Grants & Reporting Officer
About Mercy Corps
Mercy Corps is a leading global organization powered by the belief that a better world is possible.
In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions
into action — helping people triumph over adversity and build stronger communities from within.
Now, and for the future.
Program / Department Summary
Mercy Corps seeks to alleviate suffering, poverty and oppression around the world and has worked in the Middle East since the 1980s and currently has offices in Yemen, Lebanon, Palestine, Jordan, Syria, Iraq Egypt and Turkey, In response to acute and increasing humanitarian needs in Yemen, Mercy Corps opened its office in Yemen in 2010. Primary program interventions include water, sanitation and hygiene; food security and nutrition; and livelihood support. Mercy Corps also develops value chains within the agriculture sector. Strategies to enhance the resilience of communities to the harsh environmental and social conditions in the country cut across the portfolio. The country program works to pivot its programming in response to exacerbated humanitarian need following from the airstrikes on Yemen which began in March 2015.
General Position Summary
The Grants and Reporting Officer will be the main focal person for all Mercy Corps Yemen efforts relating to reporting, proposal development, communications, and grant management compliance. He/ She will work closely with MEL Manager and Technical Advisors to research and consolidate program information such as needs assessments, baseline information, success stories and end line studies. He /She will also be the focal person for consolidating Concept Notes and proposals and ensuring that necessary internal approvals are granted and the budget and narrative requirements are met. The Grants and Reporting Specialist will also lead in developing grants compliance requirements for each donor and communicate to program teams. S/he will also serve as the focal point to ensure compliance with Mercy Corps internal systems of PM@MC. The Grants and Reporting Specialist will work under the direct supervision of Deputy Country Director. S/he will have working relationships with MEL Manager, Technical Advisors, Program Managers, Finance, Security and all other field departments in coordinating all grants/reporting-related tasks.
Essential Job Responsibilities
REPORTING AND GRANTS MANAGEMENT
- Lead in the production of internal reports, including 3Is and RTW, ensuring timely inputs from program, finance and operations teams
- Develop a thorough understanding of relevant Mercy Corps Internal and donor policies, regulations and procedures and train other Country teams.
- Lead the consolidation and submission of all donor reports for Mercy Corps Yemen programs with input from MEL Manager, Technical Advisors, program managers and desk officers at MC HQs.
- Support coordination and documentation of all Program Kick-off and Close-out meetings, track action points for follow-up and record/document all lessons learned.
- Work with Programs, Finance and Operations staff to facilitate monthly program reviews meetings and ensure tracking and implementation of action points.
- Lead Program and Operations staff receive training on proposal development, report writing, grant management and information management.
- Ensure that filing structure meets minimum PM@MC standards and folders are populated and archived accordingly. This includes ensuring that all donor contractual documents, reports, key correspondence etc. are appropriately filed in up-to-date soft and hard copies.
- Lead on the development of concept notes and funding proposals (including budgets), coordinating the process with all Yemen departments under the guidance of the Deputy Country Director.
- Work closely with Regional Program Teams at MC HQ to keep donor, grant and information tracking databases up to date with most current proposals, concept notes, partnership agreements and reports.
- Ensure proposals are developed in coordination and consultation with program technical managers, finance and operations teams (including logistics) and that necessary support is adequately budgeted.
- Manage the New Business Strategy for the country, update based on staff consultations, and develop concept notes for expanded programming
REPRESENTATION AND COORDINATION
- Act as day-to-day representative of Mercy Corps to organizations on program development matters, including attending key internal and external meetings, as needed,
- Represent Mercy Corps in inter agency coordination meetings and with donors as assigned by the Deputy Country Director
- Develop the capacity of the team, deepen understanding of their roles and assist with career development.
- Assist team members with information, tools and resources to improve performance & reach objectives.
- Train national staff to improve quality of reporting and documentation practices.
- Promote accountability, communicate expectations and provide constructive feedback informally and formally via regular one on ones and performance reviews.
- Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
- Manage the Grants and Communications Officer.
- Hire, orient and lead team members as necessary.
- Manage Mercy Corps Yemen's workplace presence
- Collaborate with the Regional Communications Advisor to develop internal communication products and success stories
- Manage and implement the country's communications strategy.
- Act as the primary focal point with the desk teams in Portland and Edinburgh to act in response to donor priorities and adhere to specific requirements and deadlines.
- As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.
ACCOUNTABILITY TO BENEFICIARIES
- Mercy Corps team members are expected to support all efforts toward accountability, specifically
to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.
Grants & Communications Officer
Reports Directly To: Deputy Country Director
Works Directly With: Program Managers and Teams, MEL Manager and Teams, Country Finance and Operations Teams, Regional and HQ Programme Officers
Knowledge and Experience
- Masters Degree in relevant field (government affairs, political science, international relations, etc.
- At least 5 years' experience in managing multi sectoral and multi donor funded grants including leading in proposal development and donor reporting in emergency/post conflict environment.
- Prior experience and knowledge of USG (USAID OFDA/FFP), DFID, EU, ECHO and UN OCHA grant management including regulations, procedures and requirements.
- Familiarity with key International Humanitarian Standards and Partnerships such as Sphere Project, Core Humanitarian Standards, Humanitarian Accountability and Partnership, ALNAP and IASC.
- Experience with high level advocacy to institutional donors, corporate/foundation partners.
- Fluency in written and spoken English required.
- Strong communications skills with exceptional ability to articulate complex issues in a clear comprehensible manner to a wide variety of stakeholders
- Excellent writing skills, ability to deliver high quality reports with short deadlines
- Excellent Computer Skills
- Ability to work in a multi-cultural environment
- Ability to work under immense pressure, ability to multi-task and juggle several tasks and relationships at one time
- Excellent communication skills, experience in representing an organization
The successful candidate will have an ability to work independently, take initiative in tasks and self-learning, and be proactive in communications and development of professional relationships. S/he will be able to work closely with a diverse team of individuals in a highly intense and fluid work and security environment with demonstrated sensitivity to the people and issues in the country. Strict adherence to Mercy Corps security policies and procedure. Capacity to spark innovative and entrepreneurial approaches to programming and inspire groups to collaborate closely to design impactful high-quality programs. Desire and ability to learn and grown, both personally and professionally.
Living Conditions / Environmental Conditions
This is an unaccompanied position based in Sana'a, Yemen, and eligible for hardship and R&R breaks. Housing is in group housing. Security conditions in the country are variable, with a range of violence and insecurity, requiring close monitoring and vigilance. Conflict and corruption have also badly damaged the country's infrastructure. Air travel is necessary to get from one end of the country to the other, though the road network is good, the security situation often precludes travel by road. There is a landline telephone system, a somewhat reliable cellular phone system and internet is available in the residences and offices. Candidates must be able to work in an environment with energy, transportation and communication challenges. The position will require travel to the field sites in Mercy Corps Yemen's operational areas up to 50% of the time including travel to some locations that may be insecure or austere.
Mercy Corps team members represent the agency both during and outside of work hours and as such staff are expected to conduct themselves in a professional manner and respect local laws, customs and Mercy Corps policies, procedures, and values at all times and in all in-country venues.