Sub Grant Officer- Karnali Province

Location (base): PIN Field Office in Karnali Province

Reports to: Partnership and CSO Strengthening Manager

Department or Program: Partnership Department

Expected joining date: 1 February, 2025

Contract End Date: 31 January 2026 (with the possibility of extension)

No of opening: 1

Introduction

People in Need (PIN) is a non-governmental, non-profit, international organization founded in the Czech Republic in 1992, and currently active in 22 countries globally. PIN arrived in Nepal as part of a humanitarian response to the April 25, 2015 earthquake. Since its inception in Nepal, PIN has had a strong role in designing, facilitating and advocating for systemic solutions that address the needs of vulnerable populations, including person categories who live in geographically remote areas of the country, historically marginalized ethnic groups, and those marginalized because of their age and/or gender identity. Currently, PIN Nepal is implementing programmes under three strategic pillars 1) Emergency response and recovery, 2) Climate resilience, and 3) Civil society and inclusive governance (CSIG) across several provinces of Nepal. To achieve these, PIN Nepal team works in and promotes strong partnerships with civil society, Government of Nepal, networks, academia, private sector, media and other key stakeholders in Nepal. Together with them, PIN Nepal has been one of the pioneer organizations advancing programmes such as multi-hazard disaster preparedness and anticipatory action, durable local solutions, inclusive education and GBV prevention, community climate resilience modelling for more inclusive and efficient local decision-making, urban resilience or waste management and circular economy approaches. PIN is strongly committed for safeguarding of children and vulnerable adults, including persons with disabilities, in line with its safeguarding framework and child protection policy.

PIN is looking for Sub Grant Officer, based in field office Karnali province. Sub Grant Officer will lead and manage PIN Nepal’s sub granting programmes and processes with local CSOs, CBOs and community groups ensuring compliance, quality management, and timely delivery of results. This role will involve coordination, financial oversight, capacity development, and reporting related to the sub-grant interventions, fostering strong partnerships and accountability. In close coordination with PIN Nepal’s local NGOs partners in the target provinces, Sub Grant Officer is expected to work directly with individual community members and various stakeholders by building their capacity and exercise new found skills and knowledge through sub grants.

Scope of work

All PIN staff agree to:

• Comply with all relevant PIN policies, Country Program (CP) Policies, and guidelines related to their position.
• Show a strong commitment to the inclusion of all groups within Nepal and dedication to PIN Nepal’s Inclusion Guidelines.
• Perform and accurately complete administrative tasks related to their position.
• Strive for quality in all aspects of their work and ensure the highest quality performance of the Country Program
• Maintain a positive attitude and promote a professional & productive working environment across all staff, departments, and among all of PIN’s partners.
• Adhere to PIN Code of Conduct and key policies including Anticorruption Policy, Child Protection Policy and Safeguarding Policy.

 Under the direct supervision and guidance of the Partnership and CSO Strengthening Manager, and in close coordination with the Program, Finance, MEAL team and other departments, the sub-grant officer will be the focal person and are accountable to lead and manage all PIN Programme’s Sub Grant interventions across all strategic pillars. S/he is expected to perform following responsibilities:

Sub Grant Management and Compliance

• In line with PIN’s sub Grant Manual, coordinate and manage the sub-granting process, including grant agreement development, implementation, and monitoring.
• Ensure adherence to PIN’s policies, donor & governmental requirements, and legal frameworks in sub-grant implementation.
• Conduct simplified due diligence assessments of potential CSOs/CBOs to assess organizational capacity, financial health, and risks.
• Ensure timely disbursement of funds and review financial reports and supporting documentation provided by sub-grantees.
• Monitor and verify the utilization of funds in compliance with agreements and donor standards.
• Support downstream partners in sub grant management.
• Ensure coherence of sub-grant activities – identify and create linkages between sub-grantees so the activities reinforce one another to avoid any number of micro-grants in our target palikas/districts.

Capacity Development of Local Partners

• Together with Partnership team, identify capacity gaps and support CSOs/CBOs to strengthen financial, administrative, and programmatic systems.
• Develop and deliver training sessions, tools, and guidance to enhance sub-grantees' capacities in grant management, result delivery, reporting, and compliance.
• Provide ongoing mentorship and support to ensure partners meet programmatic and financial obligations.

