General mission:

Under the responsibility of the /Technical Unit Manager or Programme Director, the Grants Officer contributes within the programme / country where she/he is based by ensuring timely donor reporting (financial and narrative), coordination and information sharing with field staff in order to get the information on time and support to proposal writing.

• Line manager:  Operations Manager

• Job Location: Islamabad

• Working hours and days: 40 hours/week

• Time spent in percentage terms:  100%

Missions / Responsibilities

Mission 1: Contribute to the quality of project design narratives and reporting

Support with the development of quality proposals and concept notes in compliance with donor regulations and internal technical processes, in collaboration with the Project managers, Project Development Specialist, Operations Manager and Finance/HR/Logistics departments and IPO

Coordinate the project reporting phases:

·         Draw up retro-planning for each report, collaborating with the different departments involved (operations, finance, logistics, technical unit, security, HR and MEAL, headquarters and national association)

·         Contribute to the smooth coordination between Project Managers, Area Managers, Operations Managers and Country Managers, Global Specialists and the Operations Manager for the compilation of narrative report contributions and in the monitoring of donor contracts (a monitoring tool, used at the level of the geographical directorate, should be adapted)

·         Ensure coordination with shared services to ensure overall consistency of narrative and financial reports and completeness of annexes

·         Ensure compilation of narrative versions for selected regional and consortium projects - Proofread reports to ensure quality control and compliance with donor requirements and procedures

·         Ensure that concept notes, project proposals and narrative reports (including logical framework and timeline) are submitted on time and in accordance with donor procedures

·         Regularly update grants information & donors’ relations on the Customer Relationship Management (CRM) platform (currently under development)

Mission 2: Donor Compliance:

Support the team on contractual issues and link with headquarters / partners: contracting process with partners and questions on donor rules, in line with HQ compliance and risk unit and IPOs (if relevant)

• Organize Grant Opening and Grant Closing Meetings for all relevant staff members / departments to ensure coherence in the understanding of the grant design across departments and bases, as well as to promote sharing of achievements and lessons learned

• Ensure regular communication and coordination with relevant IPSO and IPOs in NAs, Operations and Compliance and risk manager at HQ level for all updates on donor rules, regulations and strategies or possible fraud cases or violations to donor guidelines that occurred.

• Responsible under the PD management to manage any dispute with donor on the grants followed, to mobilized HQ unit concerned (Financial controller, Institutional funding compliance & risks Manager, IPO)

Mission 3: Capacity building in reporting and project design:

·         Organize training and support capacity building for all field staff members of the orgnization and to HI partners’ staff on program development and reporting, as well as on HI’s program specific documentation

·         Facilitate the knowledge of field staff of the DFI Hinside spaces

·         Regularly visit field offices in order to work directly with program staff on the project implementation and to maintain an in-depth understanding of HI’s program activities and operations context

·         Raise compliance issues proactively with program staff and head of departments

·         Archive document donor feed-backs and adapt reporting accordingly

Mission 4: Assist the team in institutional communication and donor relations

·         Support in the development of internal and external communication materials (sitreps, factsheets, etc.)

·         Propose internal information channels and tools

·         Structure and share information for dissemination to the HQ, partners, coordination forums (newsletters, presentations, videos…)

·         Support the Project Development Specialist in the analysis of the changes in donor strategies followed by the program (funding strategies, funding areas, positioning notes, etc.).

·         List all funding partners (institutional or private) in the country

·         Support the Technical Unit Manager in the organization of field visits and accompany field visits when necessary

Skills

Management skills

• Being capable of helping team members to progress: developing his/her staff‘s ability to work autonomously

• Knowing how to position oneself so things can move forward

• Knowing how to simplify and prioritise

Professional skills:

	Knows	Practices	Proficient	Expert
Maintenance				ü
Safety				ü
Driving	ü
Mechanics		ü
Planning				ü
Purchasing				ü
Procurement				ü
Stock management				ü
Transport management				ü

Emergency preparedness and response skills

	Knows	Practices	Proficient	Expert
Emergency response			ü
Humanitarian monitoring and Emergency Preparedness			ü

Other professional skills

	Knows	Practices	Proficient	Expert
Financial and budget Management		ü
Donor management		ü
Organisation design		ü
Facilitation and/or design of training and skills development			ü
Sourcing and recruitment		ü
Programme mgt: Planning, monitoring and coordination			ü
Operational partnerships			ü

Cross-cutting skills

	Knows	Practices	Proficient	Expert
Langages			ü
Frameworks and references			ü
Office and collaborative tools			ü
Stress management			ü
Collaborating in a global Organization				ü

Federation Handicap International is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities or any limitation, to apply to become a part of the organization.

Federation Handicap International has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Federation Handicap International, including sexual exploitation and abuse, sexual harassment, PSEA (Sexual Exploitation and Abuse of Beneficiaries) abuse of authority and discrimination. Federation Handicap International also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. - This position involves working with children, women and is subject to strict safer recruitment checks.

HI is an equal employment opportunities provider. women and persons with disabilities are encouraged   to apply.