A. Job Title: Grants and Program Assistant - South
B. Project: Libya Transition Initiative 2
C. Classification: Local Support Staff
D. Reports To: Program Manager
At the beginning of 2016, Libya’s political future is more uncertain than at any time since the 2011 revolution. Political division, armed conflict and a crisis of legitimacy at the national level have accelerated the fragmentation of Libya’s governance landscape. Regional coalitions which formed in 2014 have fractured during 2015 and cities and municipalities have become increasingly isolated. Libya’s two nominal national governments both exert little authority outside their respective bases in Tripoli and Tobruk. The political elites involved in the UN-sponsored dialogue to form a unity government lack legitimacy and the country lacks a national political leadership that can claim a mandate to negotiate a solution to Libya’s crises. The collapse of the national-level political process and institutions has shifted significant governance responsibilities to local formal and informal actors. Municipal councils are viewed as the most credible institutions, though they face serious challenges to providing services to their constituents. The collapse of state institutions and the fragmentation in Libya’s governance landscape has facilitated the rise of extremism in Libya, with the Islamic State taking advantage of the governance and security vacuum to strengthen its presence in Libya.
The grants and program assistant (GPA) plays a critical role in ensuring that LTI 2-funded activities are developed and implemented rapidly and effectively, in alignment with LTI 2’s strategic objectives and in full compliance with USAID and Chemonics regulations and policies. The GPA will support program development and implementation in line with OTI’s operating methodology which emphasizes a hand-in-hand approach to working with local partners. The GPA will support the PDO in identifying potential partners and develop and monitor activities to build the foundations of peace in Libya. The GPA will work in coordination with other team members including the PDO, GS, the program manager, regional program manager and procurement specialists, and the finance team. The GPA will assist with the structuring and implementation of the project activity fund. In addition to playing a supportive role in implementation. S/he works closely with PDO and others to ensure that activity budgets that are realistic and appropriately planned to successfully meet proposed objectives. S/he will participate in procedures relating to activity solicitation and selection, activity awards, activity implementation, activity monitoring and evaluation, and closeout.
The GPA will report directly to the regional program manager. In absence of a regional program manager for a particular region, the GPA will report to the deputy chief of party. S/he will also receive significant direction and guidance from the OTI transition advisor in the development of activities and program strategy. This position is part-time, with a requirement of 20 - 30 hours per week.
F. Specific Duties and Responsibilities:
- Assist in the design, development, and implementation of activities, in coordination with PDO, GS, the RPM, and other staff to ensure compliance with USAID and Chemonics policies and procedures, and achievement of intended results.
- Analyze and evaluate activity applications, proposals, and agreement/award documents to ensure consistency with program goals and objectives.
- Develop and finalize multiple activities, on an ongoing basis, in a fast-paced and highly changeable environment.
- Responsible for assisting with the financial monitoring of activities, implementation of activity agreements, and analysis of activity budgets and cost estimates for allow ability, allocability, reasonableness, and consistency.
- Advise and assist PDO and other staff as required with grant implementation, monitoring, and evaluation of grants and short-term technical assistance (STTA).
- Use the OTI Activity Database for tracking and detailing activities, and liaise with the grants management, procurement and finance staff, under the direction of the RPM, to ensure that grant implementation, compliance, and procurement requirements are adhered to.
- Follow up as needed regarding policy guidance and interpretation, under the direction of the deputy chief of party, for LTI 2 staff involved in grant making and grants management to ensure full compliance with USAID and Chemonics requirements.
- In collaboration with the PDO and procurement specialists, assist with monthly projections for LTI activities for submission to the finance manager.
- Coordinate as needed with procurement staff to ensure proper reception and timely delivery of items procured on behalf of Libyan assistance recipients.
- Prepare and maintain grant documents consistent and compliant with all applicable requirements, procedures, and best practices. Supporting documentation includes but is not limited to negotiation memorandums, branding and marking plans, required certifications, and assurances, vetting and reference checks, environmental assessments and others.
- Develop no cost and cost amendments for activities in coordination with PDO
- In coordination with finance and procurement staff, analyze budgetary and financial aspects of activity proposals, partner financial management and/or administrative capacities and planning for implementation/procurement and cash disbursement needs for program implementation throughout the life of the project.
- Ensure that grants and activities are closed out within required time frames.
- Undertake other duties as assigned by supervisor.
G. Job Qualifications:
- Strong organizational, management and administrative skills.
- Demonstrated analytical ability and understanding of local and regional political context, with the ability to think creatively in conceptualizing relevant grant activities.
- Ability to obtain knowledge and assess capabilities of local and international NGOs, community-based organizations, interim governing structures, and media outlets implementing relevant activities and programs in Libya.
- An up-to-date understanding and knowledge of the political environment and social conditions in Libya.
- Demonstrated experience in activity management focused on ensuring that procurement, finance, logistics, and programmatic aspects are being implemented on-time and in accordance with the specifications of the approved activity
- Experience with NGOs and/or community-based organizations is preferred, and an up-to-date understanding and knowledge of political and social conditions in Libya.
- Ability/willingness to travel throughout the country on a regular basis.
- Experience managing activities and/or contracts for international organizations is highly desired.
- Experience with cash-based activities is preferred.
- Ability to work in a professional and cordial manner with fellow staff members, visitors, partner institutions including international and local NGOs, governmental entities, support organizations, and the general public.
- Ability to work independently with minimal supervision, to prioritize multiple work assignments in an extremely fast-paced environment, to meet deadlines, and to exercise good, professional judgment that reflects positively on the image and communicates the established LTI program message.
- Possess creativity and analytical capacity to manage compliance issues and assist other staff in ensuring the implementation of activities.
- Good analytical ability and knowledge of project objectives so that the key points of activity implementation can be identified.
- Flexibility, creativity, and the ability to maintain a rapid and demanding pace of work are also required.
- Ability to effectively use computer software including MS Word, and Excel. University/Baccalaureate degree required.
- Ability to effectively communicate verbally and in written form in both Arabic and English.
- Fluency in both Arabic and English is required.
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