Consortium Grants Officer - Caracas (National Staff)

The Danish Refugee Council (DRC) is one of the world’s leading humanitarian NGOs, working in more than 40 countries to provide appropriate assistance and protection to refugees, asylum seekers, internally displaced persons, returnees, people on the move, and vulnerable local populations and host communities. Currently, as part of the emergency response to the earthquake, DRC is seeking a highly qualified Consortium Grants Officer based in Caracas, Venezuela.

About the Job

As part of the emergency response to the earthquake that occurred in June 2026, DRC is opening a new implementation office in Caracas, separate from the country office, to address the needs of affected populations. To this end, DRC is seeking a Consortium Grants Officer responsible for supporting the effective grants and contract management of DRC-led or DRC-supported consortium projects in Venezuela, in accordance with donor requirements, consortium agreements, and DRC policies and procedures.

Responsibilities

Consortium Grants Management and Administration

• Support the effective management of DRC’s consortium grants throughout the full project cycle, from opportunity identification and proposal development to grant closure.
• Maintain a comprehensive overview of all active and prospective consortium grants, including contractual requirements, implementation periods, reporting deadlines, amendments, and partner deliverables.
• Develop and maintain a consolidated consortium grants tracker covering donor deadlines, internal deadlines, partner submissions, agreement status, reporting requirements, modifications, and close-out actions.
• Coordinate and facilitate consortium grant kick-off, opening, review, and closing meetings.
• Prepare agendas, presentations, minutes, action trackers, and follow-up documentation for consortium grants-management meetings.
• Ensure that grant-related roles, responsibilities, internal deadlines, and approval processes are clearly communicated to consortium members and relevant DRC departments.
• Monitor progress against grant-management timelines and follow up with consortium members and internal teams on outstanding actions.
• Ensure that DRC’s Grants Management Card in Dynamics and relevant internal documentation systems, including SharePoint, are complete, accurate, and regularly updated.
• Ensure high-quality and consistent project and grant data across DRC systems, partner trackers, and consortium documentation.
• Coordinate with Regional Office and Headquarters grants focal points to resolve data-quality, compliance, or contractual issues.
• Maintain complete and accessible grant files, including signed agreements, amendments, donor correspondence, reports, approvals, and supporting documentation.
• Support the Head of Programme in identifying grants-management risks and coordinating timely mitigation measures.

Consortium Agreements and Contract Management

• Support the preparation, review, processing, and filing of consortium agreements, sub-grant agreements, partner contracts, Memoranda of Understanding, and amendments.
• Ensure consistency between the donor agreement, consortium agreement, partner sub-agreements, approved proposal, budget, and results framework.
• Verify that consortium and partner agreements clearly define roles, responsibilities, budgets, deliverables, reporting requirements, compliance obligations, and decision-making processes.
• Conduct initial quality control of donor and partner contracts before signature.
• Coordinate contract reviews with Finance, MEAL, Programme, Supply Chain, Legal, Regional Office, and Headquarters when required.
• Facilitate the internal review, approval, and signature of grant agreements, consortium agreements, and partner sub-agreements.
• Maintain an updated agreement tracker covering signature status, contract periods, amendments, reporting obligations, and outstanding contractual actions.
• Ensure that relevant DRC teams and consortium members receive and understand signed agreements and subsequent contractual changes.
• Support the Head of Programme in interpreting contractual clauses and addressing questions raised by consortium members.
• Coordinate the preparation of contractual documentation related to changes in implementation arrangements, partner responsibilities, budgets, or deliverables.
• Ensure that contractual records and approvals are documented and filed in accordance with DRC requirements.
• Provide advice on DRC’s Grants Management Volume, donor requirements, and consortium compliance processes in coordination with relevant Regional Office and Headquarters focal points.
• Translate donor requirements into practical guidance, checklists, timelines, and templates for consortium members.
• Develop and maintain compliance checklists for each consortium grant.
• Ensure that contractual obligations and reporting deadlines are known and followed by Programme, MEAL, Finance, Operations, and consortium members.
• Identify potential compliance gaps, contractual risks, and delays affecting consortium deliverables.
• Raise significant grants-management and compliance risks with the Head of Programme and relevant Senior Management Team members.
• Coordinate the development and monitoring of risk mitigation and corrective action plans.
• Troubleshoot gaps affecting the consortium’s ability to meet contractual deliverables within the agreed timeframe and budget.
• Seek advice from Regional Office or Headquarters on potential solutions when contractual or compliance issues cannot be resolved at country level.
• Support follow-up on donor monitoring findings, audit recommendations, compliance reviews, and management action plans.
• Ensure that donor branding, communication, and visibility requirements are reflected in implementation plans and monitored across consortium members.
• Participate in DRC grants communities of practice and relevant internal meetings to remain informed about grants-management best practices and changes in donor regulations.

