Grants Administration and Reporting Manager FSR #54

JOB SUMMARY:

The Grants Administration 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 Middle East and Europe Region (MERO) management 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.

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation.

MAIN TASKS AND RESPONSIBILITIES

Grants Management

• Coordinate the development and drafting of high quality concept notes, proposals and supporting documents, modification requests, in tandem with the Country Programs Coordinator 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 Country Programs Coordinator;
• Conduct regular review, with project teams and MERO management, 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 and MERO management 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 order and reviewed by the Country Program Coordinator and Program Managers;
• 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 MERO region 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.

Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

MINIMUM 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, nutrition, 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

Code of Conduct
As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards.

If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

Safeguarding
It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

Equal Opportunities
International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.