• Country: Geneva, Switzerland
• No of vacancies: N/A
  
• Salary: N/A
• Organization: UNICEF 
• Gender: Both
• Deadline: 2024-01-21

Scope of Work

Data Collection – Different data that are relevant to the grant-making processes will be collected. They include type of organization and parent organization as well as dates related to proposal submission, ExCom decision, FTR submission, GCL issuance and funds disbursement.

Identify and list all relevant data points required for the grant-making processes, including type of organization, parent organization, proposal submission dates, ExCom decision dates, FTR submission dates, GCL issuance dates, and funds disbursement dates.
Develop a comprehensive data collection plan, including sources, methods, and tools to gather the required data.
Collect and input the specified data according to the data collection plan, ensuring accuracy and completeness.
Verify and validate the collected data to ensure its reliability.
Communicate on the new data availability to other units as required.
Data Monitoring and Tracking – A series of analyses of the various aspects of the grant management process are performed by monitoring and tracking the collected data. They include efficiency in processing requests and making disbursements; and report submission and clearance. Other analyses will be determined upon discussion with Programme Funding Manager and Information Systems Manager.

Conduct an analysis of efficiency in grant management process carried out by ECW GM Team by monitoring and tracking the collected data.
Schedule meetings with the Programme Funding Manager and Information Systems Manager to determine additional analyses required.
Document the results of all data analyses, highlighting key findings and trends.
Reporting and Advising – By monitoring, tracking and analyzing data, recommendations to improve efficiency and productivity in relation to the grant management process will be made. In addition to a report to be produced towards to the end of the contract, the consultant is engaged with the ongoing grant management process to provide onsite advice.

Prepare a report containing recommendations to improve efficiency and productivity in the grant management process.
Schedule regular meetings with the Programme Funding Manager to discuss findings and recommendations.
Provide onsite advice and support to the ongoing grant management process.
File Organization – As part of data collection and data monitoring, any relevant files including reports are registered and organized in the database. In this process, any improvements in file organization system will be recommended

Review the current file organization system and identify areas for improvement.
Propose a more efficient and effective file organization system based on best practices.
Implement the recommended changes to organize all relevant files and reports in the database.
Ensure that the revised file organization system is user-friendly and easily accessible to relevant users.
Systems

Assist ECW colleagues to navigate the current and new grants management systems (induction, training, capacity building, etc.).
Provide support in handling ECW secretariat request to access specific grant materials.
Focus on improving the ECW current Grants Management system by providing support in the assessment, procurement, and implementation of an improved system for grants management by facilitating coordination between ECW and a vendor, supporting the development of an ECW system concept note, liaising and providing feedback on features, launch and training etc.
Work Assignments Overview

Deliverables/Outputs

Timeline

Data collection
Identify and list all relevant data points required for the grant-making processes, including type of organization, parent organization, proposal submission dates, ExCom decision date, application submission dates, GCL issuance dates, and funds disbursement dates.
Develop a comprehensive data collection plan, including sources, methods, and tools to gather the required data.
Collect the specified data according to the data collection plan, ensuring accuracy and completeness.
Verify and validate the collected data to ensure its reliability.
31/05/2024

25 workdays

Data Monitoring and Tracking
Conduct an analysis of efficiency in the grant management process by monitoring and tracking the collected data.
Make periodic recommendations to the Programme Funding Manager and Information Systems Manager whether additional parameters are required to assess the grant-making process more comprehensively.
Document the results of all data analyses, highlighting key findings and trends.
30/06/2024

25 workdays

Reporting and Monitoring
Prepare a report in a shared electronic format containing at least five recommendations to improve efficiency and productivity in the grant-making process based on the results of the data analysis.
Make a presentation to the ECW Secretariat staff on the findings and recommendations as articulated in the report mentioned above.
By closely monitoring the ongoing grant management process, provide on-the-spot advice and support to the Programme Funding Manager.
Monitor the implementation of recommendations and provide feedback on their effectiveness.
30/06/2024

25 workdays

File Organization
Review the current file organization system and identify areas for improvement.
Implement a more efficient and effective file organization system based on best practices.
Implement the recommended changes to organize all relevant files and reports in the database.
Ensure that the revised file organization system is user-friendly and easily accessible to relevant stakeholders.
30/05/2024

25 workdays

Grants Management System
Facilitate procuring, installing, and training a new web-based grant management system as a focal point for the new GM system. Based on the tasks #1-#4, assist the Information Systems Manager and Programme Funding Manager as well as the vendor of the new GM system in shaping the architecture of the system.
Assist ECW staff members and external partners in navigating the new GM system and provide any information and materials by conducting at least two webinars.
15/08/2024

23 workdays

6. Grants Management System

In pursuing the task #5, participate in a series of meetings with ECW staff members in Geneva to coordinate and prepare for the launch of the new GM system. (NB: Travel to Geneva for 5 workdays = 6 nights)
15/08/2024

5 workdays

To qualify as an advocate for every child you will have…

A bachelor’s degree in Business Administration, International Relations/Studies, or Library Science is required.
A minimum of 2 years of relevant professional work experience in overseeing and technically improving data and file administration system, including at least 1 year with an international organization and/or a governmental organization.
Advanced proficiency in MS SharePoint, MS Teams and MS Excel. At least 6 months of experience in data and file management, using MS SharePoint, required.
Fluency in French required (DELF B2 or above; proof of certificate required). Knowledge of another official UN language (Arabic, Chinese, Russian or Spanish) or a local language is an asset.

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