Consortium Manager

Première Urgence - Aide Médicale Internationale (PU-AMI) is a non-profit, non-political and non-religious humanitarian NGO. Its objective is to bring about a global response to the basic needs of populations suffering from acute humanitarian crisis and to allow them to recover their autonomy and dignity. In close respect to humanitarian principles, PU-AMI promotes humanitarian access and dialogue with all components of the civil society in Lebanon, and delivers assistance based on the needs, regardless of religion, politics, and ethnic matters. Today, PU-AMI is intervening in 21 countries in Africa, the Near East, Caucasus, Asia and the Caribbean to cover the needs of populations affected by conflict, natural disasters or economic crises. PU-AMI in Lebanon has been implementing emergency and recovery projects in Health, Water, Sanitation, Hygiene, Shelter Rehabilitation and in Livelihood Recovery sectors.

Job Description:

1. GENERAL OBJECTIVE

Under the direct management of the Grants and Partnerships Coordinator, the Consortium Manager key objective is to oversee PUI-led grants which include one or several implementing partners. For these grants, the Consortium Manager will ensure that project activities are implemented in a coordinated, efficient, effective, timely and qualitative manner. S/he is the guarantor of effective and qualitative internal and external information management according to internal consortium agreed guidelines and donor requirements.

The Consortium Manager will aim to maximize the sectoral and geographical scope of the integrated approach that partners implement separately, as well as to enhance the quality and impact of their humanitarian action by combining resources, complementary expertise and access. Consortium Manager will ensure the synergy among all partners. They will also be responsible for implementing and contributing to the PUI Lebanon partnership strategy in the country.

2. RESPONSABILITIES AND TASKS

1. MULTI-AGENCY TEAM COORDINATION AND EXTERNAL REPRESENTATION

• Support the organization of Consortium Steering Committees and Coordination Meetings and performs associated tasks, such as setting the agenda, taking the meeting notes, disseminating the decisions made to the relevant staff and external stakeholders;
• Support the management of the partnership between the different parties of the consortium to ensure smooth collaboration and ensure regular and open communication between consortium partners;
• Transmits the reports, contractual documents and other requested files to the concerned external partners and stakeholders;
• Facilitate communication between technical coordinators/advisors from the different project teams and report any issues to the to the Grants and Partnerships Coordinator and Deputy Head of Mission for Programs;
• Support the definition of the consortium internal (including emails, internal meetings, reports, etc.) and external communication schemes (including emails, external meetings, reports, etc.)
• Organize project kick-off and close-out meetings;
• Make sure that different levels of coordination mechanisms in place (finance coordination meeting and MEAL/Sector Working Groups as well as ad hoc thematic groups) are scheduled regularly, information shared and follow up on action points;
• Facilitate internal/external visit to monitor the proper implementation of the activities;
• Support the definition and lead on the implementation of consortium communication plan (specific logo, events, web, etc.);
• Contribute to the collect of context evolution information related to the area of implementation of the project and eventual security related risk;
• In coordination with the Grants and Partnerships Coordinator and Deputy Head of Mission for Programs, collect and disseminate information and inputs related to contractual changes, including leading on project revisions as needed.

2. PROGRAM COORDINATION: ENSURE THAT THE ACTIVITIES ARE IMPLEMENTED IN A TIMELY AND QUALITATIVE MANNER BY ALL PARTNERS

• Support the harmonization of approaches and methodologies across all consortium partners by developing and monitoring use of common tools, as well as creating opportunities for experience sharing and learning;
• Together with the consortium project teams, facilitate planning of the various stages of project implementation by prioritizing and organizing activities and resources to achieve project objectives.
• Support the oversight of the work of the consortium, liaising with the Technical Coordinators to ensure that technical quality and standards are considered and respected during project implementation;
• Conduct regular follow-up of work plans, identify and address any delays in a timely and effective manner;
• Monitor achievements, specifically with MEAL and Finance teams, and ensure a timely completion of the project.
• Consolidate monthly activity / indicator follow up
• Ensure, with support from MEAL teams, that all MEAL activities are properly designed and effectively implemented and report any issue to Grants and Partnerships Coordinator and Deputy Head of Mission for Programs
• Ensure the project progress is effectively monitored through regular data collection, analysis of indicators and activities and documented with proper sources of verification

3. FUNDRAISING & PARTNERSHIP STRATEGY DEFINITION

• Support the development and implementation of the Lebanon mission partnership operational manual and partnership strategy across consortia;
• Define with consortium project teams key messages and advocacy messages;
• Advocate towards various stakeholders: donors, cluster, authorities the defined messages;
• Support the development of concept notes and proposal involving partners, including by leading proposal writing process in line with SOPs (design meeting, negotiation with partners, drafting narrative, etc.).

