Terms of Reference for Grants and Monitoring Officer
Community Building Mitrovica (CBM) is a local non-governmental organization (NGO) operating in the field of peace and community building in the wider region of Mitrovica, northern municipalities of Kosovo. The overall aim of CBM is to facilitate contact and dialogue between citizens in the whole of Mitrovica municipality. CBMs staff consists of devoted citizens – both Serbs and Albanians – who grew up in this region and want to restore the previous confidence and even friendship that war and politics have destroyed.
By supporting many concrete projects that address the direct needs of the local communities, CBM contributes in a modest way to this aim. The work of the past years has gained the organization a strong reputation on both sides of the Ibar river. Fields in which CBM works are: media, culture, youth, women, minorities, dialogue, and return of refugees and IDPs (Internally Displaced Persons).
CBMs projects are open to members of all communities living in Mitrovica and wider. CBM often cooperates with other NGOs, helps with local initiatives, and works with local governmental institutions and international organizations in order to initiate, develop, and implement activities, for the benefit of the communities, in Mitrovica and wider.
About the project:
The “Reconciliation and Conflict Transformation” (RCT) Activity is implemented by Community Building Mitrovica (CBM) and partners from New Social Initiative – Nova društvena inicijativa, and Youth Initiative for Human Rights – Kosovo, and supported by the American people through USAID Kosovo. The overall objective of the RCT Activity is to transform existing conflicts and build peace, predominantly among majority ethnic Kosovo Albanians and minority ethnic Kosovo Serbs. This initiative is helping communities on the individual level by assisting in better mutual understanding of the differences and emphasizing joint strengths, as well as on the policy level, where the impact of the RCT Activity is influencing amending policies that are addressing reconciliation processes among divided communities. More so, socio-economic value is assisting local communities with social innovations that address societal challenges, whereas the local economy stakeholders are benefiting from the promotion of public-private partnerships. From the media promotion aspect, the RCT activity is helping communities stimulate sharing their diverse values.
CBM is seeking for a qualified individual to fill the position of Grants and Monitoring Officer for the “Reconciliation and Conflict Transformation” Activity.
Under the overall supervision of the Chief of Party and Deputy Chief of Party, the Grants and Monitoring Officer (GMO) will oversee all the activities with the subgrantees. The GMO will be responsible for managing grants within the RCT grants scheme, with a focus on enabling compliance, and monitoring grant implementation, always ensuring adherence to CBM and donor policies and procedures. This position requires a dynamic individual with strong organizational, analytical, and communication skills.
Specifically, the GMO will:
•Facilitate the application process for small grants (including providing guidance to potential applicants, reviewing applications, and ensuring completeness and compliance with eligibility criteria);
•Support the process of the evaluation of the grant proposals based on predefined criteria and guidelines, and collaborate with a selection committee or RCT team to assess and select projects for funding;
•Prepare grant agreements and contracts for selected projects, outlining the terms and conditions, reporting requirements, and budget guidelines;
•Regularly monitor grant implementation to ensure grantees are complying with grant agreement terms, reporting requirements, and project timelines;
•Conduct site visits or regular check-ins to assess progress, address challenges, and offer guidance;
•Review and collect regular progress reports and other documentation from grantees, and report grantee project achievements, challenges, highlights, and impact;
•Develop reports based on specific grantees to the Chief of Party and Deputy Chief of Party;
•Coordinate with the MELP Consultant for activity reporting, and offer guidance and technical assistance to help grantees strengthen their organizational capacity and meet project objectives;
•Maintain effective communication and collaboration with grantees, address grantee inquiries, concerns, and provide necessary support throughout the grant period;
•Identify potential risks or challenges in grant implementation and work with grantees to develop mitigation strategies, and address any issues related to grant compliance and organizational performance;
•Establish and maintain productive and collaborative working relationships with partners, grantees, and program stakeholders.
•Coordinate communication and monitoring activities between grants/subcontracts, finance, and RCT team, as needed.
•Perform other related duties, as required.
•Educational background in Management, Administration and/or relevant fields;
•Experience in grants management, preferably in (NGO/INGO) sector;
•Good knowledge and experience in program implementation (USAID funded programs are an asset);
•Proficient in written and spoken English (Albanian and/or Serbian is an asset);
•Demonstrated ability to track and administer partner budgets and alignment with donor regulations.
•Ability to collect and input data- into computerized databases and spreadsheets and analyze data and information.
•Ability to organize tasks simultaneously and prioritize work;
•Ability to adapt to changing circumstances, unexpected challenges, and evolving project dynamics, ensuring the continued success of the reconciliation and conflict transformation activities.
•Demonstrated high level of professionalism;
•Ability to work independently and responsibly;
•Professional communication skills, both verbally and in writing in Albanian and English;
•Attention to detail and problem-solving skills;
•Ability to proactively address potential issues;
•Computer literate in Microsoft Word, Excel, Email and PPP;
•Ability to drive, and have valid driving license: B.
•Positive attitude and willingness to support and assist colleagues.
•Only complete applications will be taken into consideration.
•Only shortlisted candidates will be contacted for the interviews.
How to apply:
Interested applicants must send their cover letter and updated CV to firstname.lastname@example.org:
•Motivational letter (specifying, your relevant qualifications for this specific position and your motivation to work at Community Building Mitrovica); All documents must be submitted in English.
Note: Please use “RCT: Grants and Monitoring Officer – Job Application” as the subject of your email.