World Vision International

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Grant Acquisition Management Project Manager

Job Description

PURPOSE OF POSITION:

Grant Acquisition Management (GAM) Project Manager is a core member of the Grant Acquisition and Management team, providing the critical skills necessary for the management of WV’s Proposal pro on-line program and system, GAM Knowledge Management (KM) and communication including the management of all aspects of the GAM Community of Practice.

The scope of influence of this position includes GAM stakeholders in each of its 100 offices, especially working closely with support offices and regional offices. This position manage, oversees and guides all Partnership GAM community of practice (CoP) activity including, working groups, and the functionality, usage, and programming areas of WV’s Proposal pro across the partnership.

This position provides direct management of WV’s Proposal Pro on-line program. Proposal pro is a learning and supporting on-line platform where users can find: 1) systematized and standardized protocols, business process, guidelines, formats, and policies for the design and preparation of grant proposals; 2) information about the specific demands of varying public and multilateral donors; and 3) Proposal pro is Learning platform based on modules suitable for training workshops and on-the-ground coaching for WV proposal developers and National Offices staff.

This position is responsible for the development and maintenance of communication systems and will represent the GAM team in partnership-wide consultations on KM platforms and strategies. This includes the selection and building of technology platforms ensure that knowledge management is collected, shared and represented (e.g. SharePoint for CoP collaboration, mail chimp, and other communication technologies).

Project management responsibilities also include overseeing and managing the GAM department budget, the work of internship staff in the Global GAM Unit, planning, implementation and tracking of deliverables of working groups, data analysis, and overseeing the implementation of a project implementation learnings data base. This position serves as liaison between the GAM team and the GC E&L team for the implementation of initiatives to improve WV capacity to capture and communicate evidence-based impact of grant projects.

This role includes detailed and complex analysis of operation systems such as WVCentral, Proposalpro, and data bases; documentation of best practices and past performance of grants; coordination and management of information systems and processes as needed; and communication of World Vision’s Christian ethos demonstrating a quality of spiritual life that is an example to others.

KEY RESPONSIBILITIES:

  • Provide leadership and management for the effective operations of the Proposal Pro and manage the revision and development of new content and modules.

  • Ensure that all activities related to Proposal Pro and its association with GAM are planned, monitored and evaluated within the pre-determined scope, time and budget Direct manage and develop strategic goals and objectives for staff to ensure appropriate, organizationally effective and timely accomplishment of mission.

  • Develop and manage effective working relationships with other business unit within and outside the WV partnership.

  • Ensure Proposal Pro strategy responds to the needs of the organization.

  • Apply significant GAM knowhow and expertise to ensure that ProposalPro responds to best practices, and conveys accurate information.

  • Manage ProposalPro content, its updates and design, work with vendor to manage technology updates as required.

  • Consult ProposalPro users on technical aspects of presented information, changes and trends.

  • Guide and influence GAM community to follow practices conveyed in ProposalPro.

  • Keep relevant stakeholders informed of Proposal Pro progress, use of the software, and lessons learned.

  • Manage Proposal Program’s vendor and consulting relationships.

Project management including:

  • Manage scope, time and resources required for successful launches of new platform.

  • Manage project related work effects of contractors and WV staff members at multiple levels of the Partnership.

  • Provide reporting on project progress to senior management and clients.

Project coordination, communications and facilitation including:

  • Effectively, its administration is done well, and user feedback is synthesized and analysed so that the software is updated and improved.

  • Strategic goals and objectives are defined and accepted by supervisers.

  • Metrics to track Proposal Pro usage and training are in place.

  • Positive feedback on Proposal Pro is received by senior management.

  • Proposal Pro strategy responds to the needs of the organization as confirmed by senior management.

  • Scope, time and resources are managed well.

  • Relationship with contractor is effective with the result of a software that is user friendly and effective.

  • Quarterly reports on programme development are received by senior management.

  • Deliverables are within scope, time and budget.

  • Work directly with project participants for registration, monitoring progress, and the sending of certifications and continuing education credits.

  • Track project milestones and report to senior management.

  • Create and implement the GAM knowledge management strategy. Manage information flows across different entities and offices.

  • Facilitate GAM related communication, develop and direct relevant updates to relevant stakeholders.

  • Apply GAM know-how to shape information flow and ensure that relevant information reaches relevant stakeholders.

  • Manage information dissemination throughout the CoP, influence CoP members and keep them engaged and contributing, steer relevant stakeholders towards it.

  • Develop and grow the GAM CoP considering stakeholder interests.

  • Ensure membership is comprehensive of WV stakeholders.

  • Develop and manage GAM newsletters and other publications/communications.

  • Perform the functions of E&L lead for GAM. Develop and maintain all web-based information tools including team websites, CoP social networking systems, email list services and information databases on wvcentral.

  • Perform the functions of GTRN lead for GAM and Talent Pool.

  • Manage department expenses within approved budget.

  • Administer consultant contracts.

  • Receive, review and process invoices related to department activities.

  • Create expense Pre-Approvals.

  • Monitor actual expenses monthly and alert MSI of any unidentified expenses that need to be investigated and/or reclassified.

  • Plan and prepare annual budget preparation or revisions.

  • Explain any budget variance and expenditure forecast as required by GC finance.

  • Manage interns. Give assignments to interns based on their TOR and work plan. This position will carry weekly reviews of the progress and completion of tasks performed by interns.

  • Participate in team building functions such as team meetings, devotionals, chapel and other focused events to promote unity.

KNOWLEDGE, SKILLS AND ABILITIES:

  • Bachelor’s degree or Master’s degree in social sciences. Degree in management (preferred).

  • Experience in knowledge management, information management, adult learning and data base design.

  • Experience in managing community of practices and working groups.

  • Experience in sofware and data base design and management.

  • Experience with assessment and survey design, business process analysis, project plan development, group facilitation, and management of staff.

  • Completion of Proposalpro and any certification in Training of Trainers (ToT).

  • Excellent document editing, formatting and publication skills.

  • Contemporary ICT skills.

  • Intern management and mentoring.

  • Minimum 3 years of relevant experience or equivalent graduate school education.

  • Experience in coordinating multiple stakeholders with multiple interests.

  • Webinar development and facilitation.

  • Website and publication design.

  • Post-graduate level education.

  • Effective in written and verbal communication in English.

  • Completion of Proposal Pro is required.

Preferred Skills, Knowledge and Experience:

  • Knowledge of grants acquisition and management.

  • SharePoint administration.

  • Archive development and management.

  • Budget management.

  • Excellent English languages skills; written and verbal.

  • Coordination, collaboration, and communication skills.

  • Problem resolution.

  • Demonstrated writing skills: the ability to develop quality papers, newsletters, reports and communication pieces.

  • Ability to meet deadlines under pressure.

  • Excellent communication and interpersonal skills, with ability to relate to culturally diverse staff. Strong customer service skills, and willing to work with diverse personal styles.

  • Experience working with multiple and virtual stakeholders.

  • Knowledge management on donor mapping/landscaping.

  • Experience in managing virtual community of practices.

  • Website management.

Work Environment/Travel:

  • The position requires ability and willingness to travel domestically and internationally up to 15% of the time.