Grants and Reporting Officer – Emergency Response

Background:

When catastrophe hits, International Medical Corps is often one of the first humanitarian aid organizations on the scene providing rapid and effective aid that saves lives, reduces suffering, and promotes self-reliance.

International Medical Corps: provides safe, timely, effective, efficient, equitable and patient centered care; offers needs-based response according to the context and type of Sudden Onset Disaster and/or outbreak in the affected nation: adopts a human rights-based approach to their response; ensures they are accessible to all sections of the population affected by the SOD and/or outbreak particularly the vulnerable; and treats patients in a medically ethical manner consistent with the World Medical Association Medical Ethics Manual.International Medical Corps is accountable to: patients and communities; host government, Ministry of Health; our organization and donors. International Medical Corps commits to a coordinated response under the national health emergency management authorities. International Medical Corps collaborates with the national health system, the cluster and the humanitarian community.

Job Purpose:

This position will support International Medical Corps' emergency response delivering outpatient clinical care to disaster effected populations by Beirut Blast.

The primary responsibility of the Finance Manager is to support the implementation of services in an emergency setting. S/he directly oversees all financial, accounting and administrative activities and all finance administrative activities and reporting in the mission.

The Grants and Reporting Officer works closely with the Deputy Country Director is 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 grants and reporting officer will support training and development of IMC staff and partners to improve and standardize reporting and proposal development across IMC’s Lebanon portfolio. The grants and reporting officer stays abreast of situational developments and programme development opportunities, obtaining information from both internal and external sources to contextualize the work of IMC’s response programming in country of operation.

The grants and reporting officer reports directly to the Deputy Country Director. S/he works in close coordination with the Program and MEAL teams, and liaises with the HQ Departments.

Main Responsibilities:

The grants and reporting officer will 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.

In addition, the Reporting Officer will support with the production of regular information and communications material including sitreps and other internal and external communications updates and materials as required.

Essential Job Duties:

Program Development

•           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.

Grants Management

•           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 collating information for proposal development, donor information requests, coordinating inputs from relevant staff

•           Maintain grants filing system for all IMC Iraq 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 relevent 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 analyse 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 practises 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

•           Other duties as assigned. The duties and responsibilities listed are representative of the nature and level of work assigned and are not necessarily all inclusive.

Essential Experience: 

Experience working in a similar role in an INGO

•             Significant experience of working internationally in humanitarian programmes

•             Experience of project management and project cycle management, including project design, implementation and evaluation

Essential Competency: 

•             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

General specifications for all positions:

• Experience in working closely with community members throughout a program cycle

• Experience in or understanding of program accountability principles
• Knowledge of, respect and empathy for the communities we are working with
• Commitment to championing community and partner points of view
• Strong understanding of the project cycle and of M&E systems
• Good interpersonal and influencing skills
• Non-discriminatory and readiness to involve men, women, girls and boys from diverse backgrounds, particularly the most marginalized segments of the community
• Very good listening and facilitation skills – capable of managing and facilitating group discussions with program participants, local officials, partners and all levels of staff
• Ability to mobilize people – to develop and maintain relationships with staff and communities to ensure their participation in International Medical Corps ways of working