About the role
This is a 18 month, role with unaccompanied terms based in Port of Prince, with 50% of the time scheduled and spent in the programme area. This is a grade 3 with a pro rata salary from 39 911 € to 44 346 € and benefits.
You will report to the Programme Director (PD), and work closely with the Programme Managers (PM) and project teams. You will work with HQ Desk Officer (DO) and ensure effective coordination with HQ Technical Advisors in reporting and proposal development. You will also liaise closely with local partners on proposals and grant-related matters, ensuring efficient information flow.
We would like you to start as soon as possible. This is a new role.
This role contributes to ensuring quality programming through effective grant management including programme development, proposal writing and grant management processes, ensuring compliance to internal and donor requirements and supporting and building team capacity on the same. This role supports the continued growth of the country programme grants portfolio and effective management of the overall grant cycle from program design till closeout. You will be responsible for maintaining up-to-date records for each grant both in the in-country grant filing system and online Grant Management System (GMS), and will work in close collaboration with the MEAL team and Programme Managers (PMs) to produce high quality donor reporting and ensure strong compliance with donor requirements.
You will be responsible for
1. Grants Management
· Oversee Concern Haiti’s grants portfolio, keeping respective managers and colleagues informed and update on donor policies and compliance requirements.
· Maintain the country grants matrix: update and share regularly with the Country Management Team (CMT), respective PM and Desk Officer (DO), and lead on ensuring timely, accurate and quality reporting to donors.
· Liaising with the respective PM, set up and facilitate timely grant opening and closure meetings, ensuring the participation of programme and systems staff, and partners as relevant.
· Liaising with the PMs, Systems Director, Finance team, assist in ensuring strict compliance with donor and internal finance/logistics guidelines. Actively support managers on this, including coordination training/orientation sessions as necessary to the project team and partners.
- Keep up to date with relevant donor regulations and provide proposal development teams and PMs with correct proposal and reporting templates, and guidance on donor policies and compliance requirements, as well as support with the drafting of relevant sections as necessary.
- Collaborate with programme teams to ensure contractual visibility and communications requirements of the different donors are met.
- Participate in project review meetings to keep abreast of progress against contractual deliverables including outputs, outcomes and deliverables.
- Organize quarterly grant review meetings with the CMT, involving program and program support teams, to review progress against each grant and agree on follow up action
· Review reports and proposals to ensure high quality of content and formatting, liaise with the DO and Technical Advisors for inputs and ensure comments taken on board. Support with drafting of sections as required.
· Support the MEAL team in scheduling and planning surveys and evaluations, and ensure inclusion of appropriate outcomes and indicators in programme log frames.
· In coordination with the CD and PD, represent Concern at donor, consortia and other meetings as required/requested. Document and share information arising with CD, PD, PMs and relevant colleagues.
· Liaising with the PD, coordinate the review and development of consortium contracts, and liaising with the national Partnership and Protection Technical Advisor, coordinate the drafting of local partner contracts. **
Programme Development and Funding:
· In collaboration with the CD and PD, research in country donor intelligence in order to understand their mission, policies, strategies, procedures and priorities, and actively identify and keep abreast of funding opportunities and key donor priorities and approaches to support programme growth in line with Concern Haiti’s Strategic Plan.
· Providing and regularly updating the CD and PD of current donor trends, priorities for investment and of potential calls, as well as on networking opportunities to learn about/engage with new opportunities/priorities for the country programme.
· In collaboration with the CD and PD update Concern Haiti’s Funding Strategy.
· Arrange and facilitate proposal design/programme development meetings, ensuring participation of relevant colleagues from across the different sub-teams, and consortia partners as necessary.
· Work with the programme and finance teams to develop cohesive, quality concept notes and proposals, ensuring internal and external deadlines met and technical expertise/knowledge incorporated.
· Actively promote meaningful community participation and consultation at all stages of the project management cycle (planning, implementation, M&E).
· Working with the Technical Programme Coordinator, support programme teams to effectively mainstream cross-cutting issues and quality standards including Core Humanitarian Standards
Information and Communications Management
· Maintain folders, on GMS, Shared Drive and Sharepoint, of key organisational information required for proposals, and of all prior proposals submitted, for staff induction, learning and future reference purposes (with HQ Desk Officer support) i.e. grant and programme documents are uploaded in GMS and accessible to colleagues in all Haiti offices, including oversight of the GMS for Haiti.
· In coordination with the PD and PMs, ensure the collection and proactive use of project participant case studies, photos, field reports and other information to demonstrate effectively to different audiences the achievements (and challenges) of programmes implemented.
· In coordination with the CD, PD and PMs, ensure production of quarterly (or as agreed) Programme Updates, Briefing Papers and information packs for distributions to donors, working groups and external stakeholders’ i.e. production of documentation and success stories of current programmes that would be of interest to them/linked to their strategy.
· Liaising with the CD and PD contribute to the Country Programme Annual Report and/or compile internal/external updates/reports as requested.
Support the documentation of key Country level internal meetings and workshops with clear and concise minutes and action points
· With support of relevant project teams, review materials to ensure quality and adherence to the Concern Code of Conduct and other guidelines, and liaise with CD, PD, Managers and DO for correct level sign off.
