Senior Assistant, Grants Administration and Reporting, Lebanon - Emergency Response

JOB SUMMARY:  The Senior Assistant Grants Administration and Reporting 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, are of high quality and are submitted on time. This position will work closely with the Grants and Reporting team, in donor reporting, sit-reps, and other ad-hoc reports and communication tools used for both internal and external dissemination of information. The Senior Assistant Grants Administration and Reporting will support the team in the development of new funding requests (concept notes, proposals etc.).

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
•    Work with Grants and Reporting team to support drafting letters of interest, concept notes, and full proposals in coordination with the MEAL Team, under leadership of Technical Coordinators and Managers, and Deputy Country Director (DCD).

Grants and Contracts Administrative Support 
•    Provide administrative support with organizing awards kickoff meetings. 
•    Participate in and support grant review meetings (monthly, mid-term, final evaluations etc.).
•    Tracks program progress on a monthly/quarterly basis against approved project work plans 
•    Assist in maintaining grants filing system for all country grants, including agreements, proposals, revisions, reports, etc.
•    Assist contracts team with reviewing some of the new backup documentation, including but not limited to BI reports.
•    Assist with monitoring the validity of some backup documentation for programs, including but not limited to BI reports’ validity.
•    Assist contracts team in tracking, recording, and alerting relevant teams for documentation expiration, including but not limited to BIs.
•    Assist with the drafting of contracts and amendments for IMC contracts, including but not limited to Primary Health Care Centers, Community Centers, and Suppliers.

Reporting
•    Assist in managing information for regular situation analysis (security, political, media, from other agencies/actors), regarding humanitarian needs and data collection from program activities.
•    Be the focal point of all Activity Info Related reporting.
•    Maintain a donor reporting schedule and share with relevant staff on a timely basis in collaboration with the rest of the Grants team.
•    Assist in the coordination the preparation and submission of all donor reports and situation reports by compiling field level information, writing and editing, ensuring technical input from relevant departments.
•    Assist in producing high quality monthly, quarterly, and final internal and external reports after collecting and analyzing relevant information from MEAL Officers, program teams and supported facilities (as needed).Work with Grants team to ensure that donor reports are in compliance with any relevant external donor requirements.
•    Contribute to documentation of lessons learnt and best practices for the country program;
•    Periodically monitor the donor reporting processes internally and document challenges encountered and recommendations for improvement.
•    Support other teams such as 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
•    Support information flow from the field, regionally and with headquarters by supporting the Grants Coordinator and DCD.            

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.

Job Requirements

MINIMUM QUALIFICATIONS

•    Typically, a Bachelor's degree in social sciences, or any relevant field. Equivalent combination of relevant education and experience may be substituted as appropriate.
•    Typically, 2+ years of relevant experience working in a similar role in an INGO.
•    Experience in project management is a plus
•    Experience of working with NGOs on humanitarian or development programming.
•    Strong research and report/drafting skills;
•    Good understanding of donor compliance and reporting mechanisms and requirements.
•    Good understanding of monitoring and evaluation mechanisms.
•    Ability to operate in a challenging and dynamic environment; good grasp of local cultural norms, issues and concepts;
•    Understanding of political, social and economic issues in the region;
•    Ability to 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;
•    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

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.

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.