Grant Officer (Nationals Only)

Première Urgence - Aide Médicale Internationale (PU-AMI) is a non-profit, non-political and non religious humanitarian NGO. Its objective is to bring about a global response to the basic needs of populations suffering from acute humanitarian crisis and to allow them to recover their autonomy and dignity. Today, PU-AMI intervenes 21 countries in Africa, the Near East, Caucasus and Asia to cover the needs of populations affected by conflict, natural disasters or economic crises. PU-AMI in Syria has been implementing emergency and recovery projects in Shelter Rehabilitation, in relief item distribution, in Water, Sanitation and Hygiene, in Education and in Health. POSITION GENERAL INFORMATION Position:                               Grant Officer Based in:                              Beirut, Lebanon (support office for the Syria office) Starting date:                     From 01 September 2015 Duration:                             4 months (to be extended) Supervision - Under the direct supervision of:     Grant and Knowledge Manager - Under the overall supervision of:   Deputy Head of Mission for Qual. & Dev.   OVERALL MISSION General objective Under the direct supervision of the Grant and Knowledge Manager, and the overall supervision of the Deputy Head of Mission for Quality and Development, the Grant Officer supports the preparation of concept papers, proposals, reports, and other documents relevant to PU-AMI’s programmes in Syria. In collaboration with operational and support teams, s/he gathers and compiles all necessary information on ongoing projects and mission developments, in order to report on PU-AMI’s activities internally and externally, with attention to timeliness and quality.  Responsibilities and tasks Tracks, collects and compiles quantitative and qualitative information on program progress and operational results; Guides internal and external reporting and produces compelling narratives for donors; Supports project proposal and amendment packages, in close collaboration with program teams; Participates in knowledge management and implementation of PU-AMI Syria’s communications strategy. 1. TRACK, COLLECT AND COMPILE INFORMATION ON PROGRAM PROGRESS AND OPERATIONAL RESULTS S/He follows the implementation of all programs and collects all information pertaining to operational results, contractual indicators and the respect of schedules, especially when these are contractual; S/He alerts his/her Manager anytime a mis-match in program implementation is identified, and proposes adjustments to the related documentation (reporting, work plans, project monitoring tools ...); S/He facilitates an effective, comprehensive and timely flow of information between Program & Support teams and the Quality team; S/He participates in the overall mission’s and Quality team’s effort for the development and improvement of communication and reporting tools; S/He participates in the mission’s effort to implement contractual donor guidelines (quality standards, procurement, administration…), by communicating them to the teams, checking their application and alerting his/her Manager anytime a potential breach is identified. 2. ENSURES THE QUALITATIVE AND TIMELY PRODUCTION OF INTERNAL AND EXTERNAL REPORTING S/He takes a significant part in the preparation of all PU-AMI internal and external reporting, by collecting information and inputs from Program and Support teams in due time, by adapting them to the appropriate format and by timely submitting the final paper for validation to his/her Manager; S/He provides reporting which adheres to donors’ contractual guidelines; S/He provides utmost standard of writing and quality to all reporting s/he prepares. 3. ENSURES THE QUALITATIVE PRODUCTION OF PROJECT PROPOSAL AND AMENDMENT PACKAGES, IN CLOSE COLLABORATION WITH PROGRAM TEAMS S/He takes a significant part in the preparation of all PU-AMI grant documentation (proposals, concept notes, amendments, no cost extension…), by: Collecting information and inputs from Program teams; Fitting them to the appropriate format, Timely submitting a qualitative, coherent and timely package for validation to his/her Manager, S/He participates in the coordination (planning, distribution of tasks, milestones, list of components…) of grant documentation writing exercises (proposals, concept notes, amendments, no cost extension…), in full support of his/her Manager; S/He checks that the human, financial and logistics means are in line and coherent in all grant documentations, reports any discrepancies and participates in the identification of solutions; 4. PARTICIPATE IN KNOWLEDGE MANAGEMENT AND IMPLEMENTATION OF THE COMMUNICATION STRATEGY S/He punctually participates in the preparation of accurate, qualitative, comprehensive and updated institutional documentation (such as, but not limited to policies, SoPs, guidelines, manuals, technical catalogues, best practices and resources, lessons learnt…); S/He participates in the context of intervention’s analysis (press reviews); S/He participates in the archiving of activity photography, across all grants and activities, following PU-AMI guidelines; S/He punctually participates in the implementation of PU-AMI’s communication strategy, which may include a participation in the preparation of visual material for social medias dedicated to the mission’s programs, as well as newsletters, presentations, fact sheets, etc. The employee will be expected to Ensure that confidential information which is dealt with in the course of his duties remains within the department only and is not shared within or outside PU;         Be flexible and adaptable with regards to the implementation of the daily work; Conduct all duties in a professional manner following PU staff regulation; Complete any other task requested by her/his supervisor. This job description may be subject to modifications in the future, depending on the evolution of the mission. These modifications will then be defined and discussed between the employee and his Supervision. Any breach of responsibilities defined in this job description might be assimilated to a professional fault and be sanctioned as such. QUALIFICATIONS Mandatory requirements Language Skills: Strong writing skills in English (reading/writing for reporting) Work experience: Previous relevant experience (6 months minimum) in a similar position in an NGO or business, or; Successful experience managing contracts with clients or donor agreements Computer skills: Very good knowledge in Microsoft Office Excel and Word, and willingness/ability ability to learn new tools as required Other skills: Proven analysis skills or research abilities Assets Arabic strongly preferred, French also a plus Education Degree: Undergraduate degree in Political sciences, International Cooperation, Project Management, Literature, Communication, Public Relations, Law, Journalism, Sociology, History, Anthropology, or any equivalent educational qualification Other knowledge: Experience in commodity distribution or management, water, sanitation, hygiene, health, or education welcomed Understanding of how NGOs work including procedures and regulations an asset Knowledge of international donors (UN agencies, ECHO, EuropAid, OFDA, …) a plus Computer skills: Databases (Access); Cartography; Microsoft Publisher; Social media; HTML Transversal skills Analysis skills (understanding, pragmatism) and synthesis Adaptability and dynamism Able to manage stress and pressure in general Timeliness Calm, honest and trustworthy Good relationships and good communication, listening skills Reliable, rigorous and well organized Motivated, hard-worker and dedicated to his/her job Able and willing to learn and take on new responsibilities Able to manage priorities, take initiatives and work without constant supervision Able to check information, logical.