In line with Concern’s commitments under the Core Humanitarian Standard (CHS):
· actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E);
· work with relevant colleagues to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed;
· work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities
· Support identification of needs for capacity building within individuals and teams, source opportunities and, where relevant, directly lead training to build capacities in report writing, proposal development, documentation, case studies, and other relevant topics as agreed with the PD and respective PMs.
· In liaison with the PD, respective PMs and the Partnership and Protection Technical Advisor provide report writing and grant management support and training to local partners.
As a member of Concern's program team, proactively provide high quality resourcing services and support effectively and to the organization's staff. Including, but not limited to:
· Actively participate in team planning and other meetings, working to define common goals and objectives and working to ensure they are successfully met.
· Work proactively and timely with other teams, departments, programs to ensure best practices in administration and logistics is heard, captured, promoted and disseminated.
· Support colleagues to ensure proactive and timely support is provided to the entire organization.
· Activating a culture of friendly collaborative work within the team, actively sharing information and knowledge to contribute to effective support for the rest of the organization.
· As a member of the Concern program team, work collaboratively with other teams, departments, programs to ensure best practices in administration and logistics are heard, captured, promoted and disseminated.
· Demonstrate attitudes, values and actions that are in line with the principles of equality, equity and inclusion, and promote a work culture in the office as well as in the communities that fosters respect for others, inclusion and diversity, and the transformation of gender norms; Demonstrate attitudes, values and actions that are in line with the CoC and related policies.
· Any other tasks related to his/her duties that may be requested by his/her supervisor.
Your skills and experience will include:
· Minimum of a Bachelor's degree in international development, project management or related discipline.
· At least four years INGO experience, including at least two years working in a grants role and/or program management with partners and/or in consortia.
· Familiarity with key humanitarian and development donors, and their specific reporting and compliance requirements (e.g. USAID/BHA, World Bank, Irish Aid, UN, EU, ECHO etc.).
· Significant experience of proposal development and familiarity with proposal and reporting formats, including budget management and participatory planning, monitoring, evaluation, accountability and learning methods.
· Ability to thrive and act independently in a high-pressured, results-focused, dynamic environment.
· Strong attention to detail in reviewing and inputting into reports, proposals and other documents, including budget development and expenditure tracking.
· Experience identifying and documenting lessons learned, developing quality case studies and/or other communication resources for different audiences and other communication resources for different audiences.
· Highly organized, with experience developing work plans and tracking tools.
· Strong computer skills, especially Microsoft Office, Excel and PowerPoint.
· Good networking, interpersonal and presentation skills, ideally in multicultural settings, with colleagues/partners at different levels.
· Strong capacity building skills, and the ability to work with culturally diverse groups of people
· Fluency in French and in English, including strong written and oral communication and interpersonal skills, and the ability to interact productively with partners and stakeholders (donors, technical departments, and institutions); excellent demonstrated ability to write reports and proposals
· Ability to organize, plan effectively, work under pressure and often meet strict deadlines
· Ability to work independently and manage a heavy work flow.
· Empathy for the goals of the organization.
We would also like:
· Working with partners and/or in consortia
· Experience at researching and producing learning papers an advantage
· Experience in working in insecure environments
· You to be culturally sensitive and empathic to others
· You to be able to work under pressure and to strict deadlines;
· You to have a sense of humour
· A ‘can do’ attitude
· You to have relevant computer software skills, including at a minimum, MS Office, etc.
- Familiarity with the Core Humanitarian Standard and its application.
All applications should be submitted through our website at https://jobs.concern.net by closing date. CV’s should be no more than 4 pages in length.
All candidates who are short-listed for a first round interview will be notified via email after the application deadline.
Concern is an equal opportunity employer and welcome applications from all section of the community.
Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies.
Your Personal Data
During this job application, you will provide Concern with your personal data. Concern takes its responsibilities towards this personal data very seriously and is committed to complying with all relevant data protection legislation.
Concern receives a substantial amount of funding from external donors each year. Increasingly donors are introducing requirements whereby future funding is conditional on ensuring that the name of any employee or volunteer (existing or new), does not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List).
Any offer of employment (either paid or voluntary) with Concern Worldwide will only be made following a successful clearance check being conducted on the applicant and such checks may be updated periodically during the course of the period of employment.
By submitting a formal application for paid or voluntary employment to Concern, you agree to Concern carrying out a clearance check as outlined above and that Concern will not proceed to recruit you should your name appear on any of the aforementioned lists**
In certain circumstances, donors may request that personal data relating to employees to work on the activities that they fund be provided directly to them - so that they can perform their own counter terrorism checks. This may involve transferring some basic personal data outside the EEA. It will be a condition of your employment contract that Concern be allowed to share this information with institutional donors for these purposes.
For additional information please consult our web site or contact the Human Resource Division in our Head Office.
You have certain rights under data protection legislation. For more information on how to exercise those rights please visit www.concern.net/about/privacy
Please only apply for this position if you are satisfied with the proposed processing of your personal data as outlined above.
Concern Worldwide is an Irish-based non-governmental, international, humanitarian organisation dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries.