Programme Officer - Grants Management
Location: Malaysia, Thailand, Philippines, Cambodia or Indonesia
Organization: Women’s Fund Asia
- Title: Programme Officer
- Section Programme: Grant-Making
- Reporting to Executive Director
- Supervised by Director of Programmes Coordinates with Other POs, Programme Administrator and Communication Officer
- Status Full Time
Overview of Organisation
Women’s Fund Asia (WFA) is a regional women’s fund, committed to supporting women and trans people led interventions, to enhance and strengthen their access to human rights. The Fund started in 2004 as the South Asia Women's Fund (SAWF), operating in Bangladesh, India, Nepal, Pakistan and Sri Lanka. In 2016 the organisation undertook an intense process of review and consultations, and on 8 March 2018, it was relaunched as Women's Fund Asia, including all of Asia in its mandate, increasing its outreach from 5 to 18 countries. From 2004-2017, it supported over 300 initiatives and 30 feminist lawyers, with grants worth over $4.6 million.
The present programme team works out of four cities in South Asia to implement the Asia-wide programme, with a diverse pool of consultants and experts rostered across the larger region. WFA’s headquarters is in Colombo, while the Executive Director works out of the Liaison Office in Lucknow, and a satellite office is located in New Delhi. WFA seeks to recruit a Programme Officer who will be responsible forthe entire regional grant-making and its supporting activities.
They will work closely with other programme team members, under the supervision of the Director of Programmes. The PO will seek guidance from the grant-making advisory committee to ensure that WFA is fulfilling its mandate as well as expectations from the women’s movements in the region. WFA’s programme and its strategy is rooted in feminist principles; it is imperative that the values, understanding and behaviour of the PO is entrenched in the same principles.
Overview of Position
- The PO, will work as part of the programme team, with the following lead responsibilities:
- Implementing and managing the existing grantmaking portfolio of the organisation in a manner that aligns the regional issues (rooted in national and local experiences) with the organisation’s mission, vision and strategy.
- Develop and lead the grants managementstrategy in a manner that ensures transparency and accountability as well as strengthens women’s rights organisations to undertake their work in a sustainable manner.
- Contribute to the development of various strategy papers, compilation of annual reports, resource mobilization and monitoring and evaluation efforts, and all other tasks required to implement the organisational vision and mission.
- Minimum of 3 years experience in grant-making with a funding organisation, particularly for human rights
- 35 years of progressively responsible experience in social justice sector in the region.
- Previous work experience with regional organisation and/or donor organisation will be an added advantage
- Masters degree in any social sciences subjects, law or any other relevant subject
Expertise & Skills:
- Knowledge and Understanding of sociopolitical context (with a focus on women/human rights) in Asia
- Strong project management experience: ability to monitor, evaluate and assess impact of multiple projects over multiple years with multiple deliverables and deadlines.
- Excellent documentation and analysis skills
- Ability to communicate extremely well in English and one other regional language is a must; knowing more than one regional language is an asset
- Presentation, coordination, negotiation, building and reviewing systems, assessing impact, and decision-making skills are imperative.
- Ability to work in a multi-cultural environment, with an international team, based in remote locations, is a must
- Willingness to undertake extensive travel
- Strong interpersonal skills and the proven ability to provide leadership to a team and to work in a team environment
- Ability to design, organise and lead the implementation of work plans and relevant processes
- High comfort and tolerance to manage stress and role demands
- Upholds the values and principles of the organisation
- Works with the Executive Director, the Director of Programmes and other programme team members to ensure that the organisation is realising its articulated mission and theory of change
- Maintains professional conduct, confidentiality and ethical standards
- Leads the planning and execution of activities as per programme agreements
- Manage daytoday implementation of grant management
- Undertake oversight and evaluation to ensure due diligence, grant making and reviewing processes; including periodic evaluations and learning and accountability processes
- Setting and following annual deadlines, and work-plans
- Designing and disseminating call for applications in a timely manner, ensuring the widest possible outreach
- Identifying potential partners
- Ensuring thematic focus and fulfilment of donor and partner commitments
- Ensuring geographical representation and inclusion
- Dealing with applications: short-listing, recommendations etc.
