· Promote a culture of learning with the CO and coordinate with CO/GSC teams on learnings from previous grants. Specifically, ensure that any key challenges, issues in implementation, capacity gaps etc. are shared with others and that this feeds into future funding proposals. 

 
Others

·   Be responsible for personal learning and development and participate in supervision, training, and meetings as required.

· Remain flexible to support other members of the GMPP team as required.

. Undertake any other duties appropriate to the post as required.

All our staff are required to adhere to WfWI’s Code of Conduct and Safeguarding policies and to our organizational values: Empowerment, Integrity, Respect, Resilience and the Leadership Principles: Decisive, Accountable, Courageous, Adaptable and Inclusive.

·Knowledge of working in an office environment and of administration work, including filing, maintaining records, scheduling, organizing travel etc.
. Minimum 3-5 years of work experience
.Experience of working within an INGO fundraising or programs team 

· Exceptional organizational skills and the ability to prioritize.

· Excellent communication skills – written and oral – and experience of writing for a range of audiences.

·  Solid computer skills, including experience working with a database or CRM equivalent, Excel, PowerPoint, Word, Teams and Outlook.

· Excellent attention to detail and able to maintain accuracy under pressure.

· Excellent at building and nurturing relationships, showing understanding and empathy with colleagues across different cultures.

· Demonstrable experience of collaboration and cross-team working.

· Ability to represent the organization in a professional manner.

·  Flexible, ability to adapt to a varying workload.

· Respect for confidentiality.

· A passion for global issues, women’s empowerment and human rights.

· Fluency in English.
.Willingness/ability to travel to any of our country offices as required

Preferred

· Experience of grant management 

• Fluency in French, German or Arabic