INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.
Terms of reference
Job Title: Regional Grant and Reporting Officer - West Africa Region
Code: 00-5191
Duty station: HQ (Rome or Dakar) + 30% field missions
Starting date: 15/03/2023
Contract duration: 1 year - extendable
Reporting to: Deputy Regional Director
Dependents: according to the country of assignment
General context of the project
INTERSOS is a humanitarian organisation founded in 1992, working on the frontlines of crisis situations. In its countries of operation, INTERSOS intervenes to assist the most vulnerable populations affected by conflicts, extreme poverty, natural and manmade disasters in challenging and hard-to-reach areas, where the humanitarian needs continue to be the greatest and where the humanitarian presence is often weak. In such contexts, INTERSOS focuses on providing forcibly displaced populations and host communities with life-saving humanitarian assistance, in the areas of Protection, Health & Nutrition, as well as WASH and Shelter.
INTERSOS operations are guided by its Charter of Values and by the humanitarian principles of humanity, neutrality, impartiality, and independence. Every intervention is characterized by the centrality of the human being, the principle from which INTERSOS values descend. Specifically, INTERSOS is borderless, impartial, independent, sensitive to local cultures, attentive to local capacity, professional in solidarity, and transparent. INTERSOS also adheres to the Code of Conduct for the International Red Cross and Red Crescent Movement and NGOs in Disaster Relief.
INTERSOS Programmes Department consists of four Regional Offices based in Amman, Dakar, Nairobi and Rome. The Programmes Department also includes the Protection and Medical Units, which provide technical support to INTERSOS operations. As of December 2022, INTERSOS is operational in 23 countries.
The Grants Unit ensures timely support for the designing and development of new project proposals/reporting in adherence to donor's guidelines, and ensuring these are in line with INTERSOS’ Programmes objectives.
We recognize diversity as a core value for the Organisation, in line with its fundamental principles. INTERSOS is therefore committed to creating an inclusive workplace environment that promotes diversity, equality and inclusion. INTERSOS encourages applications from qualified candidates from diverse backgrounds, regardless of age, gender identity, race, ethnic background, sexual orientation, disability, ethnicity or nationality.
General purpose of the position
The Regional Grant and Reporting Officer (RGRO) is supervised by the Deputy Regional Director of the West Africa Region.
By delegation of the latter, the RGRO interacts with the Missions and the relevant Departments/Units at Headquarters level.
The purpose of the position is to supervise/support the development of project proposals, the ongoing projects’ amendments and the partnership agreements.
Main responsibilities and tasks
The Regional Grant and Reporting Officer has the following responsibilities:
- Supporting the missions in drafting and formulating project proposals package and project revisions, under the supervision and validation of the DRD, and coordinating closely with the Regional Financial Coordinator
- Supporting and controlling the revision of the substance and the form of donor reports produced by the missions of the Region, under the supervision of DRD and in close coordination with the Regional Financial Controller
- Supporting the Deputy Regional Director and the Regional Director for the design, writing and revision of all types of internal and external reports, partnership agreements, communication, and advocacy materials
- Ensuring a link with the Grants Officers or the Programme Coordinators of the missions and contributing to the formulation and proper implementation of the proposal, project revisions and reporting masterplans relating to the missions, in accordance with the donor schedules for the given period
The Regional Grant and Reporting Officer has for main tasks:
- Participation in the development of project proposals and revisions during the given period
- Contributing to and supporting the implementation of the regional strategy, as member of the Regional Office
- Ensuring, with the support of the Grant Unit, that the donor guidelines are properly understood within the team responsible for preparing the proposal by drawing up a summary which is sent to the missions
- Ensuring that the formats used for project proposals comply with official donor formats and prepares internal tools as needed with the support of Grant Unit and Regional Finance Coordinator
- Leading and supports the drafting of project proposals and related annexes, ongoing projects amendment requests, and preparation of all the documents intended for donors (Expression of Interest, HR and financial logistics appendices, etc.) under the supervision of the Deputy Regional Director and with the contributions of the people concerned (Medical and Protection Units, Grant Unit, logistics, finance and HR), coordinating particularly with the Regional Finance Coordinator for setting and following up internal deadlines, consolidation and validation of documents and submission to Grant Unit when applicable
- Coordinating, in close collaboration with the Regional Finance Coordinator and the Logistics Coordinator, the development and consolidation of all documents to be sent to donors and their consistency with other contractual documents
- Ensuring the follow-up of the project development under the direction of the Deputy Regional Director, in close coordination with the Regional Finance Coordinator, and in collaboration with the missions of the Region
- Participating to the development of responses to donors as part of project development during the given period, in close coordination with the Financial Regional Coordinator and with the support of the Grant Unit.
