Programs and Grants Coordinator At Medical Teams International

Senior role managing relationships with institutional donors in-country, securing awards, responsible for grant management, representation, and internal and external communications.

Medical Teams International Calling:

Daring to love like Jesus, we boldly break barriers to health and restore wholeness in a hurting world.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Donor Engagement:

Keeps the Country Director and HQ Program Manager informed on key donor strategies and priorities, and aware of specific calls for proposals.
Scope out and assess new donor opportunities in country or the region.
Maintain the Grants Management Information System with key donor information.
Support the Country Director in developing and maintaining donor relationships with in-country donor agencies, and with potential and actual consortium partners through regular communication.
Support in-country donor visits for monitoring and evaluation, in consultation with the Country Director and HQ Program Manager.
In coordination with the Country Director, attend relevant cluster and inter-agency meetings where there may be a strategic benefit to Medical Teams.
In coordination with the Country Director, proactively, regularly and consistently represent Medical Teams to host and foreign governments, humanitarian actors including UN agencies and NGOs, faith-based and partner organizations, media and other relevant parties.
Ensure strong and transparent communication channels with other Integral Alliance members active in the regional response.

Program Development:

Support in-country staff to gather required baseline data through participatory needs assessments, ongoing programming and secondary data sources.
Coordinate the provision and sharing of the required information for Project Design Meetings, to ensure that project and proposal development follows approved processes and engages relevant departments for strategic input.
Prepare and launch request for application for national sub-award partners and lead selection and contracting.
Lead the country team in the development of concept notes and proposals, including budgets (working closely with finance teams) and any required supporting documentation, while ensuring donor guidelines are understood and followed, and in close coordination with all those involved in the management of projects and programs.
Ensure project meetings are conducted and documented on time. These include kick offs, mid-term reviews and closeouts.
Facilitate the sign off of donor contracts, ensuring legal review, sign off with delegated authorities.

Program Compliance:

Ensure that the operations and program team are aware of and able to comply with the contractual obligations being entered into.
Support the training and ongoing support of relevant staff on the contractual agreements and donor rules and regulations of the signed contracts.
Coordinate the monitoring of compliance to specific donor rules and regulations, highlighting areas of insufficient compliance to the Country Director and HQ Program Manager immediately.
Ensure donor visibility and branding commitments are adhered to.
In collaboration with the Country Director, senior program staff and HQ Program Manager, monitor the implementation of the project closure guidelines at the end of every project, including facilitating learning reviews.
Support the country team in preparing, reviewing and modifying memoranda of understanding technical agreement as needed.
Complete the due diligence requirement of donors in collaboration with HQ program staff.

Program Implementation:

Prepare the work plan, procurement plan and Staffing plan of a project in collaboration with technical and operational team.
Visit project activities on the ground to verify accuracy of reports and alignment to project contracts.
Ensure availability and appropriate use of programming information to be used in reports, information briefs, bulletins and case studies.
Maintain a standard filing system to ensure core donor and project related documentation is held and accessible, using effective paper and electronic filing systems.
Ensure donor related visibility and branding are implemented as per grant documents.
Build grant management capacity of field staff by facilitating training, and providing one-on-one follow up support, in report writing, proposal development and other topics.
Ensure activities are documented timely in accordance with donor and organizational requirement.
Establish a systematic approach and tools to start off, implement and scale up program activities.

Monitoring and Reporting:

Monitor grant performance through agreed indicators and other performance benchmarks.
Oversee and maintain the programs Grant Management Information System to ensure the timely and quality submission of internal and external proposals and reports, setting and communicating deadlines for draft submissions.
Develop and maintain grants management tools, such as funding trackers, reporting calendars, templates, and compliance guideline documents; and ensure the team is aware of these timelines.
Support the country team to coordinate all project related reporting, and act as the point of contact for project related information to and from the donor (via HQ where applicable), document case studies and beneficiary stories, coordinating responses to requests and disseminating information to country staff.
Write, edit and undertake final proof reading of all documentations, internal and external, prior to submission to ensure quality control, focusing on clarity, consistency, and application of project cycle management good practice.
Establish a standardized filing system both at country and field office levels.
Ensure that all contractual indicators and activities are captured through standard tools.
Develop and modify local procedures/systems/tools in accordance with donors regulations and organizational needs.
In collaboration with all relevant teams, establish effective systems to ensure timely reporting to donors.

Learning and communication:

Actively draw out lessons to be shared within the country team, but also with other relevant stakeholders internally and externally within the response.
Support and facilitate end of project learning reviews and, where applicable, external evaluations, to ensure learning is captured, understood and disseminated within the program and corporately for possible inclusion into emerging best practice.
Lead on development of communication materials in collaboration with communication unit at HQ, technical team and field staff.
Proactively share updates, success stories, and case studies with clusters, MOH, donors and other stakeholders.
Establish, support and monitor beneficiary accountability mechanisms at the project sites in collaboration with field staff.

Other Duties:

Additional duties as assigned.
Ensures the Safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, and Child & Vulnerable Adult protection policies.
Implement other activities as assigned by the country director.

EDUCATION, LICENSES, & CERTIFICATIONS

Required:

Degree in humanitarian affairs, international relations, or other relevant course essential.

Preferred:

Masters degree, or equivalent relevant work experience highly desirable.
Project management certification is desirable.

EXPERIENCE

Required:

Minimum of five years experience with international NGOs or donors in grant acquisition and management.
Previous experience in health and nutrition programs is required.
Previous experience of similar positions is required.
Experience in emergency/Humanitarian context including developing country experience.

Preferred:

Experience of working in Africa or similar resource-limited setting is preferable.
Experience working with Bureau of Humanitarian Assistance (BHA) and US Department of State Bureau of Population, Refugees, and Migration (State/PRM) preferred.

KNOWLEDGE, SKILLS & ABILITIES

Dedication to the mission of Medical Teams International.
Commitment to organizational strengthening and programmatic growth in accordance with humanitarian needs.
Knowledge and application of Core Humanitarian Standards (CHS) and Sphere standards.
Proven ability to produce winning proposals for public and/or private sector donors (including one or more of USAID, ECHO, UNICEF, OCHA etc).
Experience in log frame development and Project Cycle Management.
Strong organizational and administrative capacity, including proficiency in budget development and management.
Proven ability to produce high quality donor reports in a timely manner.
Proven ability to apply complex donor rules to program implementation, training program staff where necessary.
Experience in developing case studies for external audiences in a timely and appropriate manner.
Excellent and diplomatic communication and representation skills.
Proven ability to develop strong and positive relationships across the spectrum of humanitarian actors.
Excellent problem-solving skills and ability to learn new processes and systems.
Ability to work independently and proactively.
Verbal and written fluency in English essential

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

Physical Requirements:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee must be able to:

Frequent use of a personal computer, database and digital platforms, and other office productivity machinery, such as a copy machine and computer printer.
Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, computer.
Frequent communication and exchange of information among colleagues and persons of concern which requires the ability to speak, hear, convey and express oneself.
Frequent close vision and the ability to adjust focus.
Occasionally ascends/descends stairs, steps, or ladder
Occasionally move about inside an office to access file cabinets, office machinery, meet with colleagues, etc.
The employee must occasionally lift and/or move up to 30 pounds.
Seldom to occasionally positions self to stoop, kneel, crouch, or crawl.
If in travel status, occasional to frequent traversing over rough or steep terrain in either a motor vehicle or on foot.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderately quiet. Add more options and include field requirements.
The employee may be required to travel to remote areas of the world where there are potential health hazards and risks, limited hygiene facilities, extreme hot or cold weather, and very basic living conditions.