RE-ADVERTISED Grants and Operations Manager (GOM)

Position Summary:

 The Grants and Operations Manager (GOM) will be responsible for the day-to-day management and implementation of all aspects of ANERA’s sub grants to partner organization, and will oversee all day-to-day administrative business operations of the office in cooperation with Deputy Country Director, Program Managers and Finance Manager. This position has primary responsibilities for ensuring that all grants and related procurement activities are conducted consistent and ANERA and its donor’s policies, procedures and regulations. 

Responsibilities and Duties:

Administrative:

• Supervises the support staff under his supervision, in the Beirut office.
• Participate in the development of and maintain administrative policies and procedures to ensure they are compliant with local laws as well as ANERA’s regulations.
• Implements measures to safeguard assets including internal control and sufficient insurance coverage
• Supervises the maintenance of the office and organize repairs and modifications as necessary
• Oversees the safety and security aspects of offices and work equipment
• Supervise inventory management for all facility assets.
• Provide Administrative support to the Deputy Country Director
• Responsible for maintaining proper inventory of all project property

Procurement & Logistics:

• Manage program operations, property and facilities.
• Assist technical staff with logistics of event coordination as needed.
• Supervises all aspects of travel and visitor logistics, including liaising with local authorities for permits
• Coordinate the smooth and timely procurement process of all purchased items and services according to ANERA and donor Procurement Policy.
• Ensure the development and implementation of cost-effective strategies to save time through improved coordination of purchasing and developing procurement plans.
• Conduct efficient and collaborative procurements which are compliant with ANERA and donor policy (advice, tendering, evaluation award & contract management).
• Ensure all donors procurement procedures are related to procurement activities.
• Ensure systematic process of transporting items from suppliers to field locations, ensuring full control of movement and receipt of items.
• Ensure that the procurement processes are in line with applicable policies and are properly documented.
• Ensure that vendor eligibility screening and vetting are carried out and updated regularly.
• Ensure logistics staff involved in procurement are fully aware of all procurement policy and procedures.
• Supervise and evaluate service providers’ performance.
• Overview the motor vehicle scheduling and management.
• Attend and report on external meetings with local partners, NGOs and other actors.
• Represent organization and its interests in the field and ensure good and regular communication.
• Ensure regular logistics reports for supervisor containing current developments, achievements, and working plans for the following week and ensure that supervised staff submits such reports in an accurate manner.
• Completing any other tasks as assigned by Deputy Country Director.

 Sub Grants Management

• Assist all programs in the preparation of grant agreements, amendments and terminations as needed.
• Ensure full compliance with the policies, practices and procedures relating to all aspects of  sub grants discussed in the Grants Manual. This includes specific procedures relating to grant development, grant awards, grant implementation, grant monitoring and evaluation and grant close-out.
• Provide a day-to-day management of all aspects of the sub grants process, including the design and distribution of sub grant solicitations, review and selection of grantees, issuance of sub grant awards and agreements, implementation of the sub grant activities, and close-out of awards.
• Maintains a database of sub grants details and is responsible for updating it regularly and sharing these details with related programs. Regular review of database with finance to ensure alignment. Analyze grantee budget applications and budget management during execution of the grant to ensure feasibility, consistency, allocable costs, and compliance.
• Maintain close monitoring  with grantees during execution of the sub grants, in coordination with the program managers, to track milestones, compliance, timelines and deliverables.
• Maintain the sub grants tracking database and oversee accurate reporting and documentation by grantees to ensure achievement of grant and program results.
• Performing due diligence to potential partners including vetting them, and assessing their capacities and recommend partnership modality. Documentation of all documents collected
• Prepare regular reports on grantee performance and signal any significant delays or other issues that impact implementation to the Deputy Country Director, Program Manager and Finance Manager.
• Provide training and support to potential grantees in the administration of their grants.
• Liaise closely with ANERA’s Beirut office and serve as the primary focal point for the field offices and Beirut office in grant issues.
• Monitoring of partners receiving sub-grants from ANERA to ensure compliance to ANERA and its donors’ requirements. In Addition to Collecting and reviewing partners’ reports
• Notify the Country Director and Finance and Administration Manager of any grantee project not able to meet their obligations and work to remedy these situations as they arise.
• Capacity building of partners on financial, ad and HR matters
• Prepares recommendations to the Deputy country director for improving the system as well as on individual partners. 

Work Condition:

This position is an office-based post which requires some travel to project sites

Required Qualifications

This position demands a dynamic individual with a demonstrated ability to achieve results in a demanding and fast paced environment.

1. Minimum of 7 years demonstrated expertise in developing and managing grant program activities in partnership with civil society organizations.
2. Bachelor’s Degree (Master’s Degree preferred) in a relevant field, i.e. business administration, management, logistics, contractual law, or related field
3. Experience overseeing procurements and service contracts in compliance with donor regulations.
4. Demonstrated experience in providing training in sub grants management preferred.
5. Strong knowledge of Lebanese and Palestinian civil society organizational administrative and management systems is an asset.
6. Ability and willingness to conduct site visits throughout the country, as may be needed.
7. Excellent time management skills with a demonstrated ability to manage multiple priorities, deadlines, and tasks efficiently
8. Fluency in written and spoken Arabic and English required.
9. Computer literacy in data processing (Microsoft Word), spreadsheet (Microsoft Excel), E-mail, and Internet browser software.
10. Strong analytical, organizational, and strategic planning skills with an ability to think critically and creatively Willingness to travel to projects sites in Lebanon, including refugee camps, is essential. Some foreign travel may be required.