- In collaboration with the logistics, HR and financial teams at headquarters, coordinating closely, in particular, with the Regional Financial Coordinator, coordinating the development of budgets for new project proposals and ongoing projects’ revisions to ensure their consistency with the narrative parts
- Supporting and training missions’ teams on donors’ guidelines, specific requirements and priorities, with the support of the Grant Unit through structured formal trainings and on the job training, including during field visits
- Supporting the compliance with donor contractual obligations and check and control of the production of internal and external narrative reports for ongoing projects over the given period
- Responsible for controlling the respect of the reporting schedule of the programs implemented in the missions of the Region during the given period
- Controlling that the missions address properly potential questions from donors on the reports submitted under the supervision of the Deputy Regional Director, coordinating with the Financial Regional Controller
- Receiving and Controlling INTERSOS Missions’ Project Appraisal Tool (PAT) on monthly basis and check relevance and accuracy of this internal reporting, coordinating closely with the Regional Finance Coordinator and liaising with the Program Coordinator or Grant position of the mission. Alerting the Deputy Regional Director and Regional team in case of delays or important challenges
- Controlling that the missions have collected and included all needed data for the preparation of reports as per donor and INTERSOS internal guidelines, with the support of HQ concerned departments (HR, Logistics, Finance and Grant Unit), under the supervision of the Deputy Regional Director
- Coordinating, in close collaboration with the Regional Finance Controller and Logistics Coordinator, the development of all documents to be sent to donors for reporting purposes and their consistency with other contractual documents
- Ensuring, along with or supported by the Grant Unit, and in close coordination with the Regional Financial Controller that the formats used for donor reporting comply with official formats and donor regulations
- Supporting missions’ teams in internal and external reporting for specific donors, including during field visits
- Ensuring that the missions and headquarters teams have the final versions of the proposals, donor reports and contracts (mission / headquarters, headquarters / mission email transmission, archiving on the IMP at headquarters etc.) for the missions of which he / she is concerned
- Responsible of the reporting deadlines set up in IMP before signature of grant agreement with donors and controlling, after signature of the agreement, that reporting timeline is respected
- Responsible for coordinating and finalizing the review of the reports on substance and form and ensures the accuracy, consistency and consolidation of data, essential information on indicators and required contractual obligations, quality of writing under the supervision of the Deputy Regional Director and in coordination with the Regional Finance Controller and the Logistics Coordinator
- Controling the filing of reports with donors, the archiving of the latest versions and acknowledgments of receipt during the given period in IMP
Required profile and experience
Education
Advanced university degree in Social Sciences, International Relations, NGO management, or equivalent work experience
Professional Experience
At least 3 years of field working experience in managing humanitarian programmes with increasing responsibilities
Professional Requirements
- Good knowledge of the humanitarian environment;
- Knowledge of the project cycle management;
- Strong computer literacy with a full knowledge of MS Office;
- Knowledge of the main humanitarian donors, with particular reference to DG ECHO, USAID and UN agencies ways of working.
Languages
English and French mandatory
Personal Requirements
- Strong team spirit, comfortable in a multi-cultural environment
- Excellent analytical skills, observation and analysis capacity
- Strategic thinking
- Attention to detail and structured way of approaching tasks (very organized)
- Ability to plan ahead and output oriented (pro-active)
- Able to ensure quick quality delivery in stressful environment (stress-resilient)
- Ability to adhere to deadlines and respect line management
- Very strong interpersonal skills: strong communication and diplomatic skills
- Practical and problem-solver
- Ability to deal with heavy work pressure
- Applicants from the region are especially encouraged to apply.
How to apply
Interested candidates are invited to apply following the link below: https://www.intersos.org/posizioni-aperte/italia/#intersosorg-vacancies-italy/vacancy-details/63cff025886e720011b3c8e8/
Please note that our application process is made of 3 quick steps: register (including your name, email, password, citizenship and Skype address), sign-up and apply by attaching your CV in PDF format. Through the platform, candidates will be able to track their applications’ history with INTERSOS.
Please also mention the name, position and contact details of at least two references, including the line manager during your last job. Family members are to be excluded.
Only short-listed candidates will be contacted for the first interview.