Senior Grants & Reporting Coordinator (Applications will only be accepted if submitted through the URL link provided below)

About Mercy Corps

Mercy Corps exists to alleviate suffering, poverty, and oppression by helping people build secure, productive, and just communities. The agency pursues its mission through emergency relief services, sustainable community development, partnering closely with civil society, and facilitating economic development. Mercy Corps has been present in the Middle East since the 1980s and currently has offices in Yemen, Lebanon, Palestine, Jordan, Syria, and Iraq. Working in Lebanon since 1993, Mercy Corps has implemented community development programs focused on promoting economic development and increased opportunity for disadvantaged communities, while at the same time responding to emergencies as they occur in the country.  In 2012, the program portfolio shifted in response to the massive refugee influx from Syria. Since then, Mercy Corps Lebanon has solidified its portfolio, integrating emergency response programming with longer-term development programming by focusing on the following key sectors: Child and Youth Protection, Water Sanitation and Hygiene (WASH), Local Governance and Conflict Mitigation, Agriculture, Livelihoods and Economic Development, and Food Security.

Program / Department Summary

The Performance and Quality Unit (PaQ) collaborates with program teams, supporting departments and partners to use evidence to design and deliver relevant and impactful programs that improve the lives of program participants. The PaQ unit supports team development and assists teams to design and implement robust monitoring, evaluation, and accountability systems that prove impact, inform areas for improvement, and ensure accountability to the principles of good program management, as well as to our end participants and other stakeholders. The PaQ unit consists of the PaQ Manager, the MERL technical specialist, the Reporting & IM Specialist and the Senior Accountability and Reporting Officer.

General Position Summary

The Mercy Corps team in Lebanon is looking for support to the Program Performance and Quality team on a temporary basis (5 months temporary assignment). The primary function of this role is to support the development and maintenance of strong reporting, knowledge management and information management systems at Mercy Corps Lebanon.  They will be responsible for coordinating all report revisions, in order to ensure timely and quality report submissions. They will play a key role in ensuring that we capture lessons learned from all programs, and ensure dissemination of these to all relevant stakeholders.  They will be responsible for the maintenance of the program Google Drive documentation system and archiving of hard copy documents, and will orient team members on this.  They will maintain the funding, reporting and program management certification trackers and will assist in organising and documenting BvA check-in meetings between program teams and supporting departments.  As required, they will assist with proposal development coordination.

Essential Job Responsibilities

REPORTING

• Compile and maintain a database of the status of reporting for all active and recently closed grants (reporting tracker), and help produce statistics on report submission
• Communicate timelines for inputs into and review of reports, and help ensure adherence to key calendar deadlines through regular deadline reminders and escalating late reports as appropriate
• Carry out the initial review of all reports, and review all subsequent versions to ensure all comments have been addressed and revisions made as appropriate
• Liaise with Mercy Corps Headquarters to follow up on submission/review timelines
• Provide required donor formats and communicate other donor requirements to responsible staff
• Develop reporting templates when no donor format exists/ improve existing templates and add relevant instructions to help facilitate and simplify report writing
• Work with teams to provide additionally requested information in relation to reports from donors and/ or Headquarters promptly and accurately and make necessary revisions based on feedback
• Ensure finalized reports are available on G-Drive

DOCUMENTATION AND ARCHIVING

• Maintain the centralized program filing system for Mercy Corps Lebanon on Google Drive (Program G-Drive)
• Regularly update SOPs on maintenance of G-Drive to reflect changes in management of the system
• Manage access permissions for the G-Drive, in close coordination with the IT team
• Ensure all new programs adapt the suggested folder structure to respond to their needs, and designate who from their team is responsible for maintaining the different folders
• Complete the document retention tracker check on a quarterly basis and coordinate with the program teams, and manage the review process with supporting departments
• Support program teams during the close out phase to ensure all documentation (electronic and hardcopy) is in place and is filed appropriately
• Work with the operations team to ensure appropriate hard-copy filing for programmatic documents
• Maintain and regularly update the SOPs for maintenance of hard-copy filing to reflect any changes in management of archiving
• Provide training on Google suite tools to MC teams and partners as necessary

COORDINATION

• Lead on ensuring reporting for interagency coordination is completed in a timely and accurate manner (e.g., LCRP, UN, and LHIF reporting)
• Organize BvA meetings on a monthly or bi-monthly basis, program initiation meetings and program close out meetings
• Ensure BvA meetings, program initiation meetings and program close out meetings are documented and saved on the G-Drive in the appropriate folders
• Assign program management certification level for new joiners and keep the certification tracker up-to-date  for MC Lebanon
• Coordinate Project DPro, Program DPro, and FMD Pro certification training and tests, including invigilation of tests

PROPOSAL DEVELOPMENT

• When requested, assist with coordination of proposal development processes, ensuring that a workplan for proposal development is established and the proposal development team is on track
• Support with writing of proposals, including well-sourced context and background sections
• Ensure all new proposals under development have folders on the g-drive and ensure all submitted proposals are filed appropriately

INFORMATION MANAGEMENT

• Liaise with the Inter-Agency Coordination Unit, as well as the Lebanon Humanitarian INGO Forum (LHIF), and other working and coordination groups as a Focal Point on all reporting, including Financial, MEL, Programmatic updates, and others.
• Ensure all programs are reporting against ActivityInfo indicators: make sure each program has identified the ActivityInfo indicators they will report on during program initiation, send out reminder emails, and check whether we have uploaded for all relevant sectors on a monthly basis

OTHER

• Participate in and support internal office coordination and planning meetings and workshops;
• Ensure all activities are gender sensitive and follow Mercy Corps’ Gender Equity Policy;
• Apply Do No Harm standards to ensure activities do not have detrimental effects on vulnerable communities;
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission; and
• Support the Program Development and Quality Unit with other tasks as assigned;

ORGANIZATIONAL LEARNING:

As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve - we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

ACCOUNTABILITY TO BENEFICIARIES:

Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

SUPERVISORY RESPONSIBILITY:  None

ACCOUNTABILITY:  Reports directly to the PaQ Manager

WORKS DIRECTLY WITH:  Director of Programs, MERL Technical Specialist, Program Managers and program teams

KNOWLEDGE AND EXPERIENCE:

• Bachelor’s Degree in a related field required; Master’s Degree desirable 
• Minimum of two years’ experience from working in an INGO, preferably in both humanitarian and development programs
• Good understanding of the program design process, including capacity to prepare coherent and consistent documents (including log frames, workplans and budgets)
• Experience in reporting and information management
• Knowledge of key donors and their requirements, including the EC, ECHO, UN agencies, FCDO, and OFDA/USAID, is a great asset
• Ability to analyze and summarize information, evaluate options and to think and plan strategically
• Demonstrable competence in technical writing and experience in proposal development is a plus
• Excellent organizational skills, great coordination capacities and ability to work autonomously
• Ability to work calmly under pressure in a rapidly changing, multi-cultural context, whilst adhering to strict deadlines
• Good interpersonal, communication and presentation skills
• Fluency in written and spoken English and Arabic required

SUCCESS FACTORS: 

The successful Reporting & Information Management Specialist will be bright, energetic, hard-working and eager to learn.  They will take a deep personal interest in humanitarian and development assistance.  They will be attentive to detail and able to carry out assigned tasks in a timely manner and according to a very high standard of quality.  They will be creative and flexible, contributing to developing and encouraging new and innovative solutions, but at the same time will not have any difficulty in adhering to systems and procedures.  They will strictly follow all protocols related to safety and security, and holds self accountable for making decisions, managing resources efficiently, achieving and role modeling Mercy Corps’ values

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.