Senior Grants Assistant


CTG support and manage humanitarian projects in fragile and conflict-affected countries around the world. With past performance in 15 countries - from the Middle East, Africa, Europe, Asia and Central and South America - we offer a holistic fabric of project management, implementation and support. Skilled in emergency response to crises such as the Ebola outbreak in West Africa, we have the ability to act quickly (crisis response teams can be on the ground in 24 hours) and to establish structured operations in high-risk environments. CTG recruit and manage qualified, skilled teams with extensive experience operating in challenging conditions.


The SSI program in Somalia is primarily a community-based, small grants initiative implemented in close coordination with the donor, with communities in priority areas, and with all levels of Government, particularly newly formed district administrations and regional state institutions.


Role objective:

The overall objective of the program is to support the political transition of Somalia towards a functioning and stabilized federal state through activities that promote good governance, consolidation of the federal structure and a receptive environment to respond to emerging political contingencies.

Expected output:

The Senior Grants Assistant responsibilities will include, but not be limited to, the following:

Upon senior management request, conduct training for new and existing staff members across all departments to give them an in-depth understanding of the overarching activity cycle and their role within it. During this training, the trainer will also discuss the importance of grant documentation and how this impacts across multiple organizational units.
Provide guidance and training to the Nairobi based Grants Assistant and other staff in the unit.
Liaise with the all organizational units to ensure grant documents are being filled correctly and are shared in a timely manner.
Review and suggest improvements to the grants unit`s service to other operational units by collaborating with them to improve service delivery to the program.
Support the Grants Manager in his role and provide technical assistance to him on the grants management, compliance and Web-Based Database (WBDB) processes.
Manage the internal kick-off meetings across departments for new grants and coordinate these with field teams. Reporting back the minutes, potential improvements to grants and any questions to SMT.
Maintain up-to-the minute grant activity matrix reflecting all grant documentation received and filed by grants unit.
Supervise the creation, approval and uploading of all activity notes, provide feedback to field teams and collate for approval by the Grants Manager. Once approved uploading these notes to appropriate grants.
Liaise with the logistics and finance units to documents all bidding and purchasing documents.
Maintain an extensive filing system on all grant activities, ensuring overall quality of grants documentation.
Carry out systematic audit functions on all OTI grant documentation to ensure compliance with agreed upon IOM / OTI and USAID standards.
Carry out systematic cross-verification of grant documentation hard copies, soft copies and matrix tracking to ensure all three modes of documentation match at all times.
Provide regular updates to the OTI senior management team on the progress on grants based on inputs to the grant activity matrix.
Prepare all OTI in-kind agreements within 2 days of grant clearance to immediately share with FCU / field teams for signature to enable prompt implementation of approved OTI grants.
Perform any other duties as may be assigned.

Project reporting:

This role directly reports to the Grants Manager & indirectly reports to the Chief of Party.

Team management:

This role does not have team management responsibility.



§ Bachelor's degree in Business Administration or an equivalent combination of training..

Work experience:

§ Minimum of 6 years of demonstrable relevant Grants & Grant Schemes experience.

Geographical experience:

§ Minimum of 6 years of experience in Africa (essential).


§ Fluency in English and Somali are essential.

Key competencies:

Required Qualifications:

University Degree in Business Administration or an equivalent combination of training.

Required Experience:

Minimum four years relevant experience (or six years for candidates holding school certificate) in a similar position, with specific focus on grants management.
Experience with USAID programs focusing on operational activities in community based and or small grants programming.
Knowledge of USAID rules and regulations, specifically related to small grants and in-kind grant management and compliance.
Knowledge of experience in graphic design, Power Point and common software applications such as Word, Excel and Access.
Demonstrated ability to maintain integrity in performing responsibilities assigned.

Previous experience with UN and International Agencies or NGO`s is an advantage.

Thorough understanding of USAID procurement and logistics policies, rules and regulations.
Knowledge of MS Project and common software applications such as Word, Excel, PowerPoint and Access.

Required Competencies:


Accountability - Takes responsibility for action and manages constructive criticisms.

Client Orientation - Works effectively well with client and stakeholders.

Continuous Learning - Promotes continuous learning for self and others.

Communication - Listens and communicates clearly, adapting delivery to the audience.

Creativity and Initiative - Actively seeks new ways of improving programs or services.

Leadership and Negotiation - Develops effective partnerships with internal and external stakeholders.

Performance Management - Identify ways and implement actions to improve performance of self and others.

Planning and Organizing - Plans work, anticipates risks, and sets goals within area of responsibility.

Professionalism - Displays mastery of subject matter.

Teamwork - Contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.

Technological Awareness - Displays awareness of relevant technological solutions.

Resource Mobilization - Works with internal and external stakeholders to meet resource needs of IOM.

Other relevant information:


Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

How to apply:
Candidates interested in applying for this role need to register on CTG website as a candidate and apply for this role using the below link