Projects Coordinator (National)

Job Purpose:

Projects Coordinator will facilitate Programme development and resource acquisition for development and resilience programming and emergency response, with high standards of appropriateness, timeliness, and effectiveness. The purpose of this position is to lead the design process of multi-regional, full proposals and concept papers, lead proposal development for grants and provide the final review of all proposals and concept notes prior developed by the team of Projects Managers before submission to donors and HRO support offices. The Programme Coordinator will lead the team Projects Managers and ensures that progress on grants is communicated timely with key stakeholders and donor visits are strategic, well timed and smoothly executed and managed.

Key Responsibilities:

Strategy Development:
• Contribute to the development and implementation of HRO Resource Acquisition and Management Team strategies.
• Contribute to the development of External Engagement and Resource Acquisition strategies.
• Assist in the development of support office and donor specific strategies that articulate support office and donor strategic intent and funding targets, sectors and geographic preference.
• Develop and manage the proposal development calendar for HRO and coordinate timely and strategic response to proposal opportunities.
• Develop a reporting calendar of all projects including reporting to the region on resource acquisition progress.

External Engagement:
• Represent HRO at national (Turkey) level coordination meetings with donors, stakeholders, INGOs, local organizations, and government officials. Provide updates on projects at coordination meetings. Provide key stakeholders within HRO and Support Offices with updates of meeting outcomes and stakeholder priorities.
• Develop and maintain solid working relationships with major (government/private) donors including ECHO, EU, USAID, OFDA, UNHCR, UNICEF, UNDP, DFATD, DFAT, DFID, Irish Aid, FAO, and HRO Support Offices, including hosting visits, responding to communication, and ensuring that support office and donor requirements are met.
• Maintain HRO master list of stakeholder contact information.
• Assist the Executive Director to coordinate HRO donor visits.
Resource Acquisition:
Pre-proposal/opportunity tracking:
Activities include but are not limited to the following:
• Lead the proposal development, design and grant acquisition.
• Assist the Executive Director in research and trend analysis to ensure that HRO is proactive rather than reactive in its fundraising strategies and donor engagement.
• Present funding ideas and concepts to appropriate stakeholders and donors.
• Gather and share intelligence for individual sector opportunities; a) develop key understanding of sector strategies by donor, b) follow up on specific sectoral procurement opportunities.
• Identify potential partners, and play a lead role in the negotiation of teaming agreements;
• Assess level of risks associated with opportunity and ensure sufficient alignment with all relevant HRO strategies and use information to make decisions whether or not to pursue specific opportunities.
• Engage and pre-position HRO with NGOs and institutional donors to develop consortia.
• Contribute to the external partner mapping exercise and ensure that results are incorporated into Resource Acquisition and Management Team strategy.

Proposal Development:
• Serve as proposal lead as assigned or support designated proposal manager, ensuring support/engagement of technical sector specialists, grant finance officer, and other key departments in project design.
• Prepare/write grant concept papers, proposals, budgets, and reports for HRO’s partnership and major donors.
• Participate in project design, implementation, and evaluation in collaboration with the sector heads, operations team and monitoring & Evaluation department.
• Work with HRO M&E Team to ensure that a monitoring and evaluation system is included in grant proposals. Assist M&E as needed in setting up reporting templates and processes for developing a detailed implementation plan.
• Ensure incorporation of internal and international humanitarian standards into all project design in collaboration with sector leads and M&E department.
• Lead HRO contributions on joint initiatives with partners. When necessary, lead HRO efforts in forming consortia.
• Work closely with the finance department, M&E, sector teams, human resources, supply chain and all relevant departments on all proposal budgets.
• Facilitate and share lessons learned in the proposal development process.

Post-submission:
• Follow up with donor(s) and partner(s) as necessary. For awarded grants, ensure complete, smooth transition to project managers, which includes actively supporting the grant start-up process. If proposal is denied, ensure debrief from
• donor and disseminate lessons learned to all relevant parties.
• Assist the HRO People & Culture department by clearly communicating the project staffing/consulting needs after submitting a proposal.

Grant Management:
Grant Start-Up
• Responsibilities include, but are not limited to:
• Ensure Projects Managers develop guidelines for grant start-up workshops.
• Ensure Projects Managers coordinate grant start-up with Support Offices, partners, and other key stakeholders.
• Ensure Projects Managers assist the Operations Team in start-up workshop and any required training (e.g., donor requirements).
• Ensure Projects Managers communicate outcomes of grant start-up to the donor and internal stakeholders.
• Ensure all involved staff have copies of approved program design (narrative, log-frame, monitoring and evaluation plan, budget) and grant agreement and that they understand donor regulations, reporting and other requirements.

Grant Implementation
• On-going grant implementation support includes, but is not limited to:
• Support Projects Managers to ensure timely submission of high-quality reports to donors.
• Ensure Projects Managers provide regular, positive, and productive communication with respective donor representatives, the field, and partners regarding the implementation of program activities.
• Ensure Projects Managers monitor grant implementation and resource/fund utilization rates in conjunction with the Grants Managers.
• Ensure Projects Managers coordinate and/or submit grant amendments.

Grant Close-Out
Support Projects Managers in the close-out process of grants (includes final reports, asset disposal).

Qualifications and Work Experience:

• Must have a Bachelor’s (Preferred Master’s) degree or equivalent in relevant fields of study such as International Development, Political Science/International Relations, Economics, Sociology, Psychological counseling, Health or another related field.
• Leadership experience in program design and development, funding acquisition, program monitoring and evaluation, information management, capacity building, and compliance.
• Should have a clear understanding of the working of the major HRO partners (IOM, WHO, OCHA, GIZ, EU, USAID, and DFID, etc.), their requirements, and standards.
• Strong background in capacity building and staff development.
• Good understanding of key areas under MHPSS (and its sub-programs).
• Good understanding of the humanitarian and country context and good context analysis skills.
• At least 2 years of experience working in a program management position in humanitarian and/or development organizations.
• Demonstrable experience in Health, MHPSS.
• Good knowledge of INGOs and donor agencies, procedures, guidelines, and interventions in the country

Required competencies (skills / knowledge / capabilities):

• Computer knowledge including Office 365 (Word, Excell, Outlook, PowerPoint, OneDrive, SharePoint)
• Fluency in written and spoken English.