Grants Coordinator

Duty Station: Ramallah

Starting Date: January 2025

End Date: June 2025 (with the possibility of renewal)

This is a full-time position and working hours are from Sunday to Thursday, 08:00 – 16:00.

PREMIERE-URGENCE INTERNATIONAL (PUI) is an international, apolitical, non-religious, and non-profit French organization intervening in 23 countries worldwide. PUI aims to provide a global response to the fundamental needs to people affected by humanitarian crises, from the emergency to the restoration of their autonomy and dignity. Première-Urgence and Aide Médicale Internationale merged in 2011 to offer a better range of lifesaving care and life-changing assistance to communities affected by extreme adversity.

PUI's humanitarian and development aid strategy in oPt focuses on providing support to populations affected by the coercive environment and subsequent IHL/HR violations in both the West Bank (WB) and the Gaza Strip (GS). PUI's programming incorporates interventions in several sectors, aiming at the prevention of livelihoods' loss and displacement as a consequence of protection threats, lack of services (health, education, WASH), and lack of access to agricultural lands or job opportunities.

Overall Objective

The Grants Coordinator ensures the accountability of PUI’s programs. He/she ensures that grant proposals, donors’ reports and internal reports are responsive to identified needs in the country and consistent with PUI’s overall strategy. In addition, he/she works for the production of quality and timely documentation, in compliance with donors’ requirements and organization’s guidelines, contributing to a constant learning and capacity building process specifically to strengthen national staff capacities.

Tasks and Responsibilities

• Fundraising Strategy : S/he will also contribute to build the fundraising strategy of the whole country program by assessing the existing in-country sources of funding and donors’ strategies
• Grants Management : the Grants Coordinator is the focal point for program design and proposal development, donor reporting, analyzing donors guidelines, grants information management and grants management capacity-building efforts
• Internal reporting and institutional knowledge management and capacity building: He/She is responsible for following up calls for proposals and granted funding to ensure appropriately designed projects, quality funding applications and donor reporting submissions, as well as donor and sub-grant compliance across all projects

Specific objectives and linked activities:

1. FUNDRAISING STRATEGY

• Proactively supporting the identification of new opportunities of funding
• Mapping of existing donors representative offices in country
• Regular mapping of donor environment and mapping to keep internal donors database active and updated
• Analyzing donors’ strategies and guidelines and sharing information with internal involved persons about donors’ programing orientations and their consistency with PUI’s strategy
• Keeping contacts with donors and organizing meetings when required
• Following-up of humanitarian funds appeals and calls
• Developing and updating user friendly summary sheets about donors’ guidelines to provide each department (support, quality, implementation) with appropriate information about grant management in concordance with donors’ requirements in complement of the on-going policy-making process at HQ level

2. GRANTS MANAGEMENT

• Lead the development of concept notes and proposals for submission to donors in collaboration with all the internal stakeholders
• Compilation, finalization and consistency smoothening of the logical framework and narrative parts: timely coordinate/compile/edit/submit qualitative grant applications and reports relying on meaningful data on needs assessment, lessons learnt and project impact
• Organize and animate kick off meeting together with the DHOMP
• Lead the development of donor reports
• Update the grants follow up country tool
• Evaluating PUI’s current grants making and reporting processes in order to implement an appropriated grants preparedness plan and a grants management system involving all the internal stakeholders at field and HQ levels
• Designing time-efficient workflows, applications, review and approval processes and reports according to best practices and compliance requirements/checklists
• Ensuring, in collaboration with the Admin Coordinator, the compliance with donor regulations within reporting deadlines
• Responsible for tracking all donor reporting schedules/requirements and ensuring that all reports are submitted to the relevant body as per the agreed timelines
• Working closely with the DHoMP, Technical and Field Coordinators to develop high quality funding applications that are needs- based and evidence driven and include input from all involved external stakeholders (targeted communities, potential partners, government authorities, etc.. )
• Collaborating with the MEAL Coordinator and the Compliance department to ensure the development of strong needs and impact analysis processes, including needs assessments, risks analysis, relevant SMART outcomes indicators and adequate sources of verification, in accordance with donor requirements
• Ensuring before final validation all required documents are included, complete, correct and reviewed by all the involved coordinators
• In collaboration with the Deputy Admin/Finance Coordinator and jointly with the implementation team, monitoring the construction of budget for new grant proposals and the budget follow up of the ongoing grants in order to guarantee their consistency with the narrative parts
• Preparation of detailed answers to donor’s additional questions under the supervision of the Deputy Head of Mission for Program

