Grants Administration and Reporting Coordinator At International Medical Corps

PROGRAM DESCRIPTION

In Libya, shortly following the outbreak of conflict in February 2011, International Medical Corps deployed teams to Libya and launched an emergency response to provide lifesaving interventions for the local populations through the provision of emergency medical services, training for local health workers and delivery of vital medicines and supplies. IMC has continued focusing on medical relief programming and gained significant in-country expertise and widespread programmatic reach through supporting conflict-affected populations. IMC has devised effective and efficient solutions to complex challenges, aiming to help the most vulnerable populations deprived of access to primary healthcare in all of the regions in Libya. While the provision of medical aid targets vulnerable populations in urgent need of medical aid, a wider range of activities benefit the Libyan and non-Libyan populations at large, such as building the capacity of healthcare workers at primary and secondary health facilities.

International Medical Corps quickly deployed Emergency Medical Teams to the area devastated by flooding after Storm Daniel hit northeast Libya in September and led to the collapse of two dams upstream from the coastal city of Derna. International Medical Corps continues to provide multi-sectoral programs, focusing on primary healthcare, mental health, WASH, and women’s well-being and empowerment in the affected areas.

JOB SUMMARY: The Grants Administration and Reporting Coordinator is the focal point for compiling grant proposals, contract modifications, donor communication, reports, as well as a range of regular and ad hoc reports and communication tools used for both internal and external dissemination of information. The Coordinator will provide high quality write up for technical assessments, contributes to technical concept notes, budget development, procurement plans, work plans, etc. S/he is accountable for effective and transparent communication with donors and Headquarters about the progress on project outputs. May be responsible for staff supervision, management and capacity building and development of IMC staff and partners to improve and standardize reporting and proposal development across country program portfolio. The Coordinator stays abreast of situational developments, obtaining information from both internal and external sources to contextualize the work of the country program.

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:

MAIN TASKS AND RESPONSIBILITIES

Grants Information management

• Draft letters of interest, concept notes, full proposals, modification requests, and all supporting documents, including log frames, workplans, etc. and aids in preparation of budgets in coordination with program and management personnel;
• Organize and play a lead role in grants kick off meetings;
• Participate in and support grant review meetings and provide advisory assistance to program staff;
• Tracks program progress on a monthly/quarterly basis against targets internally for all grants;
• Collate donor reports and information needs (monthly, quarterly, final) coordinating inputs from relevant staff across country program portfolio;
• Maintain grants files for all unique grants, including agreements, proposals, revisions, reports, etc;
• Support program compliance and internal control procedures according to internal and donor regulations;
• Liaise with in-country, regional and headquarters on grant management activities, including ad hoc requests for information and updates;
• Support institutional learning and program design;
• Train national staff and partners to support program development and grants management;
• When applicable, support closeout of awards, including preparation of final inventories, property disposition, etc;
• Analyze and evaluate grant performance and budget and compliance with donor regulations, recommending award actions to the team;
• Liaise with the Grants and Contracts Management Department at HQ as necessary regarding donor requirements and internal IMC procedure to ensure that implementation of grants and contracts follows requirements;
• Compile and respond to information requests from all IMC HQ offices.

Reporting

• Support program team and local partners in program design and delivery of high-quality reporting through trainings and capacity building, development of standardized information and reporting tools;
• Manage and compile information for regular situation analysis (security, political, media, from other agencies/actors), regarding humanitarian needs and data collection from program activities;
• Ensure tools and processes are adequate and in place for purpose to timely collect relevant; quantitative and qualitative information required for reporting to a range of stakeholders, including but not limited to donors, internally and other sectors;
• Support the development of communication tools (for internal and external use), including maps, case studies, and infographics to present information related to programs and context;
• Support national staff to develop templates for and write high quality weekly, monthly, quarterly internal and external reporting;
• Provide editing and quality assurance of all internal and external reports for review by the Management prior to dissemination;
• Classify, collate and store program information documents such as sitreps, donor reports, proposals, photos and videos for easy access and retrieval.

Internal/External Coordination

• Coordinate with partners/sub-grantees at the field level to support coordination of activities, quality reporting, and capacity building;
• Support information flow from the field, regionally and with headquarters;
• Keep the donors timely updated on vital issues impacting project implementation and advise IMC senior Management on potential scenarios and decision making with firsthand information and analysis;
• When requested, represent IMC at NGO coordination meetings related to the country program.

Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

MINIMUM QUALIFICATIONS

• Typically, a Bachelor’s degree in International Development and/or in a relevant field of study. Equivalent combination of relevant education and experience may be substituted as appropriate.
• Typically, 10+ years of relevant and progressive experience in related field, including at least 5 years of experience with an international humanitarian organization;
• Experience writing proposals and managing information related to large-scale program development and/or emergency response;
• Experience and understanding of institutional donor policies, guidelines, strategies and reporting to donors (USAID, OFDA, BPRM, UN, UNHCR, OCHA, ECHO, DFID);
• Profound cross-cultural awareness and insight into health care issues;
• International experience and strong understanding of country context of assignment
• Ability to exercise sound judgment and make decisions independently;
• Strong leadership and communication skills, ability to lead and coordinate processes across a number of departments;
• Flexible, able to cope with stressful situations and frustrations;
• Excellent inter-personal, cultural and diplomatic skills;
• Competent in MS Excel, word processing, Power Point, and tools useful m information management and program reporting such as mapping;
• Languages: fluency in English, written and oral is required. Additional ability to read, write and interpret, technical and non-technical in another language may be required according to position location and official country language, such as French and Arabic.

ADDITIONAL TECHNICAL OR LANGUAGE REQUIREMENTS

• Fluency in Arabic is preferred
• National and Expatriates will be considered

Code of Conduct

As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report. If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

Safeguarding

It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons.

Equal Opportunities

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

Misconduct Disclosure Scheme

All offers of employment at International Medical Corps are subject to satisfactory references and background checks. International Medical Corps participates in the Inter-Agency Misconduct Disclosure Scheme from the Steering Committee for Humanitarian Response (SCHR). In accordance with this, we will request information from an applicant’s previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.