Regional Grants and Reporting Officer

Purpose

The Regional Grants and Reporting Officer will provide grants management support for the regional office portfolio with adherence to internal and external standards and regulations. He/she will execute multiple grants transactions and ensure process integrity in all areas including proposal development, reporting and documentation.

Objective 1: Proposal Development

• In close collaboration with stakeholders at country and regional level, formulate concept note(s) as first stage of proposal submission to international and local donors.
• Coordinate, monitor and/or support in the completion of all sub-components of technical proposals as per the agreed timeframe.
• Ensure the coherence and technical quality of the overall proposal package prior to submission.
• Ensure that Key staff (including partners’) have a clear understanding of donor compliance requirements during proposal development.

Objective 2: Overall Grants Management

• Support the Grants management team in organizing project cycle management meetings i.e. kick-off, review, closure and meetings.
• Take the minutes of all grants related meetings, share and follow-up action points with all the relevant teams at different levels.
• Support the Grants management team in ensuring that final agreement packages (Narrative, Budgets, Work plans etc.) are shared with program/technical and support teams on time and highlight relevant donor compliance regulations.
• Support the Grant management team in facilitating donor modifications (both programmatic and financial changes).
• Support and participate in field level program monitoring visits in collaboration with other technical, operational and MEAL teams.
• Support the grants management team and facilitate the monthly grants review meetings at regional level. Participate in country level program review meetings.
• Share visibility donor guidelines and requirements to field teams. Assist field team in the implementation of visibility requirements, monitor visibility activities at field level.
• Support the Grants management team to prepare, update, and share regularly donor and internal reporting schedules.
• Support the country office teams to produce high quality program reports as per donor and AAH requirements by providing high quality editing and formatting skills.
• Disseminate and track reports for review by regional office teams.
• Support regional office grants management team in the overall reporting procedures with a good deal of attention to detail like proof reading, copy editing, reports compilations, update preparations, and presentations.
• Support the development and maintenance of a comprehensive information management and filing system that ensures all grants documents (contractual documents, reports, key correspondences, modifications, etc.) are appropriately filed in up-to-date and consistent soft and hard libraries available as needed
• Uploading proposals and reports on different donors portal depending on the donor and make sure these portals are updated with latest information.
• Sensitize grants management and technical teams on archiving system in use and supporting in the retrieval of essential documents.
• Other tasks that may be assigned by the line manager.

Objective 3: Reporting

• Support the Grants management team to prepare, update, and share regularly donor and internal reporting schedules.
• Support the country office teams to produce high quality program reports as per donor and AAH requirements by providing high quality editing and formatting skills.
• Disseminate and track reports for review by regional office teams.
• Support regional office grants management team in the overall reporting procedures with a good deal of attention to detail like proof reading, copy editing, reports compilations, update preparations, and presentations.

Objective 4: Donor Compliance

• With the support of Grants Manager, review Partnership and teaming agreements and support in coordinating their reviews with relevant focal persons.
• Support that grants are implemented in compliance with AAH and relevant donors regulations.
• Support in maintaining and updating accurate grant and contract files.

Objective 5: Documentation, Archiving and Other tasks as assigned

• Support the development and maintenance of a comprehensive information management and filing system that ensures all grants documents (contractual documents, reports, key correspondences, modifications, etc.) are appropriately filed in up-to-date and consistent soft and hard libraries available as needed
• Uploading proposals and reports on different donors portal depending on the donor and make sure these portals are updated with latest information.
• Sensitize grants management and technical teams on archiving system in use and supporting in the retrieval of essential documents.

Requirements

• Degree in International Relations, International Development, Development Studies, Project management, Humanitarian Action, or other related social sciences.
• 3-5 years previous work experience in grants management, partnership, report writing and/or working in the field of Development and Humanitarian contexts is strongly desired.
• Strong experience in report writing with good command of English language (both written and spoken).
• Prior work experience in both Humanitarian and Development contexts is strongly desired.
• Strong track record of budget and financial analysis in project cycle management is desired.

Required Skills & Competencies

• Strong organization skills, rigorous, analytic and details oriented.
• Prior knowledge of donors guidelines : ECHO, EU, BHA, UN Agencies (OCHA, WFP, UNHCR, UNICEF, IOM), SIDA, GAC is added advantage
• Excellent writing skills and Proficiency in written and spoken English;
• Demonstrated experience in donor reporting.
• Flexible, self-starter, quick learner and adaptable.
• Computer literate: good command in Microsoft office (MS. Word, MS. Excel and MS Power point).
• Strong understanding of project cycle management, monitoring, and evaluation.
• Interpersonal skills: communication, autonomy, organizational skill, creative and innovative thinking, planning.