Program Development and Reporting Specialist At Mercy Corps

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future.

Program / Department Summary

Mercy Corps has been present in South Sudan since 1995, and acts on behalf of people who have become displaced and disenfranchised by the ongoing conflict. With funding from a multitude of donors including the United Nations (UN), USAID-Bureau of Humanitarian Assistance (BHA), UK Department for International Development (DFID – FCDO), Swiss Development Cooperation (SDC), and Private Foundations, Mercy Corps has been able to empower people to recover from crisis, build better lives and transform their communities for good. In 2020-21, Mercy Corps’ interventions reached over 300,000 program participants in South Sudan through our work focusing on the delivery of timely humanitarian interventions, improving food security and livelihood options, increasing equitable access to safe water and sanitation services, and providing access to safe and protective learning spaces. With emphasis on conflict-affected youth, women, as well as IDPs and host communities, we champion and lead state-of-the art relief and recovery approaches through gender mainstreaming, identification of root causes, adaptive management and resilience approaches. Currently, Mercy Corps is working in 7 counties in five states, implementing programmes both directly and in partnership with national and international NGOs.

General Position Summary

The Program Development and Grants Specialist will be the main support role of the Director of Programs (DoP), overseeing development of new business, in close coordination with the Senior Program Leadership which includes the direct reports to the DoP, and Program Managers. The Program Development and Grants Specialist will assist in securing new programs by coordinating or leading proposal development processes, including the generation of new programming of concept notes and proposals, ensuring that necessary internal approvals are granted, and the budget and narrative requirements are met. The Program Development and Grants Specialist will be expected to advise program teams on donor rules and regulation to ensure all programs are compliant with our internal and donor regulations. They will summarize the compliance requirements of grants issued under each donor and communicating these requirements to the program teams

The Program Development and Reporting Specialist will be the main focal point for timely submission of all Mercy Corps program reports including reports submitted directly to donors, reports submitted by Mercy Corps headquarters, and clusters and other external reporting along with communication pieces that respond to partner and donor needs.

The Program Development and Reporting Specialist will work under the direct supervision of the Director of Programs. They will work closely with the Country Director, MEL Manager, Program/Project Managers, Finance, Security and all other field departments in coordinating all grant applications and related responsibilities.

Essential Job Responsibilities

PRE-POSITIONING AND DONOR ENGAGEMENT

Map existing implementing partners and other donor projects across a variety of Mercy Corps global strategy outcomes of economic opportunity, food security, water security and good governance and peace.
In partnership with the DoP, CD and Heads of Sector, help build strategic relationships with key stakeholders, peer agencies and donors that lead towards funding opportunities.
Help build relationships with potential partners, including international and national NGOs to pre-position for future funding opportunities.
Develop a system for tracking potential and current donors, and upcoming strategic funding opportunities.
Develop a partnership strategy and coherent approach to partnership and decision-making for business development.
Interface with Mercy Corps headquarters and the regional office to keep abreast of donor strategic priorities, specific requirements and deadlines.
Lead the strategic evaluation process for new funding opportunities.

PROPOSAL / NEW BUSINESS DEVELOPMENT

Under the supervision of the Director of Programs, take the lead in the development of quality proposals and concepts notes.
Establish internal timelines, draft and review concept notes and project proposals with inputs by program and MEL team members.
Support the contextualization of HQ/TSU technical input during the proposal writing process and support the incorporation of local priorities and knowledge into proposals and concept notes.
Work closely and in coordination with Mercy Corps’ global offices, establishing strong working relationships with HQ program desk officers.
Ensure proposals and program reports comply with donors’ and Mercy Corps’ requirements and best practices.
Develop a robust local network to understand the funding requirements and be aware on time about funding opportunities.
Liaise with the Programs, Finance and Operations Teams in the development of budgets of funding proposals

GRANTS MANAGEMENT AND PROGRAM REPORTING

Develop a thorough understanding of relevant Mercy Corps internal and donor policies, regulations, and procedures and train teams accordingly.
Lead in summarizing the compliance requirements of grants issued under each donor and communicating these requirements to the program teams.
Work closely with the finance and operations departments to develop grants compliance checklists and share, and follow-up, with program staff for implementation
Establish and oversee reporting workflows and processes including timelines and support the coordination, review, approval and timely submission of quality program, donor and MEL reports in adherence grant agreements and internal standards.
Lead in keeping track of grant start and end dates and ensure all reporting deadlines are met.
Lead in the consolidation of all donor reports for Mercy Corps South Sudan programs with input from Director of Programs, MEL Manager, program managers and desk officers at MC HQs.
Facilitate training for program and operations staff on proposal development, report writing, grant management and information management.
Collect and organize key project management tools and documents and manage grant administration, including overseeing electronic filing systems for key program documents (donor agreements, proposals, approved budget, work plans, etc.) ensuring it meets PM@MC standards and sending reminders when needed.
Support Program Managers to deliver key moments of the program cycle, such as kick-off meetings, 90-day inception meeting check-ins, quality audits and spot checks, collecting lessons learned, 90-day end of program transition meetings and monthly program review meetings, including noting down action points and sending reminders.

COMMUNICATION

Collaborate with the DCD and PAQ Director on the development of strategies, position papers, thought leadership pieces, and other related initiatives leveraging evidence from programs.
Provide timely, thorough responses to information requests from internal and external sources.
Develop strategic communication materials, such as sector profiles, impact reports, program briefings, leadership and positioning pieces, key messages, talking points, and other relevant pieces.
Ensure high-quality information sharing among internal and external audiences.
Represent Mercy Corps in external coordination forums, as requested.

STRATEGY & VISION

Recognize opportunities for innovative action and create an environment where alternative viewpoints are welcomed.
Set direction by prioritizing and organizing actions & resources to achieve objectives and contribute to country-wide strategy development.
Develop and organize activities to secure resources for programs and convince stakeholders to provide support.

STAFF CAPACITY BUILDING

Develop the capacity of the team, deepen understanding of their roles, and assist with career development.
Assist team members with information, tools and resources to improve performance & reach objectives.
Promote accountability, communicate expectations and provide constructive feedback informally and formally via regular one on ones and performance reviews.
Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
Orient and lead team members as necessary.

SECURITY

Ensure compliance with security procedures and policies as determined by country leadership.
Proactively ensure that team members operate in a secure environment and are aware of policies.

ORGANIZATIONAL LEARNING

As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

ACCOUNTABILITY TO BENEFICIARIES

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

Accountability

Reports Directly To: Director of Programs

Works Directly With: Program Managers and Teams, MEL Manager and Teams, Country Finance and Operations Teams, Regional and HQ Program Officers

Minimum Qualification& Transferable Skills

BA/S or equivalent in social science, rural development, humanitarian affairs, international development or other relevant field.
At least 3 years’ experience in supporting multi sectoral and multi donor funded grants including leading in proposal development and donor reporting in emergency/post conflict environment.
Prior experience and knowledge of USG (USAID OFDA/FFP), FCDO, EU, ECHO and UN OCHA grant management including regulations, procedures and requirements.
Familiarity with key International Humanitarian Standards and Partnerships such as Sphere Project, Core Humanitarian Standards, Humanitarian Accountability and Partnership, ALNAP and IASC.
Experience with advocacy to institutional donors, corporate/foundation partners.
Fluency in written and spoken English required.
Strong communications skills with exceptional ability to articulate complex issues in a clear comprehensible manner to a wide variety of stakeholders
Excellent writing skills, Ability to deliver high quality reports with short deadlines
Excellent Computer Skills
Ability to work in a multi-cultural environment
Ability to work under immense pressure, ability to multi-task and juggle several tasks and relationships at one time
Excellent communication skills, experience in representing an organization

Success Factors

The successful candidate will have an ability to work independently, take initiative in tasks and self-learning, and be proactive in communications and development of professional relationships. S/he will be able to work closely with a diverse team of individuals in a highly intense and fluid work and security environment with demonstrated sensitivity to the people and issues in the country. Strict adherence to Mercy Corps security policies and procedure. Capacity to spark innovative and entrepreneurial approaches to programming and inspire groups to collaborate closely to design impactful high-quality programs. Desire and ability to learn and grown, both personally and professionally.

Living Conditions / Environmental Conditions

This is an unaccompanied position based in Juba, South Sudan and eligible for R&R breaks. Housing allowance/accommodation is provided by the Country Office. Security conditions in the country are variable, requiring close monitoring and vigilance. Air travel is necessary to get from one end of the country to the other. A somewhat reliable cellular phone system and internet is available in the residences and offices. Candidates must be able to work in an environment with energy, transportation and communication challenges. The position will require travel to the field sites in Mercy Corps South Sudan’s operational areas up to 40% of the time including travel to some locations that may be insecure or austere.

Mercy Corps team members represent the agency both during and outside of work hours and as such staff are expected to conduct themselves in a professional manner and respect local laws, customs and Mercy Corps policies, procedures, and values at all times and in all in-country venues.

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct eLearning courses upon hire and on an annual basis.