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Job Title: Grants and Reporting Coordinator FSR # 527
Location: Amman
Job Summary:
The Grants and Reporting Coordinator is the focal point for compiling grant proposals, contract modifications, donor communication, 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 coordinator will provide high quality write up for technical assessments, contributes to technical concept notes, budget development, procurement plans, work plans, etc. S/he is accountable for effective and transparent communication with donors and headquarters about the progress on project outputs. 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 country program portfolio. The coordinator stays abreast of situational developments, obtaining 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 reasonable accommodation.
MAIN TASKS AND RESPONSIBILITIES
Donor Cultivation, Solicitation and Stewardship
- Works with senior management to develop and implement a comprehensive strategy for cultivation of development donors.
- Works with members of the Country team to identify, cultivate, solicit and/or steward prospects and donors for priority programs and projects.
- Monitors and identifies competitive funding opportunities that align with International Medical Corps’ strategy and priority programs and projects—conducting or coordinating research on prospects or donors, as needed.
Communication:
- Develop communication products for donor dissemination including advocacy briefs.
Grants Information Management
- Draft letters of interest, concept notes, full proposals, modification requests, and all supporting documents, including log frames, workplans, etc. and aids in preparation of budgets in coordination with program and management personnel.
- Organize and play a lead role in grants kick off meetings.
- Participate in and support grant review meetings and provide advisory assistance to program staff.
- Tracks program progress on a monthly/quarterly basis against targets internally for all grants.
- Collate donor reports and information needs (monthly, quarterly, final) coordinating inputs from relevant staff across country program portfolio.
- Maintain grants 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 in-country, regional and headquarters on grant management activities, including ad hoc requests for information and updates.
- Support institutional learning and program design.
- Train national staff and partners to support program development and grants management.
- When applicable, support closeout of awards, including preparation of final inventories, property disposition, etc.;
- Analyze and evaluate grant performance and budget and compliance with donor regulations, recommending award actions to the team.
- Liaise with the Grants and Contracts Management Department at HQ as necessary regarding donor requirements and internal IMC procedure to ensure that implementation of grants and contracts follows requirements.
- Compile and respond to information requests from all IMC HQ offices.
Reporting
- Support program team and local partners in program design and delivery of high-quality reporting through trainings and capacity building, development of standardized information and reporting tools.
- Manage and compile information for regular situation analysis (security, political, media, from other agencies/actors), regarding humanitarian needs and data collection from program activities.
- Ensure tools and processes are adequate and in place for purpose to timely collect relevant; quantitative and qualitative information required for reporting to a range of stakeholders, including but not limited to donors, internally 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 to develop templates for and write high quality weekly, monthly, quarterly internal, and external reporting.
- Provide editing and quality assurance of all internal and external reports for review by the Management prior to dissemination.
- Classify, collate, and store program information documents such as sitreps, donor reports, proposals, photos and videos for easy access and retrieval.
Internal/External Coordination
- Develop and maintains excellent relationships with all departments and field staff.
- Coordinate with partners/sub-grantees at the field level to support coordination of activities, quality reporting, and capacity building.
- Support information flow from the field, regionally and with headquarters.
- In consultation with the Line Manager, keep the donors timely updated on vital issues impacting project implementation and advise IMC senior Management on potential scenarios and decision making with firsthand information and analysis.
- When requested, represent IMC at NGO coordination meetings related to the country program.
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
- Typically, a bachelor’s degree in international development and/or in a relevant field of study. An equivalent combination of relevant education and experience may be substituted as appropriate.
- Typically, 12+ years of top level, successful business development and/or program development experience required.
- Preferred to have experience with the development sector and international health organizations.
- Significant 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, BPRM, UN, ECHO, FCDO, EU, GiZ, BMZ, SIDA, CIDA).
- Strong understanding of the Jordan country context.
- Ability to exercise sound judgment and make decisions independently.
- Strong leadership and communication skills, ability to lead and coordinate processes across several departments.
- Flexible, able to cope with stressful situations.
- Excellent inter-personal, cultural, and diplomatic skills.
- Competent in MS Excel, word processing, Power Point, and tools useful in information management and program reporting such as mapping.
- Languages: fluency in English, written and oral is required. Additional ability to read, write and interpret, technical and non-technical in Arabic is required.
Child Safeguarding
International Medical Corps is committed to child safeguarding and expects all employees to strictly adhere to the values and principles of the International Medical Corps Child Safeguarding Policy.
Code of Conduct
It is our shared responsibility and obligation to prevent matters involving Sexual Exploitation & Abuse, trafficking in Persons, Child Safeguarding and any suggested violation to our Code of Conduct, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any suggested activities then you have an obligation to report.
Compliance & Ethics
Promotes and encourages a culture of compliance and ethics throughout International Medical Corps. As applicable to the position, maintains a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity. Communicates these values to staff and to partners and requires them to adhere to these values.
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.
This job description is subject to periodic review and adjustment in order to achieve International Medical Corps goals in Jordan, and any changes to the job description will be discussed and agreed
“I hereby certify that all the information provided through the application and CV are accurate and the supportive documents are available upon request, any false information provided will cause cancelation of the application and applicant will be subject to legal action”.
Our screening process will be on a rolling basis, once a candidate is selected the announcement will be closed.
