A key member of the implementation department, focusing on enhancing grant management and fulfilling donor and stakeholder expectations. Responsibilities include improving project cycle management, ensuring compliance in reporting and grant processes, managing project closures, and overseeing partnerships and stakeholder relationships.
Objective 1: Grant management for ongoing projects, including quality control and timely submission of reports
- Coordinate donor reporting processes to ensure quality and timely submission of reports: Update reporting schedules and ensure key staff in the mission and HQ are aware of it and respect the deadlines. In collaboration with relevant departments, staff and field offices and partners, gather information/inputs and ensure timely submission of high quality programmatic/technical and financial reporting in compliance with donor formats and requirements.
- In coordination with the Deputy Country Director and country teams, ensure high quality contract management to anticipate any possible risks, support the preparation of modification requests and other contractual documentation necessary and communicate with donors when required.
- In coordination with the Admin-Fin Coordinator, Logistics Coordinator and Compliance/supervision team, ensure audits reports and required supporting documents are in compliance with donor contractual requirements.
- Act as focal point for external communications with donors/stakeholders for all matters related to grant management and reporting, including communication and visibility products on implementation progress in coordination Deputy Country Director and mission team.
- Maintain the internal systems and tools updated (including GESPRA, reporting templates and calendars, etc.) and guide the Deputy Country Director and other project teams on grant management
- Support the project kick-off and project closing meetings to ensure knowledge of donor requirements and internal and external accountability.
- Ensure comprehensive donor summary guideline are created, regularly updated and available for use by the mission team. Develop briefing documents and support the development of relevant external communication tools for donor visits/meetings.
- Support in the identification, implementation, and follow-up of capacity building needs of implementation and technical teams, with emphasis on strengthening Heads of Project’s capacity in grant management, donor compliance.
- Review and capitalize recommendations and lessons learned to improve reporting and accountability to stakeholders, donors and beneficiary population
Objective 2: Partnership management
- Conduct due diligence process and prepare Memorandum of Understanding (MOU) in coordination with the other departments.
- Coordinate and develop partner capacity building plans with the different areas and implement these capacity building plans to strengthen donor compliance.
- Follow-up and ensure partners comply with donor requirements.
- Support mapping and identifying possible strategic partners in coordination with Manila and filed offices.
- Capitalize lessons leant on partnership management and feed into mission strategy.
- Ensure that partners’ contractual reports are reviewed, and internal feedback is compiled and sent to partners in a timely manner.
- Serve as an efficient communication-point for coordination of daily inputs of program, operations and finance support to the partners.
- Lead in organizing and conducting partner review meetings, ensuring inputs from program, finance and compliance staff are received and included, meeting minutes taken, filed, and disseminated to CD, mission teams, and partners.
- Support CD in organizing/managing donors visits
Objective 3: Support the identification, coordination, preparation, drafting and submission of quality and timely proposals/concept notes, following Action Against Hunger validation processes and considering donor guidelines.
- Support the Country Director in the strategy development by doing market analysis on donor trends and opportunities.
- In coordination with the Country Director, liaise with HQ staff (across the Action Against Hunger International network, including the Donor Relations Unit and Madrid HQ) on potential funding opportunities, as requested, including donor mapping and opportunities.
- Under the direction of the Deputy Country Director, and in consultation with the technical, logistics and admin-fin coordinators, gather inputs and relevant information to draft full proposals (including logical framework, technical description, budget, and other necessary annexes) or concept notes to be submitted to donors.
- Update proposal development schedules and ensure key staff in the mission and HQ are aware of it and respect the deadlines.
- Ensure and monitor the development of quality projects/program proposals in response to calls for proposals in accordance with donors' priorities and interests and in compliance with their frameworks (donors' own regulations, guidelines and languages), including the integration of cross-cutting approaches (gender, climate crisis/environment and protection) in accordance with Action Against Hunger policies.
- Support Senior management Team members in discussions /negotiations with donors/stakeholders and timely submission of feedback/information
- Available for emergency deployment and support field teams as needed and in coordination with Country Director and Deputy Country Director