Monitoring, Database Management, Reporting, and Learning

• Monitor sub-grantees’ progress, challenges, and compliance through regular field visits, virtual follow-ups, and reporting reviews.
• Work closely with Monitoring, Evaluation, Accountability, and Learning (MEAL) teams to track outcomes and impact of sub-grant projects, in line with PIN’s Sub Grant Manual.
• Prepare periodic reports on sub-grant progress, highlighting successes, challenges, and lessons learned for internal and external stakeholders.
• Take the lead in tracking and updating the sub-grant database and summary tables of the sub-grantees of Karnali province.
• Conduct relevant analysis of the sub-grant database and provide concrete recommendations to improve the quality and efficacy of grant management.
• Collect relevant data and prepare reports for sub-grants management and report to the country MEAL and Finance Team.
• Support in quality check of Interim Internal and donor reporting of the sub-grant manual.
• Maintain data and information confidentiality as set out in the Data Protection Policy.
• Ensure cross-CSO/intra- and inter-palika sharing among sub-grant recipients for cross-learning, sharing best practices, and sparking new ideas.

Coordination and Partnership Management

• Act as the primary liaison for sub-grantees, maintaining clear and consistent communication to resolve issues and ensure effective partnership.
• Support the program team in stakeholder engagement, especially with local government, civil society networks, and community organizations.
• Contribute to building a positive working environment that fosters collaboration, transparency, and mutual learning among partners.

Financial Oversight

• Collaborate with Finance and Program teams to monitor budget utilization, variances, and necessary reallocations.
• Participate in conducting ad-hoc financial checks of the sub-grantees in coordination with the finance team.
• Take the lead in fund tracking and funding reconciliations.
• Review of budget modifications or other compliance-related requests.
• Ensure proper financial documentation and reporting from sub-grantees in accordance with donor regulations.

• Bachelor’s degree (Master’s degree preferred) in social science, development studies, business studies, management, or development-related fields, with a good understanding of monitoring of sub-grants systems.
• Minimum of three years of experience working in grant management, partnership management, or project coordination within INGOs, NGOs, or donor-funded programs. Previous working experience with disadvantaged and vulnerable groups in priority provinces is a plus.
• Experience in capacity development of CSOs/CBOs and strong understanding of civil society dynamics in Nepal.
• Knowledge of financial management, budgeting, and compliance with donor regulations and Government of Nepal’s compliance.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advanced knowledge of spreadsheet and database packages, experience in handling web-based management systems.
• Proven ability to produce analytical reports with quantitative data analysis.
• Excellent written and spoken communication skills in English and Nepali. Local language proficiency is a plus.
• Ability to travel to project locations within Nepal as required.

Key Competencies

• Strong interpersonal and partnership management skills.
• Ability to work independently while being an effective team player.
• High level of integrity, accountability, and transparency.
• Capacity to work in a dynamic, multi-cultural, and fast-paced environment.

EMPLOYMENT CONDITIONS AND BENEFITS

• Salaries are according to People in Need Salary Scale. Candidates will be informed about the salaries in the beginning of the recruitment process
• Health insurance for both in-patient and out-patient care with maximum benefit limit of NPR 500,000.00 per year per person (Including dependents)
• Accident insurance for all injuries during work time NPR 3,000,000 per year (For Staff only)
• Compensation leave for working overtime when requested by the Line Manager
• Maternity, Paternity and mourning leave as per the labour law
• Communication or internet allowance on monthly basis (Reimbursable)
• Capacity Building program, both internal and external trainings - Induction training, internal online opportunities, such as access to e-learning platform and live webinars
• International environments with opportunities to learn from other country programs and HQ office in Prague
• Per diem for working outside of the duty town depending on the location. Full reimbursement of accommodation and transportation during business trips (as per the organization’s policy)
• Friendly and fair environment in small collective structure where everyone knows each other
• Work hours are from 9:00 am - 5:00 pm, Monday to Friday with 30 mins break for lunch

How to Apply

Submit an updated CV and Motivation letter before the deadline of January 20, 2025. Please note, that applications will be reviewed on a rolling basis, and should a suitable candidate be found before the official closing date, the advertisement might be withdrawn before the deadline thus early submissions are strongly encouraged. No phone calls will be entertained. PIN promotes equal opportunities. Women, Dalits, Minorities (ethnic, sexual & gender), Janajati, persons with disability are strongly encouraged to apply! People in Need is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity, and financial misconduct, and is committed to promoting the welfare of children and adults with whom People in Need is involved. People in Need expects all staff to perform job duties and responsibilities following the People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp). People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.

Note- If you need reasonable accommodation (especially for people with disability) to proceed with our recruitment process, please mention so in the cover letter.