Grants Administration and Reporting Manager

About the job

The Grants and Reporting Manager (herein after Grants Manager), based in Amman-Jordan, is the focal point for compiling grant proposals, grant modifications, donor communication, grant progress reports, as well as a range of regular and ad hoc reports and communication tools used for both internal and external dissemination of information. The Grants Manager will support training and development of IMC staff and partners’ staff to standardize and improve reporting and proposal development across IMC’s portfolio. The Grants Manager will stay informed of situational and contextual developments, to inform headquarters and donor on rapid developments affecting the program implementation in areas of operation and contribute to decision making at the mission level. The Grants Manager will travel to Turkey periodically to collaborate and support Turkey based staff and to provide capacity building support to IMC and partner staff.

GENERAL DUTIES AND RESPONSIBILITIES

Grants Management

• Coordinate the development and drafting of high quality concept notes, proposals and supporting documents, modification requests, in tandem with the Program Coordinators and technical program staff, in accordance with IMC's internal requirements and donor guidelines;
• Lead in collating information for proposal development, donor information requests, coordinating inputs from relevant programs and operations staff;
• Provide assistance in preparation of budgets and budget narrative and the analysis and evaluation of grant performance and budget burn rates in coordination with program and finance personnel;
• Organize and lead in grants kick off meetings, grant review meetings and grants close-out meetings and provides advisory assistance to program staff during project cycle;
• Develop and maintain an in-depth understanding of grants, donor compliance, and budget conditions and status; serving as a knowledge resource on assigned donors and escalating questions where needed;
• Support program compliance and internal control procedures according to internal and donor regulations and raise compliance issues proactively with the Program Coordinators;
• Conduct regular review, with project teams and HQ, of contract delivery and performance against indicators (project and contract indicators);
• Participate in monthly pipeline meetings and support in the analysis of budget burn rates in coordination with program and finance personnel to ensure compliance with donor guidelines and program performance and delivery;
• Maintain grants filing system for all IMC grants, including agreements, proposals, revisions, reports, etc. at field level;
• Liaise with in-country, regional and headquarters on grant management activities, including ad hoc requests for information and updates; and

Reporting

• Coordinate the preparation of timely high quality program reports in compliance with donor guidelines and IMC standards;
• Support in financial reporting, specifically for narrative explanations and uploading to donor grant management systems;
• Support in the review and finalization of all required supporting documents ensuring they are in in order and reviewed by respective Program Coordinators;
• Ensure tools and processes are adequate and in place for purpose to collect relevant quantitative and qualitative information required for reporting to a range of stakeholders;
• Provide editing and quality assurance of all internal and external reports for review by the Management prior to dissemination;
• Provide capacity building training and supervision to program teams and local partners on reporting; and support in development of standardized information and reporting tools;
• Draft regular situation updates (security, political, media, from other agencies/actors) and from data collection from program activities to analyze changing humanitarian needs to support informed decision making;
• Maintain a donor reporting schedule and share with relevant staff on a timely basis; and
• Support the development of communication tools (for internal and external use), including maps, case studies, and infographics.

Internal/External Coordination

• Manage information flow from the field to region and headquarters on grants related matters.
• Other duties as assigned. The duties and responsibilities listed are representative of the nature and level of work assigned and are not necessarily all inclusive.

Qualifications:

• Master’s degree in Social Sciences, Business Administration, International Development and/or in a relevant field of study
• At least 5 years of experience with an international humanitarian organization
• Proven experience writing proposals and managing information related to large-scale emergency response and reporting to donors (OFDA, BPRM, DFID, ECHO, UNHCR, OCHA, etc.)
• Experience analyzing, and interpreting institutional donor regulations and requirements;
• Demonstrated experience of working closely with programs and operations teams (finance and logistics) on activity planning and monitoring, resolving challenges;
• Strong understanding of the Syrian crisis;
• Insight into health, physical rehabilitation, protection and mental health and psychosocial support programs is preferred, but not required.

Competencies

• Demonstrates the ability to work cooperatively and effectively with others
• Outstanding organizational and self-motivation skills;
• Takes responsibility for actions, decisions, and outcomes;
• Demonstrated analytical, motivational, communication, project conceptualization and planning skills;
• Excellent ability to handle multiple tasks in a fast paced and constantly changing environment;
• Ability to exercise sound judgment and make decisions independently;
• Ability to meaningfully contribute to decision making processes;
• Strong leadership and communication skills, ability to lead and coordinate processes across a number of departments;
• Flexible, able to cope with stressful situations and frustrations;
• Competent in MS Excel, word processing, Power Point, and tools useful in information management and program reporting such as mapping;
• Strong written and verbal English language is a must; Arabic or Turkish is an asset

Languages

• Fluency in English, knowledge of Arabic and Turkish is an asset