Project: STARS – Strengthening Accountability, Reliability and Sustainability of CSOs in Western Balkans

Terms of Reference

Grant Officer (2 positions – 1 for Macedonia based in Skopje and 1 for Serbia based in Skopje/Belgrade) for period of 1 year, with possibility of contract extension to 4 years

About CRPM

Founded in 2004 under the Macedonian law as a “civic association” (or an NGO) the Center for Research and Policy Making- CRPM engages in policy analysis, seeking to open the policy making process to citizens, improve laws., assess institutional capacities for their implementation as well as monitor and evaluate how much these policies are creating public value or are directed towards the “Europeanization” of Macedonia.

We also deliver trainings, make evaluations of donor programs in Macedonia and the region and conduct surveys of public opinion. CRPM regularly organizes forums, roundtables, and debates offering to policy makers “just-in-time” policy recommendations that are product of comprehensive policy research, well-argued and focused on Government actions on policy issues subject to the CRPM’s research interest. The research activities and analysis of CRPM’s team are followed with advocacy efforts that are fully aligned with the communication and advocacy strategy of the organization. Some of our policy proposals are being accepted by the government, while others, although there is an intense public discussion, are not. CRPM is ranked 42 among CEE and SEE on the Think Tank Index in 2020 and has received the PASOS think tank award in 2011, best policy study award in 2013 and the Japanese Madal for Outstanding Research in Development by the Global Development Network in 2016.

Background of the project

The Project: STARS – Strengthening Accountability, Reliability and Sustainability of CSOs in Western Balkans is a 4-year regional project funded by the Norwegian development assistance. Overall objective of this project is to contribute to strengthening participatory democracies and Euro Atlantic integrations in the Western Balkans by empowering civil society organizations and CSO networks for stronger and active role in creating peaceful and inclusive societies for sustainable development in Albania, Bosnia and Herzegovina, Kosovo, Montenegro, Macedonia and Serbia. The project will contribute to the realization of the Sustainable Development Goal 16: Promote peaceful and inclusive societies for sustainable development, provide access to justice for all and build effective, accountable and inclusive institutions at all levels.

The project will build stronger, more sustainable, and vibrant CSOs in the six countries of the Western Balkans region; develop strong regional partnerships between civil society organizations from the region and with their EU counterparts and public authorities; increase effectiveness of citizen influencing change through CSOs that advances Security and Stability and Governance in the Western Balkans, as well as increase awareness of general public on importance of active participation of civil society in major development initiatives in the region.

Target groups of the project are CSOs which need stronger role in society; better connection with constituency; sustainability; informal citizens’ groups which need resources and technical support, keeping motivation of members; citizens which need peaceful and prosperous society; participative democracy; active role in society; and media outlets which need increase of audience, sustainability; Government which need to improve efficiency in work, trust and support of citizens.

Main responsibilities of the Grant Officer(s)

The main responsibilities of the Grant Officer include, but are not limited to:

• In consultation with other members of the Grants Management Team, implement transparent and effective grants management processes;
• Monitor and document the grantmaking workflow processes, forms, templates, reports and data to assure full compliance with internal controls and legal requirements
• Contribute to the management of the system for control, oversight and quality assurance of the grants portfolio in accordance with donor’s regulations, the project’s grants manual, and the CRPM’s internal policies
• Oversee and manage solicitations, applications, payments, deliverable approvals, implementation, and closeout processes
• Provide daily advise, training and technical support to grantees as/if needed
• Ensure that all grantee deliverables are received, tracked, filed, and in compliance with project objectives and requirements
• Monitor grants for legal, financial, and program compliance including but not limited to ensuring that grant requirements are correctly documented in the grant files and database.
• Maintain close communication and positive working relations at all times with relevant implementing partners
• Generate reports and data analysis for program and finance team or board.
• Problem-solve complex grant scenarios; consult/liaise with finance and/or legal counsel.
• Work with finance to generate reporting required for compliance and financial statement audits.
• Partner with the executive director, finance officer, project manager as well as the other project staff as to ensure efficient management of all aspects of the grant program in accordance with the intern financial procedures of the organization, requests of the donor and existing national laws.

Specific grant management responsibilities

• Review grant applications;
• Manage a portfolio of grants in accordance with established processes;
• Review incoming reports against predicted spend and assess whether on time and on budget;
• Review the narrative reports of grant holders and provide feedback on the level of achievement, need for further information and recommendations for improvement;
• Work with colleagues in the Grants Management Team to take appropriate decisions on holding or withdrawing of funding support to grant holders if necessary;
• Assist in developing narrative and financial report templates for grant holders;
• Check that criteria for reviewing reports are well-defined and reviewed on a regular basis;
• Assist in the synthesis of reports and in drafting narrative documents and reports for donors
• Carry out monitoring visits to grant holder institutions, including in-country;
• Contribute to cross-program sharing and learning activities and events;
• Build positive and trusting relationships with grant holders;
• Assist in developing new or updated resources and toolkits and the delivery of coaching sessions and workshops;
• With other members of the Grants Management Team, identify grant holders with specific performance issues that need to be addressed and agree appropriate action to help resolve them
• Perform other duties as assigned.

Required Qualifications

Beside the general terms of employment entailed in the national legislation, the candidate should also fulfill the specific terms of employment for the positions such as:

• University degree in business administration, public administration, finance, law, or a related field such as International Development, management, marketing, finance (Master Degree will be considered an asset, as well as completion of project management courses and holding certificates)
• At least 5 years of experience on project management, in civil society sector, private sector or public sector (specifically experience in grant management will be considered an asset as well as working on similar regional projects/cooperation)
• Excellent oral and written communication in Macedonian and Serbian (knowledge in Albanian will be considered an asset)
• Excellent oral and written English language communication skills
• Drivers license category B and international driving license
• Advanced computer skills, especially MS Excell and MS Word, internet browsing and e-mail communication (knowledge of finance and money management software will be considered an asset)

Accountability and Working Relationships

• Accountable to the Project Manager, Project Director and Executive Director of CRPM;
• Works closely with all members of the Grants Management Team;
• Works with members of the MEL, Communications and CRPM research teams

Competences

• Great attention to details, precision and accuracy in performing tasks
• Proactive, creative, solution-oriented person
• Good time management skills
• Flexibility and adaptability of the work challenges
• Ability to meet deadlines, work on own initiative and consult where appropriate
• Team Work
• Availability and willingness to travel in Macedonia and Serbia and territory of the Western Balkan countries
• Strong commitment to CRPM’s mission and values
• Highly motivated self-starter
• Intercultural sensitivity and awareness is a must

Salary: Salary according to CRPM salary policy is formed based on several important factors, including education, certifications, additional skills, the number of years you have spent in your profession, and etc.

Application process:

Candidates can apply by submitting a two-page cover letter stating why they are interested in this position, what they would bring to the role and how they fit the person specification.

This letter should be submitted with a CV to crpm@crpm.org.mk  by midnight Sunday 5th December, with ‘Grants Officer’ in the subject line.

The selection process in CRPM is conducted in three phases and in multiple languages. The first is CV and cover letter assessment. The second is an assignment. The third is an interview. The selection panel is made of 5 CRPM employees and / or members of advisory board.

CRPM is an equal opportunity employer.