Requisition ID: req46342
Job Title: Senior Grants and Communication Officer
Employment Category: Regular
Employment Type: Full-Time
Open to Expatriates: No
Location: Aden, Yemen
The Senior Grants and Communications Officer will be responsible for supporting donor reporting, compliance oversight for ongoing projects, and grants management including maintaining grant files, scheduling, and organizing regular grant meetings, assisting with planning highly organized field visits by donors and IRC delegations, editing reports and proposals as needed, and organizing Project Cycle Meetings (PCM. In addition, she/he will be responsible for designing and delivering a range of communications products, including Country Office factsheets, VIP visit briefing materials, program success stories, donors visibility including photos, videos, interviews with beneficiaries, blog posts for the IRCs website, interviewing and writing staff profiles, among other tasks. The Grants and Communications Officer will report to the Grants Coordinator and work closely with the Policy, Advocacy and Communications Coordinator.
Position reports to: Senior Grants Coordinator
Key Internal Contacts:
1.Country Program: Grants Managers, MEAL staff, Program staff, Finance staff, Policy Advocacy and Communications Coordinator
2.Region/Global: Program teams in the Regional Office in Amman, and in HQ in New York and London.
- Grants Management 70%
When requested, support the Senior Grants Coordinator with the coordination, drafting and review of Concept Notes, proposals, annexes, modification requests and other documents that support timely submission of solicited/unsolicited calls for proposals.
Support in developing timelines for calls for proposals as requested during proposal development process and supports in creating OTIS opportunities ensuring that they are reviewed / approved by HQ and Country Office leadership and are in the right phases during the life of the award.
Support the coordination of PCMs to ensure close implementation and financial oversight and identify challenges, delays, or deviations from the project plan.
Assist in tracking various grants Budgets Versus Actuals (BVA) and commitments in line with approved spending plans and the work plan for IRC and flag any variances and discrepancies to relevant parties. This includes supporting the grants team in facilitation of regular PCMs, taking clear action points / minutes, circulate to relevant staff and close follow-ups on action points.
Support the production of donor reports and ensure reports are of high quality and submitted on time.
Establish and maintain electronic / hardcopy files (agreements, proposals, donor comms, PCM minutes, project photos) for each grant funded project for tracking and reporting purposes on Box, SharePoint, OTIS etc.
Work with relevant staff to leverage IRC programmatic and operational results for marketing, positioning, and direct fundraising purposes, including maintaining data on past performance and organizational capacity, publications and dissemination, and donors visits.
Work with program staff to establish and effectively maintain a compliant grants management system.
As requested, assist in the preparation of and participate in external monitoring visits, reviews, and audits.
Any other related duties assigned by the supervisor to ensure grants management and compliance success.
- Communication 30%
Support the Policy Advocacy and Communications Coordinator to draft accurate, clear, and consistent information and communication outputs relating to the Country Program including case studies, success stories, factsheets etc. ensuring compliance with donor rules.
Support the Policy Advocacy and Communications Coordinator to build staff capacity in visibility, photography, media, and communication including case studies, media write-ups, press releases etc.
Act as a focal person for advising staff on donor regulations on developing visibility materials including reports, factsheets, banners, and posters etc.
Support and maintain excellent communications with PCs and partners for new and existing grants through effective grant management and compliance.
Share ideas, information and learning to contribute to grant management and compliance processes and protocols, and to support broader learning.
REQUIREMENTS(Qualifications, Skills, and Abilities)
Minimum bachelors degree in a relevant field (Social Science, Public Administration, Business Administration, Developmental Studies) or equivalent combination of education and work experience.
At least two (2) years of grants, compliance, and communication experience in a similar post (preferably NGO or INGO) including experience with focus on institutional donors, e.g., BHA, ECHO, SIDA, GFFO, YHF and private foundations.
Good command of project management tools (project cycle, logical framework, project proposal, reporting, etc.)
Experience working in a conflict affected context and supporting humanitarian assistance programs.
C.Skills and Abilities:
Familiar with program design, including logical frameworks, budgeting and grants/report writing preferred.
Highly organized with high attention to details.
Highly motivated, fast learner with good interpersonal and management skills.
Ability to successfully meet deadlines in a fast-paced environment and prioritize tasks.
Ability to maintain the highest degree of discretion.
Ability to work within a diverse and multicultural team.
Ability to exercise sound judgment and make decisions independently.
Flexible and able to cope with stressful situations.
Outstanding written and oral communication skills that respond to donors expectations and requirements.
Professional fluency in spoken and written English
High-level skills in Word, Excel, and PowerPoint, and familiar with internet research and common software applications including SharePoint, Inbox etc.