Grants and Compliance Manager

ESSENTIAL DUTIES

Country strategy

Contributes to developing the Country Programme Strategy, in line with MdM’s global strategy and technical guidelines. 

Supports the General Coordinator and relevant Coordinators/Managers to identify strategic opportunities, including leading on the donors’ mapping development. 

Supports the General Coordinator in external relations representation, including preparing donor meetings and representation if relevant. 

Fundraising 

Provides technical support in fundraising, in collaboration with the Medical and MHPSS Coordinators and Field Coordinator. 

Contributes to the fundraising strategy through research and identification of potential grant opportunities from various sources, including UN agencies and foreign missions (embassies), and maintains close coordination with MDM HQ. 

Organises the development of fundraising materials, presentations, infographics and other communication materials as needed, to support in approaching key stakeholders.

Contributes to the identification of potential relevant international and/or local partners (private sector partners, NGOs, academia, etc.) to be included in proposals.

Keeps donor mapping updated and ensures compliance reflecting key details such as grant guidelines, opportunities, deadlines, application requirements, etc. 

In collaboration with the General Coordinator, develops and maintains relationships with potential donors and organises meetings and follow-up. 

Represent MdM in different forums and meetings related to grants and fundraising, as requested or approved by the General Coordinator.  

Project development 

Leads on Go/No Go meetings, brainstorming with all heads of departments and assigned focal points for project development, and contributes to insights in line with the country strategy and donors' requirements and strategies. 

Oversees the project development cycle, including preparing grant proposals, budgets, and supporting documentation, in collaboration with all departments, and in coordination with HQ Programme Officer. 

Manages the overall development and timing of grant proposals through clear planning, assigning responsibilities, and ensuring meeting deadlines. 

Participates in proposal writing, budget development, and gathering of the necessary supporting documents/annexes. 

Works in close collaboration with the programme, Medical, MHPSS, MEAL, finance, logistics, HR, and security departments, to ensure consistency among the different components of proposals – i.e. logframe, budget, needs assessments, procurement needs, narrative, etc. 

Grants management & contracts follow-up

Contributes, in close collaboration with the General Coordinator, to timely communication with and accountability towards the donors for any grant-related topic.

Ensures that contractual obligations (including visibility requirements) and reporting deadlines are known and met by Programme, Medical, MHPSS, MEAL and Support teams. 

Ensures that reporting and all external communications (including visibility) are meeting the highest standards and preserve MdM’s reputation. 

Is responsible for ensuring adequate plans and follow-up tools are in place to track contractual compliance (communication/visibility plan, grants tracker and retroplanning, etc.)

When any issue is identified in meeting deliverables/contractual obligations in the given timeframe and budget flexibility, it informs relevant staff in the country and seeks HQ advice on potential solutions that would meet donor rules. 

Reporting

Ensures that all projects' Kick Off and Close Out meetings are conducted, and that all donors’ requirements are understood, lessons learned are compiled and integrated within the Project Cycle Management. 

Oversees the development of quality and harmonised narrative reports in collaboration with all departments, reflecting the progress and status of projects in a transparent, timely and professional manner, in liaison with the MDM HQ Programme Officer. 

Liaises with the Support departments in the preparation of the reports (including annexes), and ensures they reflect consistency and timely progress amongst documents.

Coordinates with the MEAL department to ensure that needs assessments, indicators, lessons learned and best practices are consistent with the narrative and reflect the actual project progress. 

Ensures the timely submission of reports to HQ and respects the donors' deadlines, and addresses comments from HQ and donors in a timely manner, in collaboration with the relevant departments. 

Leads on the coordination of regular reviews and evaluations of grant-funded programmes with all departments, including the Programme team, to assess effectiveness and impact, in collaboration with all the relevant departments. 

Acts as a focal point for report-related queries, e.g. deadlines, templates, compliance, in collaboration with the Programme Officer in HQ. 

Partnership management

Supports the identification of new partners through the development of a partners mapping and ensures that the partners mapping is regularly updated, in close collaboration with the Field Co / Program Manager.

Is responsible for ensuring partners are timely involved and informed throughout all the necessary steps and receive all the necessary documentation in a timely manner.

Oversees the contractual obligations of partnerships, including due diligence/screening, development of Pre-Partnership Agreements, MoUs, Partnership Agreements (PA) and their amendments, and the timely signature of the agreements. 

