Regional Grant and Reporting Officer – West Africa Region – Chad

INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

Terms of reference

Job Title: Regional Grant and Reporting Officer – West Africa Region

Code: 31-4694

Duty station: Home based/HQ + 30% field missions

Starting date: 20/03/2023

Contract duration: 6 Months

Reporting to: Deputy Regional Director West Africa

Dependents: According to the country of assignment

General context of the project

INTERSOS is an International Humanitarian Organisation with its HQ in Rome, branch offices in Tunis, Nairobi and Amman and representation offices in Geneva and Dakar. The organisational structure is comprised of the General Secretariat, the Departments of Programmes, Finance, Logistics & Supply, Communications & Fundraising and Human Resources, the Grants Control & Compliance Unit and the office of Internal Auditor. INTERSOS is operational in 19 countries with over 3,000 among national and international staff worldwide.

INTERSOS assists the victims of natural disasters, armed conflicts, exclusion and extreme vulnerability. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

The Department of Programmes is led by the Director of Programmes and includes five Regions, the Protection unit and the Medical Unit.

General purpose of the position

The Grant and Reporting Regional Officer is supervised by the Deputy Regional Director of the region to which he is assigned.

By delegation of the latter, he / she interacts with the missions on the one hand, the various departments and units at Headquarters on the other hand, to support and control the development of project proposals, ongoing projects’ amendments, partnership agreements, and internal and external reports according to the master plan applicable to each mission, following the regional action plan and in accordance with the organization’s mandate and its internal model, as well respecting contractual requirements.

The Grant and Reporting Regional Officer has for main responsibilities:

• Supporting the missions in drafting and formulating project proposals package and project revisions, under the supervision and validation of the DRD, and coordinating closely with the Regional Financial Coordinator
• Supporting and controlling the revision of the substance and the form of donor reports produced by the missions of the Region, under the supervision of DRD and in close coordination with the Regional Financial Controller
• Supporting the Deputy Regional Director and the Regional Director for the design, writing and revision of all types of internal and external reports, partnership agreements, communication, and advocacy materials
• Ensuring a link with the Grants Officers or the Programme Coordinators of the missions and contributing to the formulation and proper implementation of the proposal, project revisions and reporting masterplans relating to the missions, in accordance with the donor schedules for the given period

Main responsibilities and tasks

I. Participation in the development of project proposals and revisions during the given period

He / She contributes to and supports the implementation of the regional strategy, as member of the Regional Office

He / She ensures, with the support of the Grant Unit, that the donor guidelines are properly understood within the team responsible for preparing the proposal by drawing up a summary which is sent to the missions

He / She ensures that the formats used for project proposals comply with official donor formats and prepares internal tools as needed with the support of Grant Unit and Regional Finance Coordinator

He / She leads and supports the drafting of project proposals and related annexes, ongoing projects amendment requests, and preparation of all the documents intended for donors (Expression of Interest, HR and financial logistics appendices, etc.) under the supervision of the Deputy Regional Director and with the contributions of the people concerned (Medical and Protection Units, Grant Unit, logistics, finance and HR), coordinating particularly with the Regional Finance Coordinator for setting and following up internal deadlines, consolidation and validation of documents and submission to Grant Unit when applicable

He / She coordinates, in close collaboration with the Regional Finance Coordinator and the Logistics Coordinator, the development and consolidation of all documents to be sent to donors and their consistency with other contractual documents

He / She ensures the follow-up of the project development under the direction of the Deputy Regional Director, in close coordination with the Regional Finance Coordinator, and in collaboration with the missions of the Region

He / She participates in the development of responses to donors as part of project development during the given period, in close coordination with the Financial Regional Coordinator and with the support of the Grant Unit.

In collaboration with the logistics, HR and financial teams at headquarters, coordinating closely, in particular, with the Regional Financial Coordinator, he / she coordinates the development of budgets for new project proposals and ongoing projects’ revisions to ensure their consistency with the narrative parts

He / She supports and trains missions’ teams on donors’ guidelines, specific requirements and priorities, with the support of the Grant Unit through structured formal trainings and on the job training, including during field visits

II Support for compliance with donor contractual obligations and check and control of the production of internal and external narrative reports for ongoing projects over the given period

He / She is responsible for controlling the respect of the reporting schedule of the programs implemented in the missions of the Region during the given period

He / She controls the missions address properly potential questions from donors on the reports submitted under the supervision of the Deputy Regional Director, coordinating with the Financial Regional Controller

He / She receives and controls INTERSOS Missions’ Project Appraisal Tool (PAT) on monthly basis and check relevance and accuracy of this internal reporting, coordinating closely with the Regional Finance Coordinator and liaising with the Program Coordinator or Grant Officer of the mission, alerting the Deputy Regional Director and Regional team in case of delays or important challenges

He / She controls the missions have collected and included all needed data for the preparation of reports as per donor and INTERSOS internal guidelines, with the support of HQ concerned departments (HR, Logistics, Finance and Grant Unit), under the supervision of the Deputy Regional Director

He / She coordinates, in close collaboration with the Regional Finance Controller and Logistics Coordinator, the development of all documents to be sent to donors for reporting purposes and their consistency with other contractual documents

He / She ensures, along with or supported by the Grant Unit, and in close coordination with the Regional Financial Controller that the formats used for donor reporting comply with official formats and donor regulations

He / She supports missions’ teams in internal and external reporting for specific donors, including during field visits

He / She ensures that the missions and headquarters teams have the final versions of the proposals, donor reports and contracts (mission / headquarters, headquarters / mission email transmission, archiving on the IMP at headquarters etc.) for the missions of which he / she is concerned

He / She is in charge of the reporting deadlines set up in IMP before signature of grant agreement with donors and controlling, after signature of the agreement, that reporting timeline is respected

He / She is responsible for coordinating and finalizing the review of the reports on substance and form and ensures the accuracy, consistency and consolidation of data, essential information on indicators and required contractual obligations, quality of writing under the supervision of the Deputy Regional Director and in coordination with the Regional Finance Controller and the Logistics Coordinator

He / She controls the filing of reports with donors, the archiving of the latest versions and acknowledgments of receipt during the given period in IMP

Required profile and experience

Education

Advanced university degree in Social Sciences, International Relations, NGO management, or equivalent work experience

Professional Experience

At least 3 years of field working experience in managing humanitarian programmes with increasing responsibilities

Professional Requirements

• Good knowledge of humanitarian architecture
• Knowledge of the humanitarian project cycle management;
• Strong computer literacy with a full knowledge of MS Office;
• Knowledge of the main humanitarian donors, with particular reference to DG ECHO, USAID and UN agencies ways of working

Languages

English and French mandatory

Personal Requirements

• Strong team spirit, comfortable in a multi-cultural environment
• Excellent analytical skills, observation and analysis capacity
• Strategic thinking
• Attention to detail and structured way of approaching tasks (very organized)
• Ability to plan ahead and output oriented (pro-active)
• Able to ensure quick quality delivery in stressful environment (stress-resilient)
• Ability to adhere to deadlines and respect line management
• Very strong interpersonal skills: strong communication and diplomatic skills
• Practical and problem-solver
• Ability to deal with heavy work pressure
• Applicants from the region are especially encouraged to apply.