Job Purpose
The Sub Grant Administrator is responsible for the activities of the Gender Based Violence and Femicide Prevention grant at sub grantee level, reporting to the Grant Officer. The Sub Grant Administrator provides administrative and communications support to the Grant officer within the allocated hotspots where the grant will be implemented. They administer all sub grant elements and prepare schedules for site visits, maintain records or database of sub grantees and prepare files for all sub grantee reports to maintain track of all sub grant activities.
Key Responsibilities
Sub Grant administration
- Conduct day-to-day sub grant administration duties, including monitoring of scheduled activities
- Maintain sub grantee programme records and prepare appropriate consolidated reports for all sub grantees and ensure adherence to deadlines
- Update sub grantee database and keep a programme file for each sub grantee including other sub grant-related data.
- Coordinate with program directors and managers and prepare appropriate reports for same.
- Communicate regularly with the sub grantees
- Arrange for technical assistance from Grant Officer as required or scheduled
- Monitor and track submission of all relevant documents and reports within the specified timelines and manage work according to requirements.
- Prepare schedule for site visits.
Stakeholder Management
- Build strategic partnerships with key stakeholders within hotspot areas where implementation will take place
- Develop systems to ensure timeous communication and correspondence with both internal and external stakeholders.
- Build and maintain relationships with the relevant government deparments at provincial and district levels.
- Develop, strengthen and sustain strategic partnerships and alliances with key stakeholders in the province that are critical for the success of the programme.
- In consultation with the Grant officer, prepare, deliver and represent Soul City in various meetings and forums.
Programme Cycle administration
- Develop and present programme presentations where required for both internal and external stakeholders.
- Manage relevant workshops and generate workshop reports.
- Prepare and submit monthly reports.
- Oversee administration and programme planning.
Financial Management/Governance
- Comply with all financial policies and procedures (including procurement).
- Coordinate service providers/suppliers in accordance with the terms and conditions of the relevant contracts.
- Prepare documents and presentations for Grant officer
Human Resources Management
- Take ownership and accountability for all deliverables and responsibilities assigned to the position of Sub Grantee Administrator.
- In consultation with theGrant Officer, identify own training and coaching requirements to achieve optimal performance.
- Represent the organization at provincial and district levels with a high level of professionalism, efficiency and ethics.
- Comply with all HR policies and procedures.
Qualifications And Experience
- A 3 year diploma or an equivalent qualification in project management
- At least 3 years relevant experience in grant administration
- Experience of working with NGO’s and community based organisations on advocacy issues.
- Experience in writing reports and monitoring a project/programme implementation
- Background in development, and on the ground mobilisation
Competencies
- Knowledge of the NSP for GBVF
- Knowledge of grant making processes and procedures
- Knowledge of social change processes would be an added advantage.
- Advanced proficiency in MS Office - including word, excel, powerpoint and outlook and ability to use internet..
- Excellent English verbal and written communication skills.
- Communication skills in other South African languages would be an added advantage, particularly dominant language(s) in the applicable province
- Strong planning, monitoring and organisation skills.
- Meticulous and able to pay attention to detail.
- Able to interpret data and information in order to generate reports.
- Excellent report writing skills.
- Excellent interpersonal skills.
- Able to multi-task and prioritise.
- Self-motivated, a self-starter and able to work with limited supervision.
- Able to work under pressure and meet deadlines.
- Able to use own initiative and take ownership of his/her tasks.
- Good team player.
- Valid Drivers’ licence
This is an internal and external advert! This is an EE position. Preference will be given to people with disabilities. Closing date for applications: Friday, 18th March 2022, 16h30. Please forward your CV and cover letter to: recruitment@soulcity.org.za
