Programme Management Officer (Grants Management)

Background Information – Project Background

Over recent years, the Philippines has demonstrated a high potential for development. In 2013, in spite of Typhoon Haiyan, its Gross Domestic Product (GDP) grew by 7.2%, a net increase from 6.8% in 2012. The country thereby became the fastest growing amongst the five largest economies in the Association of Southeast Asian Nations (also including Indonesia, Malaysia, Singapore and Thailand) and the second in Asia after China. However, the Philippines still faces some challenges to ensure inclusive growth for its population.

With the specific aim of promoting inclusive growth by generating mass employment and reducing poverty, the Philippine Development Plan (PDP) 2011-2016 sets out nine key priorities. Good governance and anticorruption constitute one of the nine distinct priorities, as well as being an overarching theme to each and every intervention. Within the governance chapter, the PDP gives a particularly prominent place to the rule of law, emphasizing its function as a key driver for both economic and social development.

Despite some exceptions, traditional governance indicators for the rule of law are on an upward trend. The country’s percentile rank in the general rule of law measurement of the Worldwide Governance Indicator has been steadily improving since its lowest score of 34.1 in 2009, to 36.5 in 2012 and 41.7 in 2013, although it is still far from its highest score of 52.2 in 1998. Likewise, the more detailed 2014 World Justice Project Rule of Law Index shows major gains with regard to the absence of corruption and order and security, and slight improvements regarding regulatory enforcement, constraints on government power, and fundamental rights since 2010. On the other hand, the Index also indicates some lags in the standard of civil and criminal justice, might be partly due to the contrast with improvements in other sectors more than to an actual worsening. However it nevertheless addresses the need to emphasize the areas in most need of attention.

To support the reform agenda for the rule of law as part of the Philippine Development Plan (PDP) 2011-2016, the Government of the Philippines (GoPh) and the European Union (EU) started to implement a Justice Sector Reform Programme to contribute to a better delivery of justice services. The Justice Sector Reform Programme: Governance in Justice (GOJUST1), was implemented from 2016-2020, focused on four interrelated components laid the ground for reforms such as: strengthened sector coordination and policy-making; implementation of case decongestion and automation; improvement of administrative and financial management; and sustainability of reforms through enhanced accountability.

Building from the success of GoJUST I, the EU in partnership with UNOPS and British Council agreed to support another five-year (2020-2025) Justice Sector Reform Programme: Governance in Justice II (GoJUST II). This successor project aims to strengthen the Rule of Law through a two-pronged approach by combining improved administration of justice and enhanced promotion and protection of human rights. The GoJUST II will build on the experiences and lessons learnt from the work done in the previous GoJUST I and previous EU-Philippines Justice Support Programme in the sector.

UNOPS is one of the implementing partners of GOJUST II under Indirect Management and will be responsible for the provision of logistical and administrative support, which may include the organization of training, workshops, seminars and study tours; procurement of goods and services; small works; grants management and communication and visibility.

Role Specific
The Grants and Contracts sub-team, as part of the UNOPS GoJUST II Project Team, will be responsible for the management of Grants Facility under the GoJUST II Key result area on “Increased Access to the Justice for vulnerable groups, including women”. The Programme Management Officer for Grants will closely work with the Technical Assistance Team, specifically the Senior Adviser in charge of KRA3 for the determination of the focus of the grants, reach out to potential/target grantee and grant evaluation.
The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

Functional Responsibilities

The Programme Management Officer (Grants Management) will work under supervision of the Senior Project Manager. The guidance and direct supervision of the Senior Project Manager (SPM), the Programme Management Officer will be responsible for the day to day operational grants and contract management of the GoJUST II Project. He/she is expected to ensure internal UNOPS assurance procedures and compliances. He/she will collaborate closely and engage activity with the Technical Assistance Team of GoJUST II. Specific Tasks will include:

