Grants Coordinator At Medical Teams International

Position Summary

The Grants Coordinator contributes to the Medical Teams call for proposals by supporting the search for financial resources for the organization, identifying funding opportunities, writing proposals and concept notes.

Job Responsibilities

Identification of Financing Opportunities:

• Work with the National Health Advisor, Program Director, and Country Director jointly to identify and analyze the alignment of opportunities with the mission and programs of Medical Teams in Colombia.
• Contribute to the development and management of the grants plan – specifically reporting, managing data information, coordination of obligations and processes for compliance with donor rules.
• Ensure the sustainability of Medical Teams projects and programs in Colombia, aligning financing strategies with the institutional mission and objectives.
• Design, agree and implement a work plan to strengthen strategic management around the identification of opportunities
• Monitor calls for national and international donors.
• Identify donor requirements and conditions to promote a comprehensive analysis of each funding opportunity.
• Analyze alignment of opportunities with the organization’s mission and programs.
• Work alongside the National Health Advisor and Program Director to ensure that new project opportunities are aligned with the strategic vision of the health program.
• Prepare documentation and summary of opportunities to obtain go-no-go from country management and MTI HQ.

Preparation of concept notes and project prospectuses:

• Prepare documentation and synthesis of opportunities to obtain go-no-go from Country Management and Medical Teams Leadership Team and MTI HQ.
• Draft and structure funding proposals according to the guidelines of each donor and the technical guidelines of the Colombia program. Including proposals in English.
• Coordinate with internal teams the collection of relevant information and data required by each proposal, including finance, logistics, security, and the health technical team.
• Manage the review and contribution cycles of the proposals with each of the areas involved in the preparation of proposals.
• Maintain strategic control of the history of proposals, notes and documents to optimize the preparation of new project prospectuses.
• Promote the inclusion of gender, ethnic and disability equality approaches in accordance with the guidelines of technical teams, international standards and norms that guide humanitarian action.

Grants plan management and monitoring:

• Contribute to the planning and execution of the financing search plan.
• Maintain an updated record of submitted requests and their status.
• Support in the preparation of narrative and financial reports for donors.
• Lead meetings to update the dashboards to track opportunities and present proposals.

Donor reporting management.

• Maintain the donor reporting schedule up to date and promote an internal agenda that organizes the time for contributions to report writing in all areas involved, including HQ team reviews.
• Collect information from technical, financial and monitoring and evaluation teams to prepare the required reports.
• Ensure that reports include project progress, key indicators, challenges and achievements.
• Verify that the reports comply with the formats, requirements and deadlines established by each donor.
• Contribute to the writing of narrative reports describing the implementation of activities and the impact generated.
• Work on the preparation of financial reports in coordination with the accounting team, ensuring the correct justification of the use of funds.
• Integrate testimonials, case studies and visual evidence (photos, graphs, infographics) to strengthen the presentation of the report.

Archiving and Information Management

• Maintain an organized filing system with copies of submitted reports, donor communications, and key documents.
• Ensure that documents and records are accessible for internal and external audits.

Donor Relations and Transparency

• Support communication with donors, reporting on progress and ensuring transparency in fund management.
• Participate in follow-up meetings with funders and contribute to accountability.

Other duties

• Ensure compliance with the provisions of the code of conduct for policies on protecting medical equipment from sexual exploitation and abuse, protection of children and vulnerable adults, and harassment-free workplace policies.
• Ensure the protection of program participants and employees by promoting an environment of awareness and upholding the provisions of the Medical Teams Safeguarding Code of Conduct against Sexual Exploitation and Abuse, Safeguarding of Children and Vulnerable Adults and harassment-free workplace policies. Incumbents will remain alert and responsive to any safeguarding risks for children and adults, acquire relevant knowledge and skills to enable them to promote sound safeguarding practices, understand the safeguarding policy and procedures for children and adults, and behave in a manner consistent with Safeguarding.
• Know and ensure that donor regulations and restrictions are carried out
• Rely on the responsible areas (Health, Finance, Logistics, etc.) to learn about the policies and procedures in case of doubts about what is allowed and what is not allowed.
• Comply with the responsibilities of the SG-SST, in accordance with the internal work regulations
• Work with Volunteers when appropriate
• Perform other assigned tasks that contribute to the success and expansion of the program objectives.
• Support any donor visit

Monitoring Indicators

• Reports delivered within the deadline established by donors.
• Level of compliance with the formats and guidelines required by donors
• # of follow-up meetings held with internal teams for the presentation of proposals, concept notes or project prospectuses.
• Number of proposals, concept notes or project prospectuses
• Number of reports delivered on time and according to MTI’s reporting cycle
• Number of technical notes prepared to obtain new financing opportunities.
• Progress and accountability presentations prepared.

Education and Studies

Required :

• Professional in Social Sciences, International Relations, Administration, Economics, International Development or careers related to the purpose of the position.
• Fluent in English and Spanish at level B2.4 (written and spoken) Required

Desirable

• It is an advantage Specialization or training in project formulation and management

Experience

• 2-5 years of experience supporting Grants programs in social, humanitarian or socially responsible organizations.
• 1 year of experience in donor reporting related work
• Work experience in programs for migrants or in humanitarian response in Colombia will be valued

Knowledge and Skills

Knowledge:

• Understanding the humanitarian structure and its different sources of international and national financing
• Excellent understanding of the socioeconomic and cultural situation of Venezuelan migrants and their host communities, as well as the armed conflict in Colombia.
• Knowledge of the processes and tools for Grants management
• Knowledge in management of international cooperation resources in humanitarian response in Colombia.
• Adaptation to change
• Teamwork and collaborative environments
• Creativity and ability to work with limited resources
• Conflict Management

Skills:

• Ability to write proposals for funding programs and projects in English and Spanish.
• Organization and attention to detail in the management of financing for cooperators and donors in Colombia
• Extensive knowledge of Microsoft Outlook, Word, Excel and Teams software
• Ability to embrace and promote the mission and vision of Medical Teams International
• Ability to defend and exemplify the organization’s core values.
• Ability to represent the organization in a professional manner to donors, volunteers and the public.
• Good interpersonal skills with the ability to communicate and negotiate clearly and effectively at all levels, taking into account cultural and language differences.
• Highly developed cultural awareness and ability to work well in an international, stressful and security-sensitive environment with people from diverse backgrounds and cultures.
• Ability to travel within the country if applicable
• Skills for speaking and working in English are essential
• Assertive Communication
• Teamwork
• Leadership