- Coordinating with Advisers and the Subcommittee on Programs
- Completing due diligence
- Making the grants
Monitoring and Evaluation
- Developing a Monitoring and Evaluation plan for each grant, as well as thematic portfolios
- Undertake contact meetings and reporting frameworks to build and implement the monitoring and evaluation of each grant; during and at the completion of the grant period
- Enable a timely review of WFA thematic portfolios, in line with our goals and objectives
- Build impact documents on the basis of evaluations undertaken
- Build a joint plan with grantee partners on monitoring and evaluation processes, with clear agreements on nature of communication, exchange of documents and visits if any, through after the grant period.
- Developing an understanding on best practices, seeking networking opportunities and promoting the learning in resource mobilisation and grant-making
- Work with the team to accelerate the institutionalisation of the organisations, including reporting processes both receiving from our grantees, and sending to donors, maintenance of organisational MIS, specially records of grantee partners, evaluations, defence notes, accountability reports etc.
- Interacting with granteepartners on a regular basis, to provide support required, as well as ensure greater learning of the processes for internal purposes of understanding strategy impact
- Coordinate external evaluation exercises, as and when required
- Prepare a work plan on the basis of the JD and the projects in hand, which will be finalised along with the team, along with monthly goals and processes
- Ensure brief weekly, quarterly and annual narrative reports, to enable learning and information sharing in the organisation, as well as with external audiences
- Ensure daily signing in with the Executive Office and the Administrative hub, and maintain a daily attendance sheet on tasks undertaken and hours worked.
- Coordinate with Finance and Administrative team for timely submission of all reporting requirements for different donors and by the grantees.
Communications, Networking and Resource Mobilisation
- Create and contribute to documents required for communicating WFA’s work, including but not limited to, reports, brochures, annual reports etc.
- Provide relevant programme updates for maintenance of the website, and organisation’s promotional materials
- Support in updating WFA’s social media accounts such as Twitter and Facebook.
- To oversee and manage the volunteers placed with partner organisations, for technical support and resource mobilisation activities
- Assist the DOP in identifying the strategic partners for networking.
- Participate and represent external networking events, when required, to positively promote and represent WFA’s mandate
- Supporting and contributing to the fund-raising initiatives (proposal development) and events, including reaching out and building relationship for with corporations, individual givers and others actors
- Local, regional and sometimes international travel is an important component of the portfolio. On an average, the Programme Officer will travel every month depending on the nature of the travel itself – partner visit to the field, workshops/trainings and conferences.
- The PO will have to submit a report on each of the travels undertaken.
Supporting the Executive Director and Board of Directors:
- Prepares and presents reports; grant-making budgets and narrative reports for the review of the board of directors and management teamon a quarterly basis
- Ensures that all grant-making and other programme related reports and presentations for board meetings are compiled and forwarded to the Executive Director one week prior to board meetings
- Advises and guides the Director of Programmes and the Executive Director on the external landscape with respect to changing political and social contexts and trends that potentially affects the grant-making and other programme related activities
Working Conditions, Contacts and Consequences
- Work closely with the grant-making advisory as well as with the Sub-Committee on Programmes
- In addition to all tasks listed above, undertake any other task or work as directed by the Executive Director, as needed.
- The Programme Officer/s will be supervised by the Director of Programmes, and will report to her in implementing the work plan. They report to the ED on the fulfilment of the TOR.
- The salary will be commensurate to work experience and person’s skills.
- There is a six-month probation period, during which the contract can be concluded through a notice of one week on either side. There will be an evaluation before confirmation of the post. Once confirmed, the notice period is one month or salary in lieu of.
The impact of sound judgment, decisionmaking and management/leadership in this job function is of utmost importance to the organisation and its overall ongoing success.
How to apply:
We encourage women and trans* persons to apply for the position. The person should be based out of any one of the following countries: Thailand, Malaysia, Cambodia, Philippines, Indonesia. Interested candidates may please apply on or before 31st July 2018 to info @ wf-asia.org.
Applications will be reviewed on a rolling basis and shortlisted candidates will be contacted by 10th August 2018. Please go through the TOR and requirements before applying.