Grant management

• Assist the GoJUST II Technical Assistance Team in development of framework and priorities for Grant Facility under the Key Result 3 “Increased Access to the justice system for vulnerable groups, including women”;
• Coordinate the formulation/customization of grant management operational procedures for GoJUST II while ensuring consistency and compliance with the UNOPS policies and procedures;
• Coordinate Launching Call for Proposals for Grants and the anchor the evaluation thereof, in line with UNOPS policies and procedures;
• Prepare grant awards requests, draft grant agreements and subsequent amendments, using the approved templates ensuring that all agreements and amendments are constructed and issued in line with UNOPS legal and financial rules and regulations;
• Contribute in grant budgets review submitted by, verify their consistency with prevailing market rate; assist in discussion/negotiation of costs/fees as required; provide critical feedback to the implementing partners and technical assistance team;
• Coordinate planning and implementation of due diligence processes for potential and current grantees and provide feedback to the Project Team;
• Ensure that reporting requirements are adhered to and liaise closely with the GoJUST II Technical Assistance Team to ensure coherence with project monitoring and evaluation framework;
• Analyze risks, provide the input to mitigation plan and share regular feedback on issues/challenges/ delays;
• Review financial reports and inform the join UNOPS and Technical Assistance Team on the findings;
• Work closely with the UNOPS Finance Team on changes in the grants values, and update on payment schedules for cash flow planning;
• Review payment requests and ensure payments are processed based upon the grant agreement and agreed payment schedules an/or milestones;
• In consultation with the senior project Manager, communicate with and provide guidance/advice to implementing partners on grant-related and financial matters, in collaboration GoJUST II Technical Assistance Team;
• Resolve routine operational and process issues related to grant management, and refer complex issues to the supervisor with recommendations for courses of action;
• Monitor and ensure operational and financial closure of grants in line with requirements;
• Contribute to the coordination and follow up on the audits of Implementing Partners;
• Highlight risks and delays to the supervisor as appropriate;

Capacity assessment and Capacity building

• Assist in financial and operational capacity assessments of the potential grantees, and follow-up actions identified in the assessment reports;
• Provide day-to-day help and guidance to the grantees and coordinate with the Technical Assistance Team to ensure Grantee understanding of, and compliance with GoJUST II Grant Facility Operational guidelines, terms and conditions of the grant agreement, and UNOPS requirements;
• Actively compile lessons learned and best practices, and share knowledge and best practices within the GoJUST Project Teams and with Grantees, on financial and organizational management;
• Contribute to the overall knowledge sharing and collaboration within the Grants and Contracts team in UNOPS Grants Management “Community of Practice”.

Documentation:

• Monitor information related to contractual arrangements – on audits, inventories, utilization and all such elements in the contracts and grants;
• Develop and maintain a database and dashboard of all grant related information and documentation of all the implementing partners of the GoJUST Grant Facility;
• Keep the supervisor updated on progress and issues, and prepare briefing materials as requested for discussions on grant status;
• Other duties as may be assigned by the supervisor.

Education

• Master’s degree (or equivalent) in Development, Business Management, Law, Commerce, Business Administration, or related areas.
• A first-level university degree in combination with required qualifying experience may be accepted in lieu of the advanced university degree.

Experience

• At least 1 years (or more depending on academic credentials) of relevant experience in grants and contracts management involving Civil Society Organizations, NGOs in national and/or international public or corporate organizations.
• Experience in conduct of due diligence exercise or capacity assessments for CSO/NGOs/POs or similar organizations is an asset;
• Supervisory experience of personnel in grants, contracts and/or is desirable;
• Experience in Grants Monitoring and Evaluation for NGOs/CSOs/POs is an asset;
• Experience in working with a range of stakeholders in social development context is an asset;
• Some experience in UN system organizations is desirable;
• Experience in the usage of G Suite is desirable.

Languages

• Fluency in both written and spoken English is required.
• Fluency in other Regional Dialects is desirable