Grant Administration Assistant, Mosul Project/Africa Fund

Type of Employment: Short Term Appointment (2-year contract)

Location: ICCROM – Rome, Italy

About ICCROM

ICCROM is an intergovernmental organization working in service to its Member States to promote the conservation of all forms of cultural heritage, in every region of the world. Those working on the front lines of heritage preservation, including architects, engineers, archaeologists, scientists, conservators, museum curators, site managers, librarians, archivists, historians, and researchers rely on ICCROM for its world-class initiatives in conservation training, information, research, cooperation and advocacy.

Overview of the Functions of the Post

Under the direct supervision of the Senior Accounting Assistant, the Grants Administration Assistant is responsible for a range of services that ensure effective grant monitoring and reporting, including:

• Participating in grantee trainings on grant conditions and basic reporting requirements & schedules;
• Conducting preliminary review of grantee reporting, including narrative reports, financial reports, and deliverables for compliance, accuracy, and to ensure results are being met on time and within budget;
• Preparing fund requests in partnership with project staff;
• Conducting preliminary review of budget realignment and modification requests;
• Attending grantee activities as appropriate to ensure effective monitoring of grants;
• Tracking and filing relevant grant information on shared drive to ensure data integrity and to enhance coordination;
• Supporting reporting on grant making and grantee activities as requested and required by project donor and external partners;
• Supporting risk monitoring and mitigation efforts.
• Perform other duties as assigned, consistent with the staff member’s background and experience and the needs of the Organization.

Required Qualifications

Education
Minimum required: Relevant University Degree.

Requirements /Skills/ Competencies

• Minimum of three years of experience in grant administration, ideally in the context of international non-profit organizations;
• Demonstrable experience with drafting and interpretation of legal document and contractual instruments;
• Strong quantitative acumen and attention to detail;
• Proactive and pragmatic approach to working with a variety of staff and stakeholders;
• Ability to establish and maintain effective working relationships with a team of people
• from different national and cultural backgrounds working in a multidisciplinary environment;
• Ability to work in a team, dynamic approach, robust motivation and very strong result orientation;
• Ability to work well under limited supervision;
• Ability to work under pressure and to meet short deadlines;
• Strong communication skills;
• Knowledge of range of software packages, including ERP applications, Word, Excel and Power Point;

Languages

English and French are the working languages of ICCROM. For this post, fluency in oral and written English is required. Knowledge of French is desirable.

Required Behaviours

ICCROM is a small organization, when defined in numbers of staff, with a very large remit. All of our people need to ensure that they demonstrate the required behaviours in order that we can deliver on our mission. These behaviours underpin everything we do, both internally and when working with stakeholders.
We are an ambitious organization and know that we can only achieve that ambition through pulling together and using the behaviours that will allow us to optimize our contribution. These are important to all of our roles and are essential for everyone.

• Communication
  We engage in honest, respectful, two-way communication. We actively listen and seek opportunities to share and engage with colleagues and stakeholders. We consider the best way to share information and willingly engage in discussion with others. We are open, honest and transparent and give and receive clarity.

• Collaboration and teamwork
  We show respect to every colleague and value their expertise, contribution and perspective. We trust each other to be the best they can be and give help and support when it’s needed. We willingly share resources, ideas and effort. We actively engage with others and help them to be the best they can be and create win-win solutions.

• Flexibility
  We remain optimistic about what we do and have a positive ‘can do’ attitude. We look for solutions and are proactive in driving performance. We take responsibility for planning, managing risks and getting things done through being helpful and flexible in our approach. We look to build on team strengths and are always willing to step in when additional support is needed.

• A learning organization
  We take opportunities to learn, to share learning and to encourage colleagues to do the same. We try new things and experiment in order to help ICCROM work successfully with others. We look at things from different perspectives; seeking alternative views and finding ways to become even better at what we do.

Remuneration

The salary provided will be commensurate to the candidate’s experience and salary history. The salary and the allowances are net of taxes but subject to various deductions such as the employee’s portion for medical insurance and contribution to the United Nations Pension Fund.

The contract will be for two years with six month as probationary period.