People in Need

Описание работы

Duty Station and condition: Yerevan based, with field trips, full time

Duration: 1 year (with possible extension)

Starting date: ASAP

Under the strategic guidance of the Head of Programmes, the Grants and Reporting Officer (GRO) will be responsible for the coordination of proposal development, and reporting across PIN’s Armenia programme.

The GRO will support programme teams in budget forecasting and management along with the Head of Systems and Operations, ensure timely delivery of high-quality reports in compliance with donor guidelines, and lead the development of quality proposals in line with PIN’s internal processes.

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Обязанности

Grants management

• Ensure coordination and facilitation of grant opening and closing, including action points and monthly monitoring of progress against timelines; to ensure accurate tracking of implementation, progress and timely alerts to potential challenges/obstacles.
• Maintain systems and tools (including donor trends analysis, funding trackers, grant trackers, reporting templates and calendars, etc.) and guide country programme (CP) on grant acquisition and management.
• Ensure that final grant documentation (including narrative, log frame, work plan, budget, etc.) are shared with programme and support teams, highlighting relevant donor compliance regulations.
• Maintain regularly updated reporting and compliance guidelines for key donors.
• Participate in semi-annual reviews of County Program Strategy (CPS).
• Develop standard operation procedures (SOPs) for PCM w/HoP.
• Ensure that all invitations for project meetings are sent out, follows up on participation, ensuring that relevant project staff shares and updates Project workplan, documents before each meeting.
• Ensure that the Country Program Feedback tracker is updated on a bi-annual basis by project staff.

Donor mapping and funding strategy

• Lead the fundraising strategy development process in coordination with the head of Programmes (HOP), Country Director (CD) and Regional and KLD Program Quality Advisor.
• Proactively supports in monitoring potential new funding opportunities for PIN in Armenia through relevant open sources (donor websites, humanitarian assistance portals), clusters, and bilateral consultation and scoping with existing and potential donors.
• Arrange project inception meetings, analyse donor/grant contracts, and communicate contractual obligations to CP management and project teams.
• Update the donor mapping and funding strategy, keeping abreast of funding trends and donors‘ strategies, paying special attention to diversifying the funding portfolio with new donors in development and human rights sectors (and others as relevant in view of PIN’s programme strategy); timely inform the management staff of opportunities or strategic trends.
• In close cooperation with the line manager, actively engage with programs in donors' visit to establish and nurture relationships and promote PIN’s work in its strategic domains; document such efforts and donor intelligence as required; − Liaise with HQ funding advisors to increase knowledge of donors and proactive fundraising in the country mission.
• Continuously seek and keep informed of new funding opportunities (both arising and anticipated), and lead funding opportunity review meetings to decide on Go/No-No on such opportunities. Programme Management Project Preparatory Phase.

Proposal development

• Prepare and lead Call for Proposal (CFP) meeting to be discussed with relevant CP and HQ colleagues.
• Lead and properly document go/no-go decisions.
• Lead, plan and coordinate the proposal development process with all relevant in-country, HQ and external stakeholders (programme teams, MEAL, finance, logistics, compliance, HR, partners).
• Ensure that proposals comply with donor guidelines and requirements, are written in reader-friendly and compelling language, meeting deadlines for internal reviews and final submission.
• Act as the lead writer or proposal lead for all concept notes and proposals, including designing logical frameworks, setting realistic and measurable targets, developing proposal narrative and budgets, with guidance from finance and MEAL staff.
• Provide trainings for programme staff on reporting, and compliance.
• Ensure comprehensive grant files and donor guidelines and resources are maintained up to date and are available for use, coordinate with assigned HQ desk colleagues on this and other agendas.

Reporting

• Coordinate with and build the capacity of Project Managers to deliver well-structured, high quality and timely reports that meet donor and PIN quality standards and requirements.
• Review and verify all annexes for submission to donors.
• Coordinate between donor representatives and staff to ensure all reports and tasks are communicated and completed.
• Coordinate and communicate regularly with donor representatives on proposal submission and reporting, and participate in donor meetings as needed.
• Keep an overview of budget forecasting and management in close coordination with Head of Operations and Systems.
• Coordinate with the MEAL and programme staff to ensure the accurate storage and reporting of data, in compliance with GDPR.
• Ensure proper archiving of all grant management data including proposals, donor and internal reports, and donor communications on PIN internal systems.
• Assist programme and communication teams to develop external communication tools as relevant for donor visits/meetings/reports.
• Administratively supports monitoring of the implementation and interim reporting Support administration of project documentations in ELO and Navision (IRPs)
• Help with proofreading and translations of project documents, report and budget and make sure they are properly approved by the RDD management and formally correct.

Partnership management

• Develop with the support of Head of Programs (HOP) the partnership strategy, including an action plan and review relevant documents
• Maintain a regular contact with organizations that can be considered for partnerships
• Work in partnership with the KLD Partnership advisor.

Other

• Support organisation of CP visits - meeting arrangements, exposure trips; advise visitors on free time options − support visits of Czech experts or study visits to the Czech Republic Post-Project Phase − when projects are funded from Czech sources (e.g. Czech Ministry of Foreign Affairs, public collections, etc.), help the GO or CP senior management to coordinate and finalize all documentation for Czech donors.
• Support with administrative tasks.
• Fulfil other tasks relevant to the position as required.

Требования

• University degree
• At least 3-years’ experience of working within a humanitarian and/or development organization
• Knowledge of MEAL and reporting mechanisms
• At least 2-years grants development work experience
• Demonstrated experience in leading the coordination of successful large-scale project proposals to key institutional donors, such as FCDO, ECHO, BHA, GAC, CZDA among others. Development donors experience is also relevant
• Demonstrated experience in leading interim and final reporting to the core donors outlined above
• Strong grasp of all stages of program cycle management and quality standards in humanitarian programming
• Familiarity with the humanitarian and development context in Armenia+
• Strong organizational, critical analysis, and problem-solving skills
• Excellent communication skills, including fluent spoken and written English, including exceptional report writing and editing skills.

Требуемый уровень кандидата: Не определено

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