Grants and Compliance Coordinator

Grants and Compliance Coordinator (Business Development)

No. of Vacancy: 2
Location: Kathmandu
Functional Area: Business Development
Reports to: Grants and Compliance Manager
Travel required: 25%
Grade: C2
Type: Open to all applicants, Fixed term employment until November 2026; based in Country Office- Kathmandu

ABOUT PLAN INTERNATIONAL

Plan International is a development and humanitarian organisation that advances children’s rights and equality for girls. We strive for a just world, working together with children, young people, our supporters and partners in over 75 countries. Our programmes are underpinned by a core of defined values, including transparency and accountability, team collaboration, inclusion and integration, as well as the overall ambition to empower girls and young women as legacy.

Plan International has been working in Nepal since 1978 and developed a strong reputation as a respected development and humanitarian actor helping marginalised children, their families and communities to access their rights to health, education, economic security and protection. Through the support of local partners, Plan International has worked in 42 districts in Nepal since 1978.

Plan International strives for a just world that advances children’s rights and equality for girls. Our ambition from now to 2027 is to see All Girls Standing Strong Creating Global Change.

Plan international Nepal seeks candidates who practice feminist leadership, promote diversity, actively seek innovative solutions for problems, courageously and respectfully share their opinions and ideas, break down barriers and engender cross-department collaboration, practice active listening, maintain confidentiality, build trust and are passionate about children’s rights and equality for girls.

ROLE PURPOSE

The Business Development (BD) Department of Plan International Nepal focusses specifically on the business growth, resource mobilisation and grants management and compliances areas of work, encompassing identification and strategic actions on a wide variety of funding opportunities, full proposal development complemented by qualitative grants management through organisational compliances and processes. The unit/team is thus tasked with the development of a long-term financial growth strategy to ensure Plan Nepal’s financial sustainability through a balanced portfolio of suitable, medium and large-scale grants and pipeline of/for future funding. With an annual funding target of a minimum of Euros 12 million through grants, the BD unit will also lead and facilitate all units of Plan Nepal towards a clear, systematic and well-coordinated approach, internally and externally, to meet the objectives of the new Country Strategy for 2024-2028.

Henceforth, the Grants and Compliance Coordinator (GCC), as a key member of the BD Department, will be primarily responsible towards supporting the Grants and Compliance Manager (GCM) in donor compliance management through quality assurance and standards, with emphasis on grants healthiness review and oversight. The GRC is expected to do so with active engagement support to programme and project teams on adequate and appropriate delivery of restricted funds. She/he will also ensure that all grants data and relevant documentation is updated in all Plan internal applications and platforms; through management guidance of the GCM, will liaise with all relevant Plan teams and colleagues towards enabling a multi-unit cohesive working environment. The GRC may also act as a secondary focal point for external liaison either in the absence of the GCM or when duly assigned.

Description

DIMENSIONS OF THE ROLE

[This section provides a summary of the size and authority of the post. It covers the size of the budget held, the numbers of direct reports, other key stakeholders who may depend on it, the type of communication required, the external representation involved and the reach of the role.]

Direct Line Manager: Grants and Compliance Manger

Budget Accountability: N/A

Number of direct reports: N/A

External relationships and representation: N/A

KEY RELATIONSHIPS

ACCOUNTABILITIES

GRANT AGREEMENT DOCUMENTATION

• Prepare the FAD and get it validated from concerned Manager.
• Manage FAD on Plan International’s systems, including grants module of SAP and regular coordination with finance department for updating the same.
• Set up FAD for signatures ensuring timeliness and quality.
• Monitor FAD requirements until its closure, complete post closure activities and provide related information to relevant departments in the organisation.
• Manage the relevant FAD files and keep them up-to-date.
• Prepare updates/briefs on grants; organising, filtering and analysing relevant grant information for sharing with GCM.

GRANT MANAGEMENT

• Support GCM in ensuring that grant management systems and processes are successfully implemented across the life of the grant, and that key controls are in place to support effective management of the grant portfolio and compliance with the donor requirements.
• Facilitate the coordination of startup workshops meetings, keep minutes on agreed actions.
• Review and assess quality standards for narrative and financial reports for grants, communicate all/any serious reporting issues or concerns to GCM.
• Coordinate and support teams to respond to all donor queries on FAD and narrative and financial reports.
• Keep abreast of field office progress in grants compliances and reporting, keep all layers of management duly communicated and updated through scheduled meetings with GCM and/or team meets.
• Support the GCM to identify potential issues and amendment requests and ensure they are flagged promptly to donors via the relevant national office.
• Support grant close-out, helping project leads to ensure all tasks are completed as per the close out checklist and that all required close-out documentations are in place. Ensure grant close out processes are officially completed in SAP.
• Facilitate effective and prompt communication with the national offices/donors on their grants.
• Update Business Development tracker (grants tracker, national office and donor contacts, reporting tracker) and weekly meeting calendars and submit to the Manager.
• Support the GCM in regular updating of Plan International Nepal’s grant portfolio in GPMT and all relevant/required Plan International’s portals and information sites.

DONOR SERVICING

• Coordinate and facilitate donor visits with programme, operations, finance and field teams as and when required/necessary.
• Ensure timely, accurate and effective donor servicing in terms of standard processes, such as timely dispatch of donor receipts, tax certificates, sharing of key communication and documents, etc.
• Support GCM towards providing timely resolution of queries raised by NOs and/or Institutional/Foundation/Corporate donors.

Any other work as assigned by the Line Manager or the Department Director.

Ensures that Plan International’s global policies for Safeguarding Children and Programme Participants and Diversity, Equality and Inclusion (DEI) 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.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

[This section details the skills, knowledge and expertise the post holder will be required to demonstrate in doing the job well. This should include clear levels of technical expertise and skills that support our work at national, international, and global level.]

Education Qualification and Experience

Master’s Degree in social science or any other relevant subject with 1-2 years of experience OR Bachelor’s Degree with 3-4 years of experience.
Experience in grants management including donor report writing and/or Monitoring & Evaluation of grant project with good understanding of project management cycle.

Skills

• Knowledge and skills in donor reporting, compliance, data management and MS Excel.
• Have aptitude for fundraising, marketing and donor engagement.
• Ability to build strong relationships with both internal and external stakeholders.
• Ability to work independently.

PLAN INTERNATIONAL’S VALUES IN PRACTICE

We are open and accountable

We create a climate of trust inside and outside the organisation by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.

We strive for lasting impact

We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.

We work well together

We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.

We are inclusive and empowering

We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.

PHYSICAL ENVIRONMENT

This position is based in Plan International Nepal Country Office – Kathmandu with field visits as necessary.

LEVEL OF CONTACT WITH CHILDREN

Low Level: Less interaction with children

“Say Yes ! To Keeping Children and Young people safe and Protected”

Source: Kantipur Dainik, 9 October, 2024