Grants and Reporting Coordinator, Moldova

Contract Length: 1 year

Base: Chisinau

Line Manager: Head of Programmes

About the Moldova Programme of People in Need:

People in Need (PIN) has been working in Moldova since 2003, providing development support to the local population in three focus areas: agriculture and economy, social protection and inclusion, and civil society empowerment and engagement. Since the conflict in Ukraine escalated in February and brought the consequent displacement into neighboring countries, PIN has been providing humanitarian assistance focusing on protection and cash transfers to host population. PIN has been implementing large scale multipurpose cash intervention reaching up to 40,000 people prior to the refugee influx and scaled up to extend the support to vulnerable families hosting refugees. Protection assistance focuses on psycho-social support for refugees and hosting population and support local civil society organizations who are working with refugees. PIN emergency programme portfolio in Moldova is currently funded by DG ECHO, WFP and PIN Public Appeal collection.

About the role:

The GRANTS AND REPORTING COORDINATOR supports the Country Programme in Moldova in grants management, fundraising, communication and coordination with the Czech Embassy, the Czech Development Agency (CzDA) and in the reporting and relations with the European Delegation and other potential donors (USAID BHA, US BPRM, Swiss Cooperation, etc.). Other tasks include supporting visits of Czech experts or study visits to the Czech Republic and support to Grants and Communication department. This position should prepare the GRANTS AND REPORTING COORDINATOR for future work in any Relief and Development Department (RDD) positions at either a country programmes or at HQ. Therefore, the GRANTS AND REPORTING COORDINATOR’s line manager will ensure the capacity development is followed throughout the period of deployment. Reporting Relations & Interdependencies with Other Function.

The GRANTS AND REPORTING COORDINATOR’s line manager is: the Head of programmes. The GRANTS AND REPORTING COORDINATOR works in close cooperation with the senior CP management HoP/CD and HQ departments.

As a member of the Country Programme (CP), the Grants and Reporting Coordinator will be supporting the Grants and Reporting Manager (GRM) on grants healthiness review and oversight, particularly on compliance and donors’ communications. The Grants and Reporting Coordinator may also act as a secondary focal point for external liaison, including representing PIN vis-à-vis donors and in other coordination forums (cluster, working groups, etc).

Main Duties & Responsibilities:

Administration

• General support, giving directions and advice to all staff as requested and as time / workload permits
• Compilation of documents
• Internal coordination of meetings, events under the supervision of line manager
• Engages with HR and line manager in following the Capacity development plan associated with the position and provides reports on progress Grants management
• Contributes to project proposal development by supporting the coordination lead by the Grants Officer or Head of Programmes
• Updates the grants management tool and links with other departments (Finance, MEAL, etc.) − Proofreads and compiles intermediate and final donor reports to prepare them for final revision by GO
• Maintains an internal tracking database of her/his assigned donor/s reporting timelines, and coordinate with the head of programmes, program Managers, project managers and the MEAL team and programme teams to ensure that appropriate data collection and compilation take place on schedule.

Donor mapping and funding strategy

• Update the donor mapping and funding strategy, keeping abreast of funding trends and donors‘ strategies, paying special attention to diversifying the funding portfolio with new donors in development and human rights sectors (and others as relevant in view of PIN’s programme strategy); timely inform the management staff of opportunities or strategic trends;
• In close cooperation with the line manager, actively engage with programs in donors visit to establish and nurture relationships and promote PIN’s work in its strategic domains; document such efforts and donor intelligence as required; − Liaise with HQ funding advisors to increase knowledge of donors and proactive fundraising in the country mission;
• Continuously seek and keep informed of new funding opportunities (both arising and anticipated), and lead funding opportunity review meetings to decide on Go/No-No on such opportunities. Programme Management Project Preparatory Phase
• provides support during the preparation of a concept notes and with project proposal process; − helps with proofreading and translations of the project proposals and budgets
• helps with data entry and other related project administration tasks; Implementation Phase
• administratively supports monitoring of the implementation and interim reporting − support administration of project documentations in ELO and Navision (IRPs)
• helps with proofreading and translations of project documents during project implementation;
• supports organisation of CP visits – meeting arrangements, exposure trips; advises visitors on free time options − supports visits of Czech experts or study visits to the Czech Republic Post-Project Phase − when projects are funded from Czech sources (e.g. Czech Ministry of Foreign Affairs, public collections, etc.), helps the GO or CP senior management to coordinate and finalize all documentation for Czech donors;
• helps with proofreading and translation of reports and budgets and makes sure they are properly approved by the RDD management and formally correct;
• helps with related administrative tasks;

Proposal writing

Provides dedicated support to the development of concept notes, proposals, proposal modifications and situation analyses – coordinating the development process with all relevant departments, including designing logical frameworks, setting realistic and measurable targets, and developing narrative proposals & budgets.

Proactively supports in monitoring potential new funding opportunities for PIN in Moldavia through relevant open sources (donor websites, humanitarian assistance portals), clusters, and bilateral consultation and scoping with existing and potential donors.

Ensures comprehensive grant files and donor guidelines and resources are maintained up to date and are available for use, coordinate with assigned HQ desk colleagues on this and other agendas

Reporting

Ensures that all reports are in-line with the assigned donor/s requirements in terms of structure and content, including with regards to mainstreaming issues, including protection, gender, do no harm and conflict sensitivity. Also, ensure that relevant staff are provided with timely information and materials – including guidelines, templates and examples – in order to develop quality reporting contributions

Ensures regular reporting updates and oversees compliance guidelines for key donors outlining requirements for programme implementation, procurement and distribution, information collection, and storage and with respect to key project’s requirements and expected deliverables.

Acts as a main focal point for selected donors and grant contracts, in external representation as well as internal coordination with program and support teams in terms of program development and reporting.

Ensures that standardized reporting formats are in place and utilized by all staff for weekly, biweekly, monthly reports.

Prepares documents and collects information from relevant finance and programme teams in order to facilitate regular project review meetings. Utilize standardized tools for project reviews, eg. Internal Project Report (IPR).

Supports the MEAL department by following up with AMs on comments and feedback received through monitoring surveys and the complaints response mechanism to ensure that timely action and responses are taken as necessary.

Requirements:

• At least 3-years’ experience of working within a humanitarian and/or development organization;
• Knowledge of MEAL and reporting mechanisms;
• At least 2-years grants development work experience;
• Demonstrated experience in leading the coordination of successful large-scale project proposals to key institutional donors, such as FCDO, ECHO,BHA, GAC, CZDA among others. Development donors experience is also relevant.
• Demonstrated experience in leading interim and final reporting to the core donors outlined above;
• Strong grasp of all stages of program cycle management and quality standards in humanitarian programming;
• Experience working in complex and volatile contexts (familiarity with the humanitarian context in Moldavia is an advantage);
• Strong organizational, critical analysis, and problem-solving skills;
• Excellent communication skills, including fluent spoken and written English, including exceptional report writing and editing skills.

What PIN offers:

• Working environment in a well-established and continuously growing humanitarian organization in a challenging context;
• Salary and benefits according to PIN salary scale and HR policies; expected salary 2200-2400 EUR super gross (based on experience)
• Monthly subsistence allowance 1350 EUR;
• Accommodation/housing allowance;
• 25 days of holiday per year
• 10 sick days
• Travel health insurance;
• Reimbursement of travel expenses with travel to the country of residence once every 6 months of work;
• Reimbursement of costs of visas and vaccinations; assistance with the visa application procedure;
• Reimbursement of the medical check-up before and after the deployment;
• Free 24/7 medical helpdesk and psychological consultation available online;