Regional Grants Coordinator for the Venezuela Migration Crises and for Mexico

ROLE PURPOSE

The Regional Grants Coordinator for the Venezuela Migration Crises and for Mexico mobilizes people and resources to deliver an innovative strategy to increase income from mainly institutional and occasionally corporate donors for the Venezuela Migration Crisis Program of Plan International ROA and for Plan International’s new office in Mexico. This position identifies new partnerships and grant opportunities, negotiates contracts and keeps track of donor trends and priorities. In collaboration with the Business Development, Programme and Communications teams of other country offices, the Regional Grants Coordinator designs high quality proposals and once they are granted, he/she manages the relationship with donors ensuring the highest standards in funds management and donor compliance, strengthening systems and process for effective grants management. The position develops key customer relationships within the Plan International federation and outside (national, regional and internationally). The role has a significant responsibility dealing with multi-team processes, partners and other entities from Plan federation.

DIMENSIONS OF THE ROLE

• Co-lead the design and implementation of the grants component of the resource mobilization strategy / business plan of the Venezuela Migration Crisis Regional Program and of Mexico.
• Play a key role in driving donor liaison, gathering intelligence and pre-positioning for upcoming opportunities ensuring that a healthy opportunity pipeline is both generated and maintained.
• Manage the identification of grant opportunities and the design together with other departments and other COs highly successful winning proposals to ensure that the COs meet their funding targets.
• Ensure the quality of the proposal according to donor requirement and coordinates budget development with stakeholders for optimal cost-recovery.
• Manage the relationship with national and international donors always meeting the highest standards of donor compliance.
• Help position the country offices and ROAH within national and international donors and National Offices in Plan federation.
• Represent Plan business interests to develop and maintain productive relationships across donor-specific networks.
• Improve the management of institutional funds and develop training initiatives to increase the capacity of staff to oversee contracts and generate an organisation culture towards fundraising.

REPORTING

• The position will be part of the ROAH Business Development Team, and will at the same time report in dotted line to the leaders of the designated programmes/countries.
• For day-to-day management, technical issues and reporting, the position will directly report to the Regional Head of Business Development.
• This position will work in close coordination with the Business Development and Programmes teams of the designated countries
• The position will not have direct reports

ACCOUNTABILITIES

Proposal Design

• Advise the Country Office on trends and changes that are needed to keep up with the institutional donor market.
• In coordination with the Programme and Communications teams, lead the design of responsive, compliant and high quality technical and financial proposals to a range of institutional donors, ensuring that targets are met and exceeded where possible.
• Manages a calendar to ensure compliance with all donors: proposal submission, reports, international visits, etc.
• Working with Country Office teams towards building a portfolio of suitably, long-term fundraising. Accurate analysis of costs for fundraising and return on investment to inform solid decision-making.
• Implement policies and processes in place to ensure appropriate cost recovery, in line with global policies. Work closely with the Finance team in meeting the core standards.
• Define annual targets according to programme funding gaps.
• Definition of narrative proposals and supervision of budget preparation for proposals
• Motivate a regular dialogue and a working relationship with programmes and communications teams to develop new “products and projects” that can be marketed to potential donors.
• Identify and manage consultants when required to develop complex donor proposals.
• Number of submitted proposals, number of rejected and number of approved proposals.
• Balanced Grants Portfolio (Fad Stage 1, Stage 2 and Stage 3), according to Business Plan
• Percentage of cost recovery (apportioned costs) is obtained

Relationship with donors and donor landscaping

• Produce and regularly update a comprehensive mapping of all donor opportunities (by sector and geography) in country.
• Identification of new funding opportunities for the designated programmes/countries
• Build and maintain relationships with targeted institutional donor representatives, fund managers and partners; understand their needs and objectives and present to them Plan’s programmes.
• Establish contacts with new potential institutional donor representatives and key partners for joint bidding.
• Development/strengthening of consortia/partnerships, for shared proposal development and submission
• Contribute to the development of innovative strategies for raising awareness of and funding for work among new donors.
• Analysis of local and international fundraising landscape and opportunities: source new local donor segments. Build relationships with profit and non-profit organizations that have demonstrated interest in social programs.
• Target new growth areas for Plan, including prime positions on consortium bids, non-traditional donors national and internationally.
• Develop and maintain a strong and professional image of Plan among relevant donors and partners and lead on profiling and relationship management, including within the Plan federation.
• Identification of characteristics for improving donor acquisition based upon donor data analysis (successful acquisition channels, successful fundraising products, etc.)