3. INTERNAL REPORTING

• Designing a time-efficient workflow for compiling, editing and disseminating internal reports (coordination minutes, situation report, etc..) to be sent to the HQ
• Editing and disseminating the Weekly SITREP and the Minutes of the Weekly Coordination Meetings

4. INSTITUTIONAL KNOWLEDGE MANAGEMENT & CAPACITY BUILDING

• Conducting a lessons learnt process after each grant proposal and report writing exercise and providing adequate recommendations of improvement
• Providing capacity building through coaching in report writing and quality control of final written products
• Developing and facilitating when relevant capacity-strengthening opportunities for PUI’s staff on all aspects of grants management (including grants applications, logical framework, budget preparation and management, data analysis and presentation, report writing, quality control of final written products, etc) in order to promote best-practices and accountability among staff through workshops and direct coaching
• Develop and implement new tools for continuous improvement and effectiveness of grants management
• Develop an inventory of the range of activities on the mission to facilitate the writing process on the bases

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Required Knowledge and Skills

EDUCATION AND TRAINING: 

Required: 

• Master’s degree in project management, political sciences, international development, public administration, business science, social science or other relevant area or equivalent professional experience

PROFESSIONAL EXPERIENCE: (Humanitarian, International, Technical)

Required: 

• 2 years’ experience in a similar role and/or in the areas of grants managements and program development, or grant compliance for an international NGO
• Experience indirectly supervising and coordinating with diverse teams (implementation/quality teams)

KNOWLEDGE AND SKILLS

Required:

• Experience writing and coordinating high quality proposals for major donors and knowledge of major main institutional donors’ rules and regulations (e.g., ECHO, BPRM, ECHO, DFID, CDC, AFD, UNICEF and the UNHCR)
• Experience of writing, reviewing and editing narrative and financial reports and excellent attention to detail
• Working knowledge of budget & Grants chart development and management.

LANGUAGES

Required:

• Excellent command in writing and editing documents in English
• Working knowledge in French is a plus

SOFTWARE  ( Pack Office, Other (to be specified) )

Required: 

• Strong computer skills essential, including ability to operate Microsoft Word, Excel, PPT, Project & database Management software, statistical packages, GIS

Required Personal Characteristics (fitting into the team, suitability for the job and assignment)

• Excellent command in writing and editing documents in English
• Proven capacity for analyzing and synthetizing comprehensive information and technical data
• Ability to write and edit reports under deadline pressure
• Ability to guarantee effective and timely outputs
• Strong presentation and communication skills for public presentations and communication materials
• Ability to work on own initiative and collaboratively as part of a diverse team and manage a varied workload.
• Self-motivated, flexible and adaptable to the needs of the team and organization
• Strong commitment to support/develop capacity of national staff and developing second layer of leadership.
• Proven management ability and inter-personal skills – team player
• Problem solving and leadership skills
• Ability to manage conflicting priorities in personal workload

Other

• A willingness to live and work in insecure environment with potential movement restrictions
• Regular field visits to implemented activities are necessary to provide a comprehensive activity reporting

*To have a valid driving license

PUI provides a work environment that reflects the values of integrity, diversity and gender equality. Therefore, we strongly encourage applications from women and underrepresented cultural or social groups, particularly people with disabilities and people from communities highly affected by occupation-related violence (including settler violence).

All PUI workers adhere to the values and principles outlined in the PUI Code of Conduct and policies, including the Protection from Exploitation and Abuse Policy and the Child Protection Policy.”

If you believe you are the candidate we are looking for, you could apply using the two mandatory steps:

1. Please fill in the form in the link below

GRANTS COORDINATOR – APPLICATION FORM

2. In addition, please submit a cover letter and a detailed resume before Monday January 6, 2025 by sending an e-mail to [email protected]. Please indicate the Position Title "Grants Coordinator" in the E-mail subject line.

Incomplete applications or Unfilled Forms will not be considered. Only short-listed candidates will be contacted.