Grants and Reporting Coordinator /8263 en Madrid

The Grant Manager position, in close collaboration with the mission's Deputy Director, will ensure the supervision, monitoring and regular support to the management of the mission's grant portfolio. This includes accompaniment and quality control throughout the entire lifecycle, from the identification and negotiation with donors and potential partners, to the preparation of proposals and the implementation cycle. In the latter, the Grant Manager should accompany and monitor technical, financial and logistical planning, with attention to under-implementation and delays, quality control and compliance with grant regulations, and ensure good accountability, including stakeholder communications and donor reporting.  

The Grant Manager will be expected to lead and coordinate the process of developing high quality funding proposals, concept notes and reports in compliance with donor regulations, and will follow established HQ and mission related processes and ensure that all documentation is in line with Action Against Hunger internal guidelines.  

Objective 1: Grant management for the ongoing projects 

    Tasks    

•     Update the information and schedule on reporting obligations and proposal development, and ensure that key staff are aware of it and respect the deadlines, sharing it regularly with DCD, coordination team and HQ.    u
•     Follow up on the timely implementation of all planning tools and mechanisms (technical, financial and logistical), as well as MEAL for each contract (with attention to the harmonisation of indicators and means of verification), for timely and regular internal and external accountability.    
•    Ensure that comprehensive donor files are created, regularly updated and available for use. Provide briefing documents and support the development of relevant external communication tools for donor visits/meetings.    
•     Coordinate with the MP3 team, in particular Admin-Fin Coordinator, Logistics Coordinator and Compliance Technician, on issues of compliance with donor and contractual requirements, in relation to reports, audits and required documentation.    
•     Act as focal point for external communications with donors for all matters related to grant management and reporting, including communication and visibility products on implementation progress.    
•     Support in the identification, implementation and follow-up of capacity building needs of MP2 technical teams, with emphasis on Heads of Projects in grant management, donor requirements according to the respective regulations and key accountability issues.     

Objective 2: Identification, coordination, preparation, drafting and submission of quality and timely proposals/concept notes, following Action Against Hunger validation processes and taking into account donor guidelines.

Tasks    

•     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 MP2) on potential funding opportunities, as requested, including donor mapping and opportunities.    
•    Under the direction of the Deputy Director, and in consultation with the technical, logistical and admin-fin coordinators and Country Director, design, coordinate, 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.     
•    Ensure and monitor the quality of the design of project proposals in response to calls for proposals and/or on their own initiative in accordance with donors' priorities and interests and in compliance with their frameworks (donors' own regulations, guidelines and languages), and participate in early technical discussions with donors, where feasible.     
•     In coordination with mission management, ensure and supervise that project proposals and/or concept notes respond to and contribute to the Strategic Framework for the Central America mission, and ensure respect for the standard operating procedures of Action Against Hunger and the integration of cross-cutting approaches (gender, climate crisis/environment and protection), in accordance with Action Against Hunger policies.    
•    Liaise with HQ or donors for follow-up and monitoring of proposals submitted, in order to support the mission's budget planning. Coordinate any donor feedback and ensure timely submission of the requested feedback and its dispatch.     

Objective 3: Quality control of reporting and timely accountability internally and externally to stakeholders, donors and beneficiary populations 

Tasks    

•      Coordinate donor reporting processes, in collaboration with the various relevant areas, to gather information/inputs and ensure timely submission of high quality programmatic/technical and financial reporting    
•     Assist the BoPs and technical teams in the preparation of donor reports, and in the follow-up of partners for quality inputs, ensuring that reports conform to donor requirements, meet quality standards and are submitted on time. Special emphasis should be given to the quality of reports submitted in English.     
•     Ensure that quality and timely reporting requirements are maintained for the mission and that processes are streamlined and efficient.     
•     Review and capitalise on recommendations and lessons learned to improve accountability to stakeholders, donors and beneficiary populations of ongoing projects. This includes the production of inputs for communication and accountability beyond the mandatory reporting to donors.     

Training:

• Bachelor's and/or Master's degree in Humanitarian Action, International Cooperation or any related field (social sciences, law, economics etc.)
• Desirable: Specialised courses/training in cooperation project management (emergency and development), project financial management, monitoring and evaluation, cross-cutting issues (gender, HR, protection).

Specific technical expertise:

• Management of cooperation projects (project cycle), including budget management and financial planning
• Proposal writing (in English and Spanish), with good command of the logical framework approach and theory of change (incl. definition of indicators), knowledge of donor regulations, coordination of processes
• Drafting of donor reports in English and Spanish, as well as other communication documents for accountability purposes.
• Capacity building and/or strengthening processes
• Knowledge of gender mainstreaming, human rights, protection in proposals and projects.
• Desirable: expertise in the mission's fields of action: nutrition and health, food security and livelihoods (incl. CBI), risk management and/or migration.

Previous experience:

• At least 3 years experience in project management in similar positions or with emphasis on planning, implementation monitoring and reporting processes.
• Demonstrable project formulation and financial management experience 
• Desirable working experience in projects financed by Spanish and decentralised cooperation, EU/ECHO, Canada.

Knowledge of the humanitarian sector:

• Knowledge of, commitment to and respect for the Humanitarian Principles
• Understanding of a rights-based approach particularly in relation to indigenous contexts and migration dynamics

Knowledge of Action Against Hunger:

• Knowledge of Action Against Hunger and its main lines of action is desirable.

Languages:

• Spanish and high level of written and spoken English 

Office automation and specific systems:

• Advanced command of computer tools and Microsoft Office package Desirable Knowledge in the use of tools that ensure innovation and quality in work management (Kobo, PowerBi).

Mobility (national/international):

• Not wanted

Commitment to Gender Equality

• Experience in promoting gender equality and gender mainstreaming in humanitarian projects as well as personal commitment to gender equality and sexual diversity 

PQR system management

• Knowledge, ownership and rigour in anti-bribery, corruption and abuse of power policy.
• High rigour in monitoring the Questions, Complaints and Answers System

We offer immediate incorporation to a dynamic international network with the following competitive remuneration package:

• Base: Port Sudan temporarily until the Khartoum office returns 
• Formal work contract: 12 months contract

• Salary: according to Action Against Hunger salary scale and according to candidate’s previous experience
• Expatriate insurance (health, live, repatriation, travel, etc.)
• Yearly holiday return flight ticket
• Accommodation and housing expenses (in a shared guest house)
• Travel costs to and from the mission.
• 25 working days of paid leave per year
• Break on 2-month cycle: additional rest period of 5 working days, including a lump sum for travel cost to a reference area and economic contribution. 
• Extra benefit per month and per child (Under 18 years old - according to standard list of Action Against Hunger - Spain). 

- Candidates may be contacted for other suitable positions within Action Against Hunger.

- Due to the high number of application received, only potential applicants will be contacted.