In coordination with the SMT, MEAL, Program/ Project Managers and Technical Coordinators, timely support the design and development of new project proposals, high-quality reporting and regular grants' management activities in line with INTERSOS program goals, objectives and indicators and respecting donors' requirements.
Reporting to:
Hierarchical: Head of Program
Functional: Regional Grants and Reporting Officer
Tasks
Project design and development
- Support the Head of Programme on the drafting and updating of the donors mapping and donor’s strategy
- Support the Go No Go process through the analysis of donors call for proposals and its relevant elements
- In coordination with the SMT, Program Managers and Project Managers, support the design and development of new project proposals, ensuring that those are structured according to INTERSOS program goals and objectives and in line with donors’ template and requirements
- Regularly update mission Master Planning ensuring internal and external deadlines are respected and promptly communicated to relevant colleagues
- Regularly and/or ad hoc liaise with the Regional Office, specifically with the Regional Grant and Reporting Officer, to ensure project design meet donor’s guidelines and submission process respect the defined work-flow
- Under Head of Programme guidance, lead the internal coordination of the proposal writing process promoting clear division of roles, responsibilities, engagement of relevant departments and time frame
- Ensure the matching and consistency of the information and budget figures across proposals documents, including financial components
- Ensure final documents package prior to submission is complete, consistent and compliant to donor rules
- Promptly flag any challenge or delays to relevant colleagues at mission and regional level
Quality Reporting
- Under the supervision of the Head of Programme, promote periodic revision and harmonisation of templates and formats used for the monitoring, follow up and reporting of activities in coordination with program / project managers and technical coordinators
- Liaise with HQ Grant Unit and Regional Office to receive and keep abreast of donors’ templates and guidelines
- Regularly update mission Master Planning (Reporting Tracker) ensuring internal and external deadlines are followed as per Grant Agreements and promptly communicated to relevant colleagues at mission and regional level
- Under the supervision of the Head of Programme and in coordination with the Regional Office and HQ Grants and Compliance Unit, ensure the compilation, review and submission of timely, compliant and consistent reports in line with INTERSOS and donors’ requirements
- Ensure the matching and consistency of the information and budget figures across reporting documents (including program, finance and logistics components)
- Ensure correct storage of Reports and related annexes on INTERSOS Management Platform (IMP)
Grants Implementation Management
- Under the supervision of the Head of Programme and in coordination with the Program Managers prepare and conduct project kick-off (KO) meetings playing an active role within the revision of partner capacity assessments and grant agreements
- Promote, with the support of the Regional Grant and Reporting Officer, information sessions (also integrated in projects KO) on main donor guidelines, involving all the relevant departments (Program, MEAL, Finance, Logistics, HR and HQ Grants and Compliance Unit.)
- Support to field monitoring of performance indicators, conducting compliance spot checks on ongoing projects and programs partners (e.g. local partners)
- Conduct a periodical review of projects’ documentation ensuring the correct uploading and archiving on mission drive and on IMP.
- Support Head of Programme in the organisation and implementation of project review meetings and project closure meetings
- Ensure projects' amendment requests (where needed) are in line with donors procedures and regulations
- Support the analysis of data and the visualisation of program outputs for monitoring and reporting purposes through Google Data Studio and/ or other recommended tools, and report any deviation in terms of achievements/trends to the Head of Programme
- Ensure the Mission Communication Plan is updated regularly and support the Head of Programme and Head of Mission in drafting external products and liaising with HQ Communication Department
