Comply with all relevant PIN policies, Country Program (CP) Policies, and guidelines related to their position.
Show a strong commitment to the inclusion of all groups within Nepal and dedication to PIN Nepal's Inclusion Guidelines.
Perform and accurately complete administrative tasks related to their position.
Strive for quality in all aspects of their work and ensure the highest quality performance of the Country Program
Maintain a positive attitude and promote a professional & productive working environment across all staff, departments, and among all of PIN's partners.
Adhere to PIN Code of Conduct and key policies including Anticorruption Policy, Child Protection Policy and Safeguarding Policy.
Under the direct supervision and guidance of the Partnership and CSO Strengthening Manager, and in close coordination with the Program, Finance, MEAL team and other departments, the sub-grant officer will be the focal person and are accountable to lead and manage all PIN Programme's Sub Grant interventions across all strategic pillars. S/he is expected to perform following responsibilities:
In line with PIN's sub Grant Manual, coordinate and manage the sub-granting process, including grant agreement development, implementation, and monitoring.
Ensure adherence to PIN's policies, donor & governmental requirements, and legal frameworks in sub-grant implementation.
Conduct simplified due diligence assessments of potential CSOs/CBOs to assess organizational capacity, financial health, and risks.
Ensure timely disbursement of funds and review financial reports and supporting documentation provided by sub-grantees.
Monitor and verify the utilization of funds in compliance with agreements and donor standards.
Support downstream partners in sub grant management.
Ensure coherence of sub-grant activities - identify and create linkages between sub-grantees so the activities reinforce one another to avoid any number of micro-grants in our target palikas/districts.
Capacity Development of Local Partners
Together with Partnership team, identify capacity gaps and support CSOs/CBOs to strengthen financial, administrative, and programmatic systems.
Develop and deliver training sessions, tools, and guidance to enhance sub-grantees' capacities in grant management, result delivery, reporting, and compliance.
Provide ongoing mentorship and support to ensure partners meet programmatic and financial obligations.
Monitoring, Database Management, Reporting, and Learning
Monitor sub-grantees' progress, challenges, and compliance through regular field visits, virtual follow-ups, and reporting reviews.
Work closely with Monitoring, Evaluation, Accountability, and Learning (MEAL) teams to track outcomes and impact of sub-grant projects, in line with PIN's Sub Grant Manual.
Prepare periodic reports on sub-grant progress, highlighting successes, challenges, and lessons learned for internal and external stakeholders.
Take the lead in tracking and updating the sub-grant database and summary tables of the sub-grantees of Karnali province.
Conduct relevant analysis of the sub-grant database and provide concrete recommendations to improve the quality and efficacy of grant management.
Collect relevant data and prepare reports for sub-grants management and report to the country MEAL and Finance Team.
Support in quality check of Interim Internal and donor reporting of the sub-grant manual.
Maintain data and information confidentiality as set out in the Data Protection Policy.
Ensure cross-CSO/intra- and inter-palika sharing among sub-grant recipients for cross-learning, sharing best practices, and sparking new ideas.
Coordination and Partnership Management
Cultural exchange programs
Act as the primary liaison for sub-grantees, maintaining clear and consistent communication to resolve issues and ensure effective partnership.
Support the program team in stakeholder engagement, especially with local government, civil society networks, and community organizations.
Contribute to building a positive working environment that fosters collaboration, transparency, and mutual learning among partners.
Financial Oversight
Collaborate with Finance and Program teams to monitor budget utilization, variances, and necessary reallocations.
Participate in conducting ad-hoc financial checks of the sub-grantees in coordination with the finance team.
Take the lead in fund tracking and funding reconciliations.
Review of budget modifications or other compliance-related requests.
Ensure proper financial documentation and reporting from sub-grantees in accordance with donor regulations.
Job Specification
Requirements
Bachelor's degree (Master's degree preferred) in social science, development studies, business studies, management, or development-related fields, with a good understanding of monitoring of sub-grants systems.
Minimum of three years of experience working in grant management, partnership management, or project coordination within INGOs, NGOs, or donor-funded programs. Previous working experience with disadvantaged and vulnerable groups in priority provinces is a plus.
Experience in capacity development of CSOs/CBOs and strong understanding of civil society dynamics in Nepal.
Knowledge of financial management, budgeting, and compliance with donor regulations and Government of Nepal's compliance.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling web-based management systems.
Proven ability to produce analytical reports with quantitative data analysis.
Excellent written and spoken communication skills in English and Nepali. Local language proficiency is a plus.
Ability to travel to project locations within Nepal as required.
We provide immediate humanitarian aid and help people get back on their feet. We work in more than 30 countries, support child education, help the poorest and most vulnerable, and support human rights activists. We hold the values of mutual help, solidarity and humanism in high esteem.
