Reporting and Communication Intern

Reporting & Communication
1.1 Contract follow-up

• Communicate contractual obligations in particular with regards to reporting deadlines to Programme, AMEU and FLATS team;
• When any issue is identified in meeting deliverables in the given timeframe and budget, inform relevant staff in country and seek ACTED HQ Program Department advice on potential solutions that would meet donor rules.

1.2. Reporting

• Participate in and take minutes of kick-off and close out meetings for each project
• Write quality narrative reports, reflecting the progress and status of projects in a transparent, timely and professional manner, in liaison with ACTED HQ GMU and finance, which will contribute ultimately to steady cash inflow;
• Work in close relation with AMEU to incorporate AME data (incl. data on input, process, output, outcome and impact indicators, lessons learnt and best practices) in reports and review M&E reports from AMEU;
• Liaise with FLATS teams when preparing reports, especially with finance to ensure greater coherence between financial and narrative reports by crosschecking the matching of data in the narrative and financial reports;
• Contribute to the monthly update of the Reporting Follow Up (RFU) and ensure smooth and regular communication with ACTED HQ GMU.

• Address ad hoc requests from donors in liaison with the CD, Programme and support teams

1.3 Partner Follow-up

Ensure partners report to ACTED in a timely and qualitative manner as per the requirements of the grant agreement

Internal Coordination
2.1. Internal Coordination and Communication

• Facilitate interdepartmental communication and information sharing from the Base, to the Area, Capital, and even up to the regional and HQ offices by taking minutes of the various ACTED coordination meetings;
• Send meeting minutes in a timely manner to HQ;
• Inform ACTED HQ GMU and finance of latest developments, opportunities and challenges so that GMU can best advice on the way forward.

2.2. Filing

• File properly contractual project documents both in hard and soft copies;
• Update regularly the Resource Centre at the office with appropriate and relevant external and internal resources.

External Communication

3.1 Communication products

• Contribute to ACTED external communication strategy by feeding regularly ACTED HQ Communication Department with informal updates on projects, a flash news, pictures, articles on projects progress and/or specific events for ACTED communication tools, including, but not limited to, ACTED Newsletter, websites and ACTED Annual Report.

Fundraising

4.1 External relations

• Update regularly a directory of donors, international and local NGOs, other partners and stakeholders;
• Contribute when required to the reporting to national and local authorities as required by ACTED registration/legal status in country;
• In the absence of Technical Coordinators, participate in key clusters and/or working group meetings and report on them back to ACTED Coordination;

4.2 Contribution to proposal development

• Contribute when required to the development of fundraising documents (Expression of Interests/concept notes/proposals) in line with ACTED country strategy and donor requirements and in close collaboration with ACTED HQ GMU (Grant Management Unit) and finance;
• Liaise with Area Coordinators, Project Managers and Technical Coordinators to ensure that proposals are relevant and technically sound;
• Incorporate learning from previous interventions (e.g. lessons learnt and best practices) into new proposals;

4.3 Contracting

• Contribute to addressing in a timely manner all comments by donors on proposals in liaison with relevant staff in country and ACTED HQ GMU and finance;

Required personal qualities

The Grant Management Intern will be appraised on his/her demonstration of the qualities and competencies listed below as well as from carrying out of the duties in the previous section.

• Diplomacy is required for all interactions with both project beneficiaries, ACTED staff and other project stakeholders;
• Impartiality, objectivity and confidentiality are imperative; without prior authorization of Project Development Officer, reports and project development documents should not be shared within or outside ACTED without the authorization of the Project Development Officer and kept within the Project Development Unit.
• Strong writing skills and the ability to present information clearly and concisely.
• Flexibility and adaptability are essential, as well as the ability to plan, take initiative and organize work independently
• Understanding the nature of work carried out by programmes is necessary for ensuring the relevance and usability of the reports produced. Therefore a proactive and self motivated attitude towards gaining a good understanding of ACTED programs is essential. In addition some prior knowledge of project specifics practices is desirable.
• Willingness to learn and capacity to innovate; the Grant Management Intern must be inventive and eager to improve his/her own skills, and be capable to adapt, shape and develop tools best suited for ACTED’s activities;
• Competency in all computer related tasks including Word, Excel, and PowerPoint is strongly desirable. An ability to learn new computer related skills rapidly is essential.
• Strong managerial skills including strong staff training abilities (pedagogical skills).
• Ability to travel to the field, which may include overnight stays, in order to collect information for reports and project proposals
• Fluency in Arabic and English is required
• Good organizational and communication skills with international and national staff and rural communities are essential.