BACKGROUND ON IMPACT INITIATIVES
IMPACT Initiatives is a humanitarian NGO, based in Geneva, Switzerland. The organization manages several initiatives, which includes i) the REACH Initiative aimed at facilitating the development of information products that enhance the humanitarian community’s decision making and planning capacity for emergency, reconstruction and development contexts, ii) the PANDA Initiative aimed at directly supporting key aid actors in improving the effectiveness, efficiency, and efficacy of their programmes, and iii) the AGORA Initiative aimed at promoting localised and multi-sectoral aid action in support of the recovery and stabilisation of crisis-affected communities.
The IMPACT team comprises specialists in data collection, management and analysis and GIS. IMPACT was launched at the initiative of Acted and the two organizations have a strong complementarity formalized in a global partnership, enabling IMPACT to benefit from Acted’s operational support on its fields of intervention.
We are currently looking for a Regional Projects and Funding Officer to support our regional project development and grant management activities in Asia and the Pacific, including supporting Afghanistan and Myanmar country operations.
Department:IMPACT
Position: Regional Projects and Funding Officer
Contract duration: 6 months
Location: Bangkok, Thailand
Starting Date: October 2024
Regional profile
The Asia-Pacific is considered as one of the most vulnerable regions of the world to the impacts of climate change and natural hazards, due to its diverse geographic and climatic conditions, and socio-economic vulnerabilities. Various ongoing and protracted humanitarian crises are also present, including in Myanmar, where an estimated third of the population are estimated to be in need, and Afghanistan, where decades of conflict, natural disasters and drought have resulted in widespread displacement and needs amongst its population.
Across the Asia-Pacific region, IMPACT has established country operations in Myanmar, Afghanistan and Central Asia, as well as previous programming in support of crises in Bangladesh, Indonesia, Nepal, Philippines and Sri Lanka. IMPACT is exploring new and innovative ways to effectively inform humanitarian, development and climate-related responses across the region, including scoping the opening of a regional office in Bangkok to manage its regional portfolio of work.
FUNCTIONS
Under the management of the Country Representatives (CRs) / Regional Office Representative (ROR), the Regional Projects and Funding Officer (RPFO) is responsible to support the identification, development and management of grants in the Asia-Pacific region, including supporting the Afghanistan and Myanmar country operations. The ideal candidate would be eager to work within a dynamic and motivated team and will have a clear focus on project development as a tool to improve the efficacy of the humanitarian, development and climate responses in the Asia-Pacific region. The priorities will be determined together with the CRs/ROR.
RESPONSIBILITIES
The PFO’s responsibilities include the following:
1. Support To Positioning and fundraising
All of the below tasks are in support of the CRs/ROR, and involvement may vary according to the profile, seniority and context.
Context Analysis
· Support to analysing the related regional countries socio-economic situation, (donor) trends, funding trends, needs and gaps.
· Regularly conduct stakeholder analysis, who does what and where.
· Alert the CRs/ROR of gaps and emerging needs in order to trigger donor discussions/assessments in a timely manner.
Strategy Development and Fundraising
· Contribute to the development of a regional programme strategy in alignment with IMPACT global strategy and roadmap through engagement with external actors, context monitoring, and relevant focal points.
· Based on the IMPACT strategy, support the identification of funding opportunities and donors to ensure funding continuity as well as support the diversification of IMPACT’s donor portfolio through tracking funding opportunities, also potentially engaging with donors and donor working groups.
· In line with IMPACT strategy and expertise, contribute to partners mapping, to support identifying potential relevant international and/or local partners (academia, think tanks, national and international NGOs, private sector partners, etc.)
External Relations
· In coordination with the CRs/ROR, support the overall cooperation with IMPACT’s sister organisation Acted (hosting IMPACT in its field of operations) in relation to project development and grants management ensuring communication is regular and timely and synergies are sought and built.
· Contribute to establishing, maintaining and improving active and regular working relationships with donors and, where relevant, act as point of contact for all formal/informal donor communication.
· Establish, maintain and improve active and regular working relationships with IMPACT partners, NGOs, UN agencies, relevant working groups, consortia and academia in relation to project implementation and proposal development.
· Maintain an up-to-date directory of donors, international and local NGOs, other partners and stakeholders.
· Ensure fundraising activities are appropriately tracked in the Funding Tracker (or similar tool), which is updated on a regular basis to log in latest negotiations and proposal possibilities with donors.
2. Grant management
Proposal Development
- Oversee project proposal conceptualisation (problem statement, logframe), and the development of other fundraising documents (Expressions of Interest, concept notes) in line with IMPACT country/regional strategy and donor requirements and in close collaboration with IMPACT/hosting partner Field and HQ PIPD and finance
- Liaise with the CR/ROR, Research Managers, Operations manager and other relevant departments to ensure proposals are relevant and technically sound, as well as with other internal stakeholders such as Finance for the budget and other budget related documents (e.g. budget narrative)
- Ensure that learning from previous projects (e.g., lessons learnt and best practices) is incorporated into new proposals
- Ensure validation of all proposals before submission to IMPACT HQ PIPD, and validation from IMAPCT HQ PIPD, as well as relevant HQ partner’s through partner’s field focal point (where relevant) is sought.
- Ensure follow up tool (such as the fundraising tracker) is correctly up to date.
- Address and coordinate the timely response and submission to all comments by donors on proposals in liaison with relevant staff in country, IMPACT HQ PIPD and Finance teams.
