Regional Grants and Reporting Officer

Summary of position

As part of Action Against Hunger Regional office, the  Regional Grants and Reporting Officer, will support in the management of the Regional Grants and Contracts Unit’s Portfolio and in their ambitious effort to advance the organization’s agenda through resource mobilization, programmes execution, compliance and quality reporting.

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.

Engagement

He/she will closely collaborate with Regional Grants and Contracts Manager for technical guidance. He/she will interact with Action Against Hunger sector coordinators at regional level and grants staff at country level and Network HQs level, and with external stakeholders as needed.

Delivery

Quality formulation of donor proposals in accordance with relevant guidelines; timely and high-quality donors reporting of Action Against Hunger Programs, consistent delivery of timely and quality grants services using established processes and tools.

Duties and Responsibilities:

Donor reporting:

• Support external reporting to ensure timely delivery of coherent, accurate and high-quality reports which meet Action Against Hunger and donor requirements, with support of Country offices, HEARO’s technical, MEAL and ACTs teams and relevant Action Against Hunger Network’s HQ.
• Create and circulate monthly reporting schedules and ensure country teams' adherence to the reporting schedules;
•  Disseminate draft reports for review and validation by HEARO’s technical, MEAL,  ACTs and finance teams
• Liaise with relevant network members -Action Against Hunger USA, Spain, Germany, UK, France as necessary to ensure reports meet internal and external program quality standards, guidelines and timelines.
• 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.
• Support regional office grants management team in the overall reporting procedures with a good deal of attention to detail like proof reading, editing, reports compilations, update preparations, and presentations.
•  Support the Grants management team to prepare, update, and share regularly donor and internal reporting schedules.

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.

Records/Information management, and communication:

• Support maintenance of comprehensive information management and filing system on shared Drive (No Hunger Forum) that ensures all donors contractual documents, reports, key correspondences, etc. are appropriately filed in up-to-date and consistent soft and hard libraries;
• Ensure grants data base is up to date for all assigned new awards and modifications.
• Sensitize grants management team on archiving system in use and supporting in the retrieval of essential documents.

Donor compliance:

• Maintain a broad understanding of relevant donor policies, regulations and procedures in the organization.
• Capacity built country missions on key donor compliance guidelines, update on compliance changes, expectations during funding application, implementation and reporting, and the impact of non-compliance on organization’s operations and reputation.
• Work in collaboration with Grants, Finance and Supply Chain teams, to assist program technical leads and operations staff with understanding of all compliance requirements on their grants.
• Research donor compliance issues for new opportunities or existing grants, as needed, within the assigned portfolio of Horn and East African Region.
• With the support of the Grants and Contracts Manager, review donor agreements and coordinate their review with the relevant country and HQ office.
• Ensure that grants are implemented in compliance with Action Against Hunger and relevant donor regulations.
• 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.

Overall Grants Management and monitoring:

• Support in regular monitoring of grants using appropriate grant management tools and through facilitation and regular and timely grant review, grant opening and grant closing meetings. This also include field technical support visits as needed.
• 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.
• Other tasks that may be assigned by the line manager.

Gender Equality commitments

•  Fosters an environment that supports values of women and men’s equal access to information and both men and women and promoted based on their performance.
•  Respects all beneficiaries e.g., women, men, children (boys & girls) regardless of gender, sex, disability, religion, etc.
•  Values and respect for all cultures.
•  Promotes and upholds the PSEA policy and procedures

Physical demands

While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.

Working Conditions, Travel and Environment

• The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends if required.
• Must be able to travel as required for standard domestic and international business purposes. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high-security risks and/or very basic living conditions and outside weather conditions, as well as infectious diseases.

Requirements
Required Qualifications and Professional Experience

•  Bachelor’s degree in international development, project management, or related field.
•  Minimum five years’ experience in proposal writing, report writing,
•  Prior knowledge and experience of working with donors (ECHO, EU, USAID, BHA, PRM, DFID, SIDA, UNICEF, UNHCR, OCHA, etc.) and government regulations.

Required Skills & Competencies

•  Coordination of processes
•  Sound knowledge of project cycle management
•  Fluency in English, spoken and written, is the most important requirement for this job
•  Excellent writing and communications skills
•  Basic knowledge of humanitarian principles
•  Demonstrated ability to work in a team.
•  Attention to detailed
•  Ability to manage multiple competing deadlines, meet demanding deadlines and work under pressure.
•  Strong computer skills
•  Strong organizational, time management and analytical skills.
•  Excellent inter-personal, cultural and diplomatic skills.
•  Flexibility to adapt to changing requirements.
•  Strong capacity to mentor and build capacity of staff.

Benefits

Action Against Hunger-USA provides all staff with an attractive salary & benefits package. We provide equal employment opportunities (EEO) to all employees & qualified applicants for employment without regard to race, color, religion, gender, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. Action Against Hunger-USA complies with all applicable laws governing non-discrimination in employment.