Reporting and communication Officer

The RCO will provide support to the Grants unit for effective management of assigned grants throughout the project cycle management process. This includes development of high-quality donor reporting and support to proposal development. The RCO is part of the coordination team in Amman, reports to the Grant and Partnership Coordinator and works closely with the Grant Managers, the program and support departments and the field teams in Syria (northwest and northeast). General responsibilities:

• Support to the development of timely and high-quality proposals reports and modification requests for submission to donors and consortium partners.
• Advising on compliance with donor procedures and regulations throughout the grant.
• Proactively following-up on donor obligations from signing to closing.
• RESPONSIBILITIES OF THE GRANT MANAGER:

Personal Development

• Support the Partnership and Grants Coo to plan for concept notes, proposal
• Follows up with departments on relevant submission documents
• Contribute to addressing donor comments on proposals and liaise with relevant staff at HQ and mission level

Management:

• Coordinate and compile contributions from relevant departments and implementing partners and drafts high quality reports.
• Reviews, proofreads and finalizes proposal narratives before submission to HQ, checking compliance with internal and donor requirements in close consultation with the Coordinator.
• Finalizes interim and final narrative and financial reports (as needed) before submission to HQ or donor.
• Contributes to reviewing terms and conditions with donors or prime recipients before signature.
• Facilitates kick-off meetings to disseminate contractual obligations to all relevant staff.
• Support to facilitation of grant amendment requests.
• Facilitates grant review and pre-closure meetings.
• File contractual project documents properly for better document management
• Ensure partner follow up on relevant grants, including monthly contractual obligations and progress updates
• Ensure adhoc requests by donors are addressed in liaison with coordination and the field
• Updating the mission’s Reporting Follow-up (RFU) and sharing it monthly with the whole mission and the Desk

Donor Relations and external communication:

• Supports the Grant Coordinator in providing content (articles, pictures) to donors and to HQ communication department.
• When requested, support the development of communication materials targeting donors and other external partners.
• Maintains an update donor contact list in consultation with the Grants Coo. Prepare for and take minutes other meetings as requested, including meetings with external partners/donors

Internal communication

• Facilitate interdepartmental communication and information sharing from the field to coordination level
• Facilitate communication with HQ updated on latest developments, opportunities and challenges at mission level
• Undertake continuous archiving of grant/project documents and facilitate accessibility for all departments

Compliance:

• Provides support to staff on donor accountability and procedures.
• Works closely with all relevant departments to proactively and regularly monitor programmatic compliance in accordance with donor requirements (progress against indicators, project schedule, facilitate project review meetings).
• Monitors and disseminates deadlines for reporting, proposals and audits to all relevant staff.
• In charge of the sources of verification process and archiving

Skills

SKILLS:

• Strong organizational skills: the ability to multi-task, learn quickly, and work in a fast-paced environment.
• Excellent interpersonal and communication skills: the ability to effectively liaise with a variety of people in a multi-cultural environment and across various time zones
• Demonstrated attention to detail and ability to follow procedures, meet deadlines and work both independently and cooperatively with team members
• Excellent English skills (written, spoken and read) is mandatory
• Strong interest in the humanitarian sector and the context in Syria
• Previous internship experience in humanitarian or development sector in the Middle East would be an asset

QUALIFICATIONS:

• Master’s and/or Bachelor’s degree in International Relations, History, International Business, Business Communication, Management, Economics, Social Sciences
• At least 50% of university modules completed in English
• Study abroad would be a strong asset

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