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 Grants and Reporting Officer - Middle East
Code: SR-00-8887
Duty station: Amman or Rome (HQ)
Starting date: 21/08/2023
Contract duration: 12 months
Reporting to:Deputy Regional Director
Supervision of:Functional supervision of: Grants Control & Compliance Unit at the mission level
Dependents: Family duty station
General context of the project
Active in the Middle East since the early 2000s, INTERSOS has provided integrated humanitarian assistance in Iraq, Jordan, Lebanon and Yemen to protect the rights of crisis-affected populations while ensuring their access to essential goods and basic services such as health and education. In Syria, the organization began its work in the part of the territory controlled by the Syrian government in 2019, in the governorates of Hama, Idlib and Rural Damascus, in areas particularly affected by the fighting, destruction and displacement. INTERSOS is one of the partners of UNHCR, the European Union, the Italian Agency for Development Cooperation, and other institutional donors and private foundations.
The INTERSOS Regional Office, composed of a Director, a Deputy Director, Coordinators in charge of Finance, Human Resources and Logistics, a Finance Controller and the Grant and Reporting Officer, supports and controls the five country programmes (missions), providing in particular strategic leadership, technical supervision and control in Programmes and Grant Management, Human Resources, Finance and administration, logistics, security and risk management. The regional team collaborates daily with several Departments and Units of the headquarters: Programme (including Medical, Protection and emergency Units), Human Resources, Finance, Logistics, Communication, Grant, Security and Audit.
General purpose of the position
The Regional Grant and Reporting Officer (RGRO) is supervised by the Deputy Regional Director, the responsible person at the regional level for project development, reporting, and amendments. By delegation of the latter, the RGRO interacts with the Missions and the relevant Departments/Units at the Headquarter level.
The purpose of the position is to supervise/support the development and compliance of project proposals, reporting, ongoing project amendments, and partnership agreements.
Main responsibilities and tasks
The Regional Grant and Reporting Officer has the following responsibilities:
- Supporting the missions in drafting and formulating the project proposals package and project revisions, under the supervision and validation of the DRD, and coordinating the Regional Financial Coordinator and Regional Logistics Coordinator in this process.
- Supporting and controlling the internal consistency of donor reports produced by the missions of the Region, under the supervision of DRD and coordinating the Regional Financial Controller and Regional Logistics Coordinator in this process.
- Supporting the Deputy Regional Director and the Regional Director in designing, writing, and revising all types of internal and external reports, partnership agreements, communication, and advocacy materials.
- Functionally supervising the Mission Grants Managers/Officers 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:
- Participating in developing project proposals and revisions during the given period.
- Contributing to and supporting the implementation of the regional strategy, as a member of the Regional Office.
- Ensuring, under the supervision of the HQ Grants and Compliance Unit for strategic donors, that the donor guidelines are adequately understood within the team responsible for preparing the proposal by drawing up a summary sent to the missions.
- Ensuring that the formats used for project proposals comply with official donor formats and preparing internal tools as needed under the technical supervision of HQ Grants and Compliance Unit for strategic donors and in collaboration with the Regional Finance Coordinator and the Regional Logistics Coordinator.
- Coordinating 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, financial and logistics annexes, etc.) under the supervision of the Deputy Regional Director and with the contributions of the people concerned (Medical and Protection Units, HQ Grants and Compliance Unit, logistics, finance and HR), coordinating the Regional Finance and Logistics Coordinators for setting and following up internal deadlines, consolidation and validation of documents and submission to HQ Grants and Compliance Unit when applicable.
- Coordinating the Regional Finance Coordinator and the Logistics Coordinator in developing and consolidating all documents to be sent to donors and their consistency with program documents and 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 in the development of responses to donors as part of project development during the given period, in close coordination with the Financial Regional Coordinator and the support of the Grant Unit.
- Coordinating the logistics, HR, and financial teams in developing budgets for new project proposals and ongoing projects’ revisions to ensure their consistency with the program documents.
- Supporting and training missions’ teams on donors’ guidelines, specific requirements, and priorities, under the technical supervision of the HQ Grants and Compliance Unit for strategic donors, through structured formal training and on-the-job training, including during field visits.
- Ensuring compliance with donor contractual obligations and checking and control of the production of internal and external reports for ongoing projects.
- Being responsible for controlling the respect of the reporting schedule of the projects implemented in the missions of the Region.
- Controlling that the missions adequately address potential questions from donors on the reports submitted under the supervision of the Deputy Regional Director, coordinating the Financial Regional Controller and Regional Logistics Coordinator in this process.
- Receiving and Controlling INTERSOS Missions’ Project Appraisal Tool (PAT) on a monthly basis and checking the relevance and accuracy of this internal reporting, coordinating closely with the Regional Finance Coordinator and liaising with the Program Coordinator or mission Grants manager/officer. Alerting the Deputy Regional Director and Regional team in case of delays or essential challenges.
- Ensuring that the missions have collected and included all needed data for the preparation of reports as per donor and INTERSOS internal guidelines and that they are consistent among all report components, in coordination with concerned departments (HR, Logistics, Finance).
- Coordinating the Regional Finance Controller and Logistics Coordinator in developing all documents to be sent to donors for reporting purposes and ensuring their consistency. Ensuring, under the technical supervision of the HQ Grants and Compliance Unit for strategic donors, and in close coordination with the Regional Finance Controller, that the formats used for donor reporting comply with official forms 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.) under the technical supervision of HQ Grants and Control Unit for Strategic donors.
- Being responsible for the reporting deadlines set up in IMP before the signature of the grant agreement with donors and controlling, after the signature of the agreement, that reporting timeline is respected, under the technical supervision of HQ Grants and Compliance Unit for strategic donors.
- Being responsible for coordinating and finalizing the review of the reports on substance and form and ensuring the quality of writing, accuracy, internal consistency and consolidation of data, essential information on indicators, and required contractual obligations, under the supervision of the Deputy Regional Director, the technical supervision of HQ Grants and Compliance Uni for strategic donors and coordinating the Regional Finance Controller and the Logistics Coordinator in this process.
- Controlling the filing of reports with donors, the archiving of the latest versions, and acknowledgments of receipt in IMP.
Required profile and experience
Education
- Advanced university degree in Social Sciences, International Relations, NGO management, or equivalent work experience
Professional Experience
- Field working experience of at least three (3) years in managing humanitarian programmes with increasing responsibilities
Professional Requirements
- Good knowledge of the humanitarian sector
- Good command of the humanitarian project cycle management
- Strong computer literacy with a complete knowledge of MS Office
- Good knowledge of main humanitarian donors, with particular reference to DG ECHO, USAID, and UN agencies ways of working, guidelines, and compliance requirements
- Knowledge of the Italian Agency for Development Cooperation (AICS) is a plu
Languages
- Fluency in English and Italian
- Arabic is a plus
Personal Requirements
- Strong team spirit, comfortable in a multicultural environment
- Excellent analytical skills, observation, and analysis capacity
- Strategic thinking
- Attention to detail and structured way of approaching tasks
- Able to ensure quick quality delivery in stressful environments
How to apply
Interested candidates are invited to apply following the link below:
Please note that our application process is made of 3 quick steps: register (including your name, email, password and citizenship), 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 three references: two line managers and one HRreferent. Family members are to be excluded.
Only short-listed candidates will be contacted for the first interview.