Contract Amendments and Grant Modifications

• Coordinate the preparation of consortium grant amendments, including cost extensions, no-cost extensions, budget revisions, results-framework revisions, and changes to implementation arrangements.
• Maintain an overview of implementation changes that may require prior donor approval, notification, or internal documentation.
• Coordinate inputs from consortium members, Programme, Finance, MEAL, Technical Coordinators, and Support Services for modification requests.
• Review proposed modifications for consistency with donor regulations, contractual obligations, and overall consortium objectives.
• Consolidate and edit modification requests and supporting documentation before submission to the Head of Programme.
• Ensure that all required internal approvals are obtained before contractual changes are submitted to the donor.
• Track donor feedback, clarification requests, and approvals related to grant modifications.
• Communicate approved changes to consortium members and relevant DRC departments.
• Ensure that approved amendments are incorporated into updated workplans, budgets, results frameworks, reporting tools, and partner agreements.
• Maintain complete records of modification requests, donor correspondence, approvals, and revised contractual documents.

Consortium Donor Reporting

• Coordinate the preparation and submission of timely and high-quality consortium donor reports.
• Develop consolidated reporting calendars that clearly define partner deadlines, internal review stages, responsibilities, and final submission dates.
• Prepare and disseminate reporting templates, guidance notes, and supporting instructions to consortium members.
• Coordinate the collection of narrative, indicator, financial, and supporting information from all consortium members.
• Review partner submissions for completeness, accuracy, consistency, and compliance with donor requirements.
• Provide timely, clear, and constructive feedback to consortium members on their reporting inputs.
• Consolidate consortium-member submissions into coherent and consistent donor reports.
• Ensure consistency between narrative achievements, indicator results, financial expenditure, and supporting documentation.
• Work closely with the MEAL team to verify reported results and ensure that reports are informed by reliable data, monitoring findings, and organizational learning.
• Work with Finance to ensure consistency between narrative reporting, budget performance, and financial reports.
• Coordinate inputs from Technical Coordinators to ensure that reports meet relevant technical and quality standards.
• Edit and quality-control final reports and annexes before submission to the Head of Programme.
• Coordinate quality-assurance reviews by Regional Office or Headquarters when required, particularly for strategic or high-risk consortium grants.
• Track donor feedback and coordinate responses to clarification requests with consortium members and relevant DRC teams.
• Maintain an organized record of final reports, partner submissions, supporting documentation, approvals, and donor correspondence.
• Monitor follow-up actions arising from donor feedback and ensure that agreed changes are implemented.

Consortium Proposal Development and New Business Development

• Support the Head of Programme in identifying and assessing funding opportunities suitable for consortium implementation.
• Contribute to donor mapping, funding analysis, and the development of DRC Venezuela’s consortium funding strategy.
• Maintain an updated funding tracker covering relevant donor opportunities, deadlines, strategic priorities, and potential consortium arrangements.
• Support the organization of Go/No-Go meetings for new consortium funding opportunities.
• Prepare background information on donor priorities, eligibility requirements, funding envelopes, and submission processes.
• Lead or support proposal preparation and submission processes.

Requirements

• Core Skills:

  • Grants Management
  • Contract Management
  • Compliance

• Language:

  • English (Advanced)

We Offer

• Opportunity to work with a leading humanitarian NGO.
• Be part of an emergency response team addressing critical needs in Venezuela.
• Professional growth and development opportunities.

About the Company

The Danish Refugee Council (DRC) is one of the world’s leading humanitarian NGOs, working in more than 40 countries to provide appropriate assistance and protection to refugees, asylum seekers, internally displaced persons, returnees, people on the move, and vulnerable local populations and host communities.