Develops and oversees a Partnership Agreements tracker and ensures it is kept up to date. 

Ensures that Partners coordinate and report timely to MdM, in accordance with the PA requirements; and vice versa when MdM is the partner of a lead NGO. 

Ensures that MdM provides adequate support and fulfils its obligations to the Partners as per the PA. 

Compliance and audit (internal and external)

Ensures all staff understand their responsibilities in respecting compliance with MdM’s internal procedures and donors’ requirements. 

Is responsible for ensuring close collaboration with all departments related to compliance and audit aspects, in close collaboration with the Deputy GenCo for Support.

Raise alerts by informing the hierarchy of any suspicions of fraud, corruption or major breach of compliance rules.

Liaise with partners to ensure a timely organisation of audits, in respect of donor requirements (each partner being responsible for its audits, the compliance department here supports the overall process).

Is responsible for ensuring regular internal controls are taking place, along with following up on recommendations, dissemination of good practices and risk management with the relevant departments, and tracking through appropriate documentation.

Ensures all project documentation is properly archived in a consistent and organised manner on the SharePoint, including project documentation, reports (including Partners’), evaluations, finance documentation, and any other relevant grant-related information.

Ensures that the SharePoint is accessible to the HQ External Audit department upon audit triggers and that all required documentation is uploaded. 

Capacity building

Identify overall capacity building needs amongst the departments and directly conduct trainings/refreshers/coaching where necessary.

Refer departments to the available technical resources (human and methodological) available online or at the HQ level.

Coordination and representation

Actively participate in MdM coordination meetings and other ad hoc meetings decided by the General Coordinator.

Set up collaborative spaces for inter-team coordination, such as meeting schedules, exchange capitalisation processes, etc.

Ensure effective and timely dissemination of information across bases, coordination and HQ, including contribution to the monthly SITREP.

Ensure regular communications are maintained between all departments regarding grants and compliance.

In close collaboration with the General Coordinator, continuously reinforce networking and actively participate in the relevant meetings/fora/platforms with authorities, partners, etc.

Support the General Coordinator where necessary in case of donor field visits or meetings.

This list of activities is not exhaustive and may change depending on the situation.

Context

Médecins du Monde-France (MdM-F) is an international humanitarian organisation whose mission is to provide medical care for the most vulnerable populations, the world over, including France. It seeks to stimulate voluntary commitment from doctors, other health care providers, and those whose expertise in other fields is needed for its activities, to enlist all competent support required for the achievement of its projects, and to seek, at all times, to encourage close working relationships with populations in its care.

Lebanon Context

Skills required:

Education & Experience:

Master's degree in one of the related fields or project management

At least 3 years’ experience in the related field.

At least 2 years of experience in a similar position with an international NGO

Experience with partnership (experience with a consortium is particularly appreciated) is a plus

Experience in multi-sectoral, regional and/or cofunded programming management is a plus

Experience/knowledge of the region is an asset

Experience in health projects is an asset.

Skills:

Technical/Managerial:

Strong coordination skills and a supportive management style

Analytical and strategic thinking

Solid theoretical and practical knowledge of project cycle management

Strong knowledge of the main institutional donors, their requirements and platforms

Knowledge of the humanitarian architecture and other humanitarian actors

Excellent managerial and training skills

Ability to give a frame and guidance to other departments’ teams

Excellent organisational, communication and interpersonal skills, with the ability to work effectively with a diverse range of stakeholders.

Solid skills in coordinating and ensuring effective participation

Strong understanding of roles and responsibilities

Solid remote management skills

Soft:

Excellent proactiveness, reactivity, anticipation, planning and adaptability

Excellent writing skills and detail-oriented

Capacity to summarise and popularise complex topics

Capacity to delegate and take over tasks

Ability to manage priorities effectively

Excellent stress-management capacity

Networking / Ability to proactively build relations with other stakeholders

Strong commitment to Gender Equality in health service delivery

Interest in Human Rights and International Humanitarian Law

Team spirit

Exemplary behaviour and conduct

IT

Solid Microsoft Office skills

Additional knowledge in IT solutions as part of coordination/remote work is an asset

Languages:

Fluency in English is mandatory (oral and written)

Fluency in Arabic and/or in French is an asset