Reporting Coordinator

PROGRAM/DEPARTMENT SUMMARY: Mercy Corps exists to alleviate suffering, poverty, and oppression by helping people build secure, productive, and just communities. Mercy Corps has been present in the Middle East since the 1980s and currently has offices in Yemen, Lebanon, Palestine, Jordan, Syria, Iraq, Egypt and Libya. Working in Lebanon since 1993, Mercy Corps has been running community development programs focused on promoting economic development and increased opportunity for disadvantaged communities, while responding to emergencies as they have emerged. Recently, the program portfolio has expanded in response to the massive refugee influx from Syria, including grants from UNICEF, the European Commission, Canadian and American governments, and private foundations.    The conflict that began more than four years ago in Syria has resulted in a steady increase of Syrian refugees to Lebanon, Jordan, Iraq and Turkey.  To date, more than one million refugees have fled to Lebanon. As numbers have continued to increase, humanitarian conditions are deteriorating.  The burden on host communities and the financial and emotional stress on refugees and their hosts is tremendous. Mercy Corps is responding to these needs by addressing urgent basic needs, child protection as well as the psychosocial impact of the conflict and displacement.  At the same time, Mercy Corps’ programmatic focus is on mitigating social tensions between hosts and refugees, particularly over economic resources, by addressing both livelihood opportunities, conflict mitigation capacity and local government capacity.  GENERAL POSITION SUMMARY: The primary function of this role is to facilitate the donor reporting and program development processes, as well as to support the creation of compelling stories showcasing Mercy Corps’ work. Firstly, the post holder maintains systems to ensure the production of compliant and high quality reports and other written contents to showcase Mercy Corp’s work. Secondly, the post holder supports the Program Performance Manager to facilitate and manage the overall proposal development process. This role reports to the Program Performance Manager, and works in close collaboration with Program Managers, M&E staff, and the Finance department.   ESSENTIAL JOB FUNCTIONS: REPORTING AND STORY WRITING: 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 Liaise with Mercy Corps Head Quarters (Portland and Scotland) 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 Gather inputs from Sector Leads, Program Managers, M&E, communications, operations, and finance teams as necessary as basis for drafting and editing reports Provide additionally requested information in relation to reports from donors and/ or Head Quarters promptly and accurately and make necessary revisions based on feedback Ensure finalized reports are available on the shared server Work closely with Media and Communications Coordinator and program staff to identify and produce compelling success stories and case studies Support the identification, capturing and dissemination of Lessons Learned and research opportunities, in close cooperation with M&E colleagues   PROPOSAL DEVELOPMENT: Gather information from sector leads, other relevant team members and other relevant sources necessary for drafting proposals and budgets Share proposal writing templates and checklists; develop proposal calendars/ timelines and share with relevant colleagues Help ensure adherence to key calendar deadlines Help facilitate technical and cost reviews and approvals, both internal and by Head Quarters Coordinate additionally requested information in relation to proposals from donor or Head Quarters promptly and accurately and make necessary revisions based on feedback Support coordination of  proposal amendments as necessary Help ensure complete and donor format compliant proposal/ concept note submissions, including adherence to Mercy Corps’ Minimum Standards for proposal development Ensure newly approved proposal documents are shared with relevant staff and made available on shared drive   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 toMercy Corpsand to not jeopardize its humanitarian mission; and Support the Program Development and Quality Unit with other tasks as assigned; SUPERVISORY RESPONSIBILITY: None REPORTS DIRECTLY TO: Program Performance Manager WORKS DIRECTLY WITH: Media and Communications Coordinator, Information Manager, Sector Leads, Program Managers, M&E, and Finance     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/local NGO, preferably in both humanitarian and development programs Knowledge of key donors and their requirements, including the EC, ECHO, UN agencies, DFID and OFDA/USAID Ability to analyse and summarize information, evaluate options and to think and plan strategically Demonstrable competence in technical writing and experience in proposal development for several technical sectors and key donors Good understanding of program design process, including capacity to prepare coherent and consistent documents. including log frames, workplans and budgets Excellent organizational skills Ability to work calmly under pressure in a rapidly changing, multi-cultural context, whilst adhering to strict deadlines Excellent interpersonal, communication and presentation skills Ability and willingness to travel regularly to the field Fluency in written and spoken English; Arabic highly desirable  Commitment  to  and  understanding  of  Mercy Corps’  aims,  values  and principles  including rights-based approaches   SUCCESS FACTORS: The successful Reporting Coordinator will be bright, energetic, hard-working and eager to learn.  S/he will take a deep personal interest in humanitarian and development assistance.  S/he 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.  S/he 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.  S/he will strictly follow all protocols related to safety and security, and holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Mercy Corps’ values