Donor compliance, grants management and contract negotiation

• Support the Programme Teams and Business Development Teams of the designated countries to ensure that all projects meet the donor requirement in quality and time, including reports, monitoring of results and budget performance.
• Develop or strengthen effective systems for identifying and responding to new opportunities in order to secure funding from institutional donors which supports Plan’s strategy and in accordance to Plan policies.
• Manage all policies and procedures related to grant funding, including setting and managing FADs.
• Maintain strong working relationships with National Offices, Regional Office and the Global Hub, and through the team provide appropriate support to implementing partners in relation to donor liaison.
• Work with the Finance and Programme Teams to ensure the effective utilization of grants monitoring systems in terms of projections and forecasting, the monitoring of expenditure, negotiations with grantors for budget modifications and completion of project reports.
• Lead contract negotiation with donors and National Offices ensuring that all standards and targets are financially and legally met.
• Explain to donors any variations regarding budgets or programme targets.
• Lead auditing requirements for grants.
• Ensure that all new projects start with a Start Up Workshop, including all implementing partners.

Measuring progress and reporting

• Keep track and measure progress against targets and standardized metrics.
• Track and prepare departmental data to present to the Regional Management team to support management decisions and show progress.
• Develop a knowledge bank of donor requirements and systems by donor.
• Ensure that the regional funding tracker is maintained and updated regularly, generate periodic reports using data from the Funding Tracker.
• Monitor, analyze and consolidate grant information using existing or developed tools, and disseminate where relevant. Produce and regularly update a comprehensive mapping of all donor opportunities.
• Monitor, evaluate and analyze key indicators that reflect the overall performance of grants related to the designated programmes/countries
• Maintaining and updating the donor database and all donor data

Capacity building and Team management

• Influences the CMT and all staff to promote a culture of donor relationship and ensure that resource mobilization becomes a top priority for all staff.
• Coach the Programme Team, and especially, Project Coordinators to improve grants management and donor compliance.
• Travel ocasionally to programme areas in order to ensure proper follow up of all grant requirements or of new opportunities.

Other management responsibilities

• Identify and manage all risks related to grants management and fundraising.
• Lead the grants resource mobilization efforts during humanitarian response situation to ensure that donor opportunities are identified, developed, gained and followed-up.

Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion 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.

KEY RELATIONSHIPS

Internal:

• All Plan staff at Regional, CO (Mexico, Peru, Colombia and Ecuador) and PU level, especially those involved in programme design and project implementation. Key internal stakeholders: Business Development, Programme and Finance teams from designated countries.
• Regional Office, National Office, Global Hub and any other offices from Plan federation.
• Regional Head of Business Development and other Business Development Team members.

External:

• Instutional donors.
• Partners.
• Government institutions.
• Technical expertise, skills and knowledge

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Essential

• Bachelors degree in relevant field
• A minimum of 4 years of professional experience in grants management (formulation / implementation) and/or development sector.
• Demonstrated track record in grant acquisition and donor relationships management, including track record of writing winning project proposals and obtaining grant funding for development projects from institutional donors (EU, USAID, CIDA, etc.)
• Experience of working with children and communities and managing child-related program and projects would be an advantage.
• Demonstrable knowledge as a result of study, training or practical experience on grants acquisition and donor requirements, interests and priorities.
• Excellent Spanish and English oral and written communication skills.
• Advanced negotiating skills, partnership building and proven strategic relationship management skills.
• Conceptual and analytical skills. Ability to communicate complex ideas and develop simple materials to different audiences.
• Excellent people skills; team builder.
• Great presentation and marketing skills.
• Strong project management experience, including organisational skills, attention to detail, planning and monitoring.
• Intermediate level of computer proficiency.

Desirable

• Experience in donor management with EU, ECHO, USAID, OFDA and other important international institutional donors.
• Experience working with the Venezuelan Migration Crises
• Understand the complex environment in which global INGO’s operate.
• Certification in resource mobilisation and/or project management.

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Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for. Our organisation is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.