Senior Officer, Grants Administration and Reporting, Lebanon

JOB SUMMARY:  The Senior Grants Administration and Reporting Officer works closely with the Grants team and will be the focal point for compiling grant proposals, contract modifications, donor reporting and other ad-hoc reports and communication tools used for both internal and external dissemination of information.

The Senior grants administration and reporting officer will support training and development of IMC staff and partners to improve and standardize reporting and proposal development across country portfolio. The incumbent stays abreast of situational developments and program development opportunities, obtaining information from both internal and external sources to contextualize the work of IMC’s response programming in country of operation.

This position works in close coordination with the Program and MEAL teams, and liaises with the HQ Departments.

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

MAIN TASKS AND RESPONSIBILITIES

Program Development
•    Support the program teams in the development of narrative internal and external reporting, working closely with the Program Managers, Technical Advisors, Finance team, Operations team and the MEAL team in ensuring reports, both narrative and financial are compliant to donor requirements and tally, are of high quality and are submitted on time.
•    Draft letters of interest, concept notes, and full proposals in coordination with the M&E Team, Technical Coordinators and Managers, and Deputy Country Director (DCD)
•    Create proposal drafting timelines and play a lead role in organizing proposal kick off meetings with Program Team, Finance and Admin Director, M&E Team, and others as needed
•    Draft internal workplans that capture all proposed activities, including those without indicators and/or dedicated budgets, for each project
•    Coordinate with the IMC HQ teams on proposal development, including draft submissions to the RTU.
•    Support with the production of regular information and communications material including sitreps and other internal and external communications updates and materials as required.

Grants Administration
•    Organize and support in grant kick off meetings
•    Participate in and support grant review meetings (monthly, mid-term, final evaluations etc.)
•    Tracks program progress on a monthly/quarterly basis
•    Support in collecting information for proposal development, donor information requests, coordinating inputs from relevant staff
•    Maintain grants filing system for all country grants, including agreements, proposals, revisions, reports, etc.
•    Support program compliance and internal control procedures according to internal and donor regulations
•    Work with all teams to ensure projects are meeting specific provisions of grants and cross-cutting issues according to best practice and donor guidelines (do no harm, gender mainstreaming, conflict sensitivity etc.)
•    Liaise with in-country, regional and headquarters on grant management activities, including ad hoc requests for information and updates

Reporting and M&E Support Tasks
•    Support program team and local partners in reporting through the capacity building trainings, development of standardized information and reporting tools
•    Manage information for regular situation analysis (security, political, media, from other agencies/actors), regarding humanitarian needs and data collection from program activities.
•    Maintain a donor reporting schedule and share with relevant staff on a timely basis
•    Coordinate the preparation and submission of all donor reports by compiling field level information, writing and editing, ensuring technical input from relevant departments.
•    Produce high quality monthly, quarterly, and final internal and external reports after collecting and analyzing relevant information from M&E Officers, program teams and supported facilities (as needed)
•    Ensure that donor reports are in compliance with internal requirements and any relevant external donor requirements
•    Gather and analyze information about donor responses to reporting guidelines, trends and preferences in reporting and disseminate this information to the relevant staff
•    Contribute to documentation of lessons learnt and best practices for the country program;
•    Periodically monitor the donor reporting processes and document challenges encountered and recommendations for improvement;
•    Participate in capacity building plans on reporting to the teams involved in reporting;
•    Work with the Communications Manager to develop communication tools (for internal and external use), including maps, case studies, and infographics, to present information relating to programs and context
•    Responsible for regularly updating IMC’s program updates and contingency stock information into Activity Info. Internal/External Coordination
•    Coordinate with 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

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.

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. 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.

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. 

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. 

JOB REQUIREMENTS *

MINIMUM QUALIFICATIONS

•    Typically, a Bachelor's degree in development studies, economics, sociology and political science, or any relevant field. Equivalent combination of relevant education and experience may be substituted as appropriate.
•    Typically, 5+ years of relevant experience working in a similar role in an INGO.
•    Significant experience of working internationally in humanitarian program
•    Experience in project management and project cycle management, including project design, implementation and evaluation 
•    Strong research and report/drafting skills;
•    Proven ability to operate in a challenging and dynamic environment; good grasp of local cultural norms, issues and concepts;
•    In-depth understanding of political, social and economic issues in the region;
•    Ability to develop clear goals and identify priority activities and assignments;
•    Proficiency in computer applications including internet, social science statistical applications, word processing, spreadsheets and database;
•    Ability to establish and maintain effective working relations with colleagues and others in a team environment and with people of diverse backgrounds, cultures and nationalities;
•    Proven critical thinking, creativity, innovative, analytical and drafting skills
•    Good understanding of donor compliance and reporting mechanisms and requirements
•    Good understanding of monitoring and evaluation mechanisms
•    Ability to work well under pressure and work to deadlines 

ADDITIONAL TECHNICAL OR LANGUAGE REQUIREMENTS

Please note, for Lebanon-based roles, we are only able to accept applications from candidates who are eligible to work in Lebanon. Since the position is a national role, we are unable to progress applications that would require sponsorship

Misconduct Disclosure Scheme

All offers of employment at International Medical Corps are subject to satisfactory references and background checks. International Medical Corps participates in the Inter-Agency Misconduct Disclosure Scheme from the Steering Committee for Humanitarian Response (SCHR). In accordance with this, we will request information from an applicant’s previous employers about 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 job applicant confirms his/her understanding of these recruitment procedures.