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Grants and Reporting Officer

Position: Paid job

Starting date: ASAP

Country Programme: Syria

Base: Erbil, Iraq

Line Manager: Head of Programmes

About the role:

People in Need (PIN) was established in 1992 in the Czech Republic. In the 25 years since then, it has become one of the biggest non-profit organizations in Central Europe. Apart from humanitarian aid and development cooperation, PIN also works in the field of human rights, education and social inclusion, both abroad as well as in the Czech Republic. Humanitarian assistance to the victims of an armed conflict abroad was the initial undertaking of People in Need when it was first set up in the 1990s. Over time, PIN began to deal with longer-term problems overseas such as the shortage of safe water, restricted access to good-quality education and health services or environmental degradation. Today, PIN’s Relief and Development Department helps people in emergencies, both in crises of war as well as in areas affected by natural disasters, and in places where it is hard for people to break out of the vicious circle of poverty without external support. PIN’s Relief and Development Department operates in twenty countries. In 2016, PIN carried out projects worth over 50 million Euros, helping hundreds of thousands of people in conflict and natural disaster-affected communities worldwide.

PIN has been working in Northern Syria since 2012, providing emergency relief and early recovery support to conflict-affected communities. programmes for conflict-affected communities in Syria focus mainly on Emergency Food Assistance, WASH, and Education, in addition to Early Recovery activities.

With guidance and supervision from the Head of Programmes, the Grants and Reporting Officer will play a key role in supporting and coordinating the Programme Managers and M&E team in developing quality reporting and proposal products, and ensuring information sharing and archiving to ensure that lessons learned are captured, and feedback loops are instigated to ensure that they are fed back into ongoing programming and future programme development. The Grants and Reporting Officer will also act as a focal point for external liaison, including respresenting PIN vis-à-vis donors and in other coordination forums. The position reports to the Head of Programs and communicates with Program Managers and the M&E Manager. The Grants and Reporting Officer will be based in Erbil with travel to field offices in the region. 

Duties and Responsibilities:

Reporting & Grants Support

  • Maintain an internal tracking database of donor, internal and cluster reporting timelines, and coordinate with the HoP, Programme Managers, and the M&E manager to ensure that appropriate data collection and compilation take place on schedule
  • In coordination with the HoP, HoSo, and M&E Manager, develop reporting and compliance guidelines for key donors outlining requirements for programme implementation, procurement and distribution, information collection and storage, and reporting. Carry out periodic checks and controls of data management systems to ensure adherence to the above guidelines
  • Provide reminders to relevant staff members on reporting timelines, and act as a focal point for collection, compilation, review, quality control and editing of both quantitative and qualitative donor, internal and cluster reporting
  • In coordination with the Advocacy and Communications officer, develop standardized reporting formats for weekly, biweekly, monthly reports, market and needs assessments, case studies, flash reports, etc., and support programme teams to roll these out across the Syria mission
  • Identify core capacity building needs of programme staff and establish a plan to improve report development skills
  • Support the Head of Programmes in donor and other external communications and liaison, including participation in meetings and forums, follow up of queries, information requests, informal reporting, and progress updates

Proposal Development

  • Support the HoP in mapping funding resources, and identifying and exploring potential new sources of funding in line with PIN strategy and principles
  • Under the guidance of HoP, provide dedicated support to the development of concept notes, proposals and situation analyses – coordinating the development process with all relevant departments , including designing logical frameworks, setting realistic and measureable targets, and developing narrative proposals & budgets
  • Support Program Managers/Coordinators in ensuring that program synergies as well as, Do No Harm, protection mainstreaming and core humanitarian principles are incorporated throughout the program design and implementation and adopting and maintaining a participatory approach to program development, taking in consideration the different needs of particular groups of concern

Information sharing /data collection

  • Assist the Head of Programs and Advocacy and Communications Officer to develop external communication tools as relevant for donor visits/meetings/reports
  • Ensure comprehensive grant files are maintained up to date and are available for use by uploading them in ELO and Sharepoint (Document Management/Storage System). Ensure copies of all documentation (grant proposals, reports, budget etc.) are made available to share electronically with all Program Managers/Coordinators
  • Support the M&E department by following up with PMs on comments and feedback received through the complaints response mechanism to ensure that timely action and responses are taken as necessary
  • Develop and maintain a database of lessons learned from previous and ongoing programming from internal M&E products, Third Party Monitoring and Evaluation, Complaints Response Mechanisms and audits. Ensure that these are regularly shared with PMs, and incorporated into ongoing programming improvements, and future programme development

We require

Suitable candidates for this position should possess:

  • Experience of working within a humanitarian and/or development organization
  • Strong grasp of all stages of programme cycle management and quality standards in humanitarian programming
  • Experience of working in complex and volatile contexts
  • Sound knowledge of M&E and reporting mechanisms
  • Strong critical analysis and problem solving skills
  • Knowledge of Alliance2015 consortium members’ policies and practice is an advantage
  • Familiarity with the humanitarian context in Syria is an advantage
  • Fluent English both spoken and written, including excellent report writing skills (Arabic is an advantage)

We offer

People in Need offers:

  • Working environment in a well-established and growing humanitarian organization
  • Salary according to PIN salary scale, start-up salary 2.200 - 2.300 EUR (before taxation, including per diem)
  • Accommodation in PIN guesthouse on PIN expense
  • Shared access to a car for travel within Erbil
  • Performance related bonuses paid half yearly based on standard evaluation process
  • 25 days of paid leave annually
  • Reimbursement of travel expenses with travel to the country of residence once per every 6 months of completed work
  • Additional travel benefits in the form of regional flight ticket up to 500 USD every six months
  • Reimbursement of costs of visas and vaccinations
  • Medical helpdesk available online
  • Free medical helpdesk and psychological consultation available on line
  • Travel medical insurance relevant for war zone