Coordinator, Grant Management and Reporting – Jordan

WORKING SUMMARY

The Grants Administration and Reporting Coordinator is the focal point for preparing grant proposals, contract amendments, donor communications, reports, as well as a range of regular and ad hoc reports and communications tools used for both internal and external dissemination of information. The Coordinator ensures quality writing for technical reviews, contributes to technical concept notes, budget development, procurement plans, work plans, etc. He/she is responsible for effective and transparent communication with donors and headquarters on the progress of project deliverables. May be responsible for staff supervision, management and capacity building and development of IMC staff and partners to improve and standardize reporting and proposal development across the country’s program portfolio. The coordinator stays informed of situational developments and obtains information from both internal and external sources to contextualize the work of the country program.

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

MAIN DUTIES AND RESPONSIBILITIES

Subsidies Information Management

• Prepare letters of interest, concept notes, full proposals, change requests and all supporting documents, including log frames, work plans, etc. and aids in budget preparation in coordination with program and management staff;
• Organizing and playing a leading role in kick-off meetings for grants;
• Participate in and support grant review meetings and provide advice to program staff;
• Monitors program progress on a monthly/quarterly basis against internal goals for all grants;
• Collect donor reports and information needs (monthly, quarterly, final) and coordinate input from relevant staff across the country program portfolio;
• Maintain grant files for all unique grants, including agreements, proposals, revisions, reports, etc.;
• Support program compliance and internal control procedures according to internal and donor regulations;
• Liaise with country, region and headquarters on grant management activities, including ad hoc requests for information and updates;
• Supporting institutional learning and program design;
• Train national staff and partners to support program development and grant management;
• If applicable, you will support the closing of awards, including preparation of final inventories, disposition of properties, etc.;
• Analyzing and evaluating grant performance and budget and compliance with donor regulations, and recommending award actions to the team;
• Liaise with the Grants and Contracts Management Department at Headquarters as necessary regarding donor requirements and the internal IMC procedure to ensure that the implementation of grants and contracts meets requirements;
• Compile and respond to information requests from all IMC headquarters.

Reporting

• Support the program team and local partners in designing and delivering high-quality reporting through training and capacity building, the development of standardized information and reporting tools;
• Manage and collect information for regular situational analyzes (security, political, media, from other agencies/actors), related to humanitarian needs and data collection from program activities;
• Ensure that the tools and processes are adequate and in place for collecting relevant information in a timely manner; quantitative and qualitative information required for reporting to a range of stakeholders, including but not limited to donors, internal and other sectors;
• Support the development of communication tools (for internal and external use), including maps, case studies and infographics to present information related to programs and context;
• Support national staff in developing templates for and writing high-quality weekly, monthly, quarterly internal and external reports;
• Ensure editing and quality assurance of all internal and external reports, for review by management prior to distribution;
• Classify, collect and store program information documents such as sitreps, donor reports, proposals, photos and videos for easy access and retrieval.

Internal/external coordination

• Coordinate with partners/sub-grantees at field level to support coordination of activities, quality reporting and capacity building;
• Supporting the flow of information from the field, regionally and with headquarters;
• Keep donors informed in a timely manner on key issues affecting project implementation and advise IMC senior management on possible scenarios and decision-making with first-hand information and analysis;
• If requested, you will represent IMC at NGO coordination meetings related to the country program.

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

MINIMUM QUALIFICATIONS

• Usually a bachelor’s degree in international development and/or in a relevant field. An equivalent combination of relevant education and experience may be substituted if necessary.
• Typically more than 10 years of relevant and progressive experience in a related field, including a minimum of 5 years of experience in an international humanitarian organization;
• Experience writing proposals and managing information related to large-scale program development and/or emergency response;
• Experience and understanding of institutional donor policies, guidelines, strategies and reporting to donors (USAID, OFDA, BPRM, UN, UNHCR, OCHA, ECHO, DFID);
• In-depth intercultural awareness and insight into healthcare issues;
• International experience and a strong understanding of the country context of the assignment
• Ability to exercise sound judgment and make decisions independently;
• Strong leadership and communication skills, the ability to lead and coordinate processes across a number of departments;
• Flexible, able to deal with stressful situations and frustrations;
• Excellent interpersonal, cultural and diplomatic skills;
• Proficient in MS Excel, word processing, Power Point and useful information management and program reporting tools such as mapping;
• Languages: Fluency in English, written and oral, is required. Depending on the job location and the official national language, such as French and Arabic, additional skills in technical and non-technical reading, writing and interpreting in another language may be required.

Code of conduct

As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization, maintain a clear understanding of the compliance and ethical standards of the International Medical Corps and donors, and adhere to these standards. Staff are also responsible for preventing violations of our Code of Conduct and Ethics that may involve conflicts of interest, fraud, corruption or harassment. If you see, hear or become aware of violations of the Code of Conduct and Ethics or the Safety Policy, you are required to report them. If this is a supervisory position, one must set an example of ethical conduct through one’s own conduct and supervision of the work of others; ensure that those reporting to you have sufficient knowledge and resources to follow the standards set out in the Code of Conduct and Ethics; monitor the compliance of the people you supervise; consistently and fairly enforce the International Medical Corps Code of Conduct and Ethics and policies, including the Security Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy; supporting employees who raise questions or concerns in good faith.

Security

It is a shared responsibility and duty of all employees to safeguard and safeguard the populations we work with, including adults who may be particularly vulnerable and children. This includes safeguarding against the following conduct from our employees or partners: sexual exploitation and abuse; exploitation, neglect or abuse of children, adults at risk or LGBTI persons; and any form of human trafficking.

Equal opportunities

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

Regulations for Disclosure of Misconduct

All offers of employment with the International Medical Corps are subject to satisfactory references and background checks. The International Medical Corps participates in the Steering Committee for Humanitarian Response (SCHR) Inter-Agency Misconduct Disclosure Scheme. In accordance with this, we will request information from an applicant’s previous employers regarding any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the applicant confirms his/her knowledge of these recruitment procedures.