4. SUPPORT COORDINATION

• Ensure, with consortium finance teams, that all consortium partners finance departments are following consortium agreed procedures and guidelines and that financial information is effectively and timely shared;
• Follow up on cash burn rates, partners reimbursement, planning is done accordingly to budget;
• Ensure, with logistics teams, that all consortium partners logistics departments are following consortium agreed procedures and guidelines and that logistics information is effectively and timely shared;
• Define, follow up on procurement plan, technical tender analysis and selection of suppliers, stock & equipment management plan;
• Ensure, with consortium HR teams, that all consortium partners HR departments ensure sufficient and competent staff dedicated to the project;

5. GRANTS, COMPLIANCE & AUDIT MANAGEMENT

Grants

• Ensure that donor rules and procedures are understood and respected by all parties, sharing information and conducting training if required on proposed systems and processes for consortium management;
• Make sure that an internal and external reporting schedule is designed and that it is agreed and respected by all consortium members;
• Supervise the collection and consolidation of narrative, financial, logistic, technical, etc. reports from consortium members for donor reporting;
• Supervise the preparation of documentation for any project modifications, including budget revisions, amendments or extensions. Ensure such changes are made in close consultation with the consortium partners and HQ;
• During proposal development, liaise with HQ to ensure the validation of partnerships, including screening and partner engagement requests;
• Facilitate the due diligence process of partners with support from the Grants Officers;
• In coordination with PUI HQ and the Grants and Partnerships Coordinator, oversee the contractualization of partners.

Compliance & Audit

• Ensure that contractual obligations are met in terms of project deliverables;
• Ensure a proper information and archiving system across all consortium partners;
• Ensure the agreed controls, spot check, and internal consortium audit as agreed in the consortium partnership agreement, based on the due diligence/partner capacity assessment;
• Coordinate and lead at field level the answer to external audit request;

3. PRIORITIES OF THE DEPARTMENT

1. Ensure the timely and quality submission of reports and other consortium grants deliverables
2. Develop communication and visibility products related to consortium projects
3. Support the development and implementation of the Lebanon mission partnership operational manual and partnership strategy
4. Support the technical and operational capacity building of local partners where relevant to support the localization agenda

Job Requirements:

1. Language skills:

• Excellent writing and editing skills in English.
• Excellent interpersonal communications skills in English.
• Working knowledge in French and/or Arabic is a plus.

2. Education degree:

• Master´s degree in project management, political sciences, international development, public administration, business, social science or other relevant areas; or equivalent professional experience.

3. Work experience:

• At least three years of experience in a similar role and/or areas of program development, project management, donor reporting and grant compliance for an international NGO.
• Experience in proposal and report development.
• Experience in creating communication products (i.e. articles, success stories, etc.)

4. Knowledge and skills:

• Strong experience writing high quality proposals and reports for major donors.
• Strong knowledge of major main institutional donors’ rules and regulations (e.g., AFD, ECHO, EU, BPRM, CDC, and UN-agencies)

5. Computer skills:

• Excellent computer skills, including ability to operate Microsoft Word, Excel, PowerPoint, Project and database Management software.
• Skills in GIS and graphic design/edition software is a plus

Requirements of Behavioral Competencies:

• Excellent command in writing and editing documents in English (with French and/or Arabic a plus);
• Proven capacity for analyzing and synthetizing comprehensive information and technical data;
• Ability to write and edit reports under deadline pressure;
• Ability to guarantee effective and timely outputs;
• Strong presentation and communications skills for public presentations and communication materials;
• Ability to work on own initiative and collaboratively as part of a diverse team and manage a varied workload. Self-motivated, flexible and adaptable to the needs of the team and organization
• Strong commitment to support/develop capacity of the staff and in developing a second layer of leadership
• Proven management ability and inter-personal skills – team player;
• Problem solving and leadership skills;
• Ability to manage conflicting priorities in personal workload.

PUI-AMI Employment Conditions and Benefits:

• Status: A Fixed-Term Contract 
• 40-hour work week from Monday to Friday.
• Monthly Gross Income:  2685 USD - 2819 USD based on PU-AMIs internal salary scale. PU-AMI deducts income tax and automatically registers employees to NSSF.
• Seniority Allowance of +2% monthly increase of your basic salary after 1st year of employment. Seniority allowance is gradual and grows of +2% every year.  
• Insurance Medical Insurance class B for employee and spouse with a possibility to upgrade to class A based on employee’s contributions.
• Life Insurance
• Workmen Accident Compensation Insurance
• Maternity leave of 100 days
• Paternity leave of 5 days
• Paid Leaves Policy: 24 days of paid leaves per year
• 3 paid Sick Child Leaves per year for employees with children
• 1 day of remote work per week after agreement with the line manager
• Opportunities for career progression and transparent internal recruitment system
• Internal trainings and capacity development opportunities
• Staff wellbeing and inclusion activities

Our Commitments

PU-AMI sees diversity of nationalities, genders, beliefs, profiles and statuses among its employees as a major asset for its humanitarian action and therefore compels itself to the strict observance of the principle of non-discrimination throughout its recruitment process.  

PU-AMI applies a policy of zero tolerance towards exploitation, sexual abuse and mistreatment, in all its forms, of men, women, children and all vulnerable persons. It engages all its staff to promote, disseminate and respect the principles set out in its ethical framework