Contracting
- In coordination with the CR/ROR and IMPACT HQ, review/negotiate proposals and/or contracts with donors, ensuring requirements are clear and understood
- Contribute to due diligence exercises of funding partners in liaison with HQ
Project Implementation and Follow up
- Ensure the timely completion of grant related processes such as Project cards, Monthly Reporting Follow Up (RFU) and Reporting Deadline Tracker
- Ensure timely Kick-off meetings are held involving all project components and focal points
- Ensure the establishment and regular update of project progress, key findings and success stories (including key M&E findings – where relevant)
- Ensure that all contractual obligations are clearly defined and communicated internally in terms of deliverables as well as narrative and financial reporting requirements, in close coordination with HQ PIPD and (as relevant) with partner’s PD and finance department
- When any issue is identified in meeting deliverables in the given timeframe and budget, inform relevant staff in country and suggest potential solutions that would meet donor rules
- Ensure ad-hoc requests from donors are addressed in liaison with the CR/ROR, Programme and support teams
- Implement and oversee the project specific filing system for grant management and ensure it is regularly updated.
- Provide ad-hoc support to project implementation through trouble shooting and eliminating blocking points
Reporting
- Oversee the development of quality project narrative and M&E reports (in support of donors’ requests), reflecting the progress and status of projects in a transparent, timely and professional manner, in liaison with IMPACT HQ PIPD and finance
- Liaise with Program teams when preparing reports, and with Finance to ensure coherence and alignment between financial and narrative reports by crosschecking the matching of data in the narrative and financial reports
- Oversee the monthly RFU and ensure smooth and regular communication with IMPACT HQ PIPD
· Where relevant, ensure regular coordination with partner’s Project Development, Finance and other FLAT departments at all stages of project development and implementation, including consultations for donor discussions, participation in project kick off and lessons learnt meetings, and drafting of donor reports or amendment requests
Partnerships
In close liaison with and under the supervision from the CRs/ROR:
· Contribute to identifying potential partnerships for providing operational and/or technical support for IMPACT programs
- Contribute to due diligence and vetting of partners in close liaison with IMPACT PIPD and partner’s FLAT departments.
· In coordination with HQ PIPD, facilitate or take part in discussions with implementing partners, including in relation to formalizing contractual modalities (due diligence and outline of contracts)
· Ensure partners have a clear understanding in terms of IMPACT policies, procedures, compliance, programmatic and financial reporting requirements
· Where relevant, review partner reporting regularly and flag any issues in a timely manner to RC, CR/ROR, Finance and partner focal points, and suggest potential solutions
- Where relevant, act as field point of contact for all formal/informal implementing partner communication
3. Monitoring and Evaluation
- Ensure a clear M&E framework for each ongoing project is developed based on project proposals, implementation plans, and donor reporting requirements (including contractual monitoring and evaluation indicators to be tracked as part of activities)
- Ensure M&E policies and procedures are implemented, maintained and tracked for reporting purposes
- Ensure that M&E findings are reflected and their recommendations are incorporated in future concept notes, proposals, donor reports and implementation plans
REQUIREMENTS
- Years of work experience 1- 2 years of relevant working experience in a similar position;
· Academic Excellent academic qualifications, including a Masters’ degree in a relevant discipline (e.g. International Relations, Political Sciences, Social Research, Economics, Development Studies);
- Knowledge and skills Proven experiencein positioning and fundraising, grants management and monitoring and evaluation;
- Familiarity aid system Familiarity with the humanitarian coordination system, and understanding of donor and governmental requirements required;
- Communication / reporting skills Excellent communication and drafting skills for effective reporting required;
- Software skills Proven knowledge of the Microsoft Office Suite, to include Word and PowerPoint;
- Multi-tasking skills Coordination, organisational and planning skills required, including ability to effectively meet deadlines, through an excellent ability to multi-task and prioritise;
- Level of independence A self-starter with a proven ability to work independently;
- Cross-cultural work environment Ability to operate in a cross-cultural environment requiring flexibility;
- Experience in geographical region Past experience in Asia-Pacific region is an asset;
- Language skills Fluency in English is required, competency in Asia-Pacific languages an asset;
Compensation and Benefits
· For this position, salary between 1’900 CHF and 2’040 CHF monthly (before income tax), etc as well as a monthly living allowance of 300 USD
NB – IMPACT salaries are strictly determined by our salary grid depending on the grade of the position and the level of education of staff. A location-dependent security and/or isolation adjustment is then applied as a recognition that some staff are required to work in difficult places where living and working conditions are much more difficult than elsewhere.
· Accommodation and food provided in a guesthouse.
· Enrolment in Swiss private pension fund (Swisslife – approx. 9.975% of staff gross salary), health insurance, life insurance and repatriation assistance
· Flight tickets every 6 months & visa fees covered (in-country travel costs and professional expenses are fully covered)
· Contribution to the luggage transportation: 50 kgs (+ luggage and personal property insurance)
· Annual leave of 36 days per year. Public holidays of the country of assignment. Family/compassionate leave when applicable.
· Predeparture induction – 3 days at IMPACT’s HQ in Geneva + one week pre-departure training in Acted HQ in Paris, including a 4-days in situ security training;
· IMPACT prioritizes the psychological safety of its staff and the health insurance provided covers, among others, up to 1000 € per year of psychosocial counselling fees