Grants Officer

Médecins du Monde (MdM) France is an international medical organization, which has been present in the Palestinian territory since 1995. It operates in the Gaza Strip and the West Bank (WB) through offices located in Jerusalem, Bir Zeit, and Nablus.

MdM is currently looking for a qualified candidate to fill the position of Grants Officer  based in Bir Ziet.

Number of vacancies: one

Duration: 1 year, renew of contract depend on availability of Fund

Start date: ASAP.

Location: Bir Ziet

I.                MAIN RESPONSIBILITIES

1. Donors’ proposals and report writing

Proposal development

• Organise  and contribute  with the Palestine Coordination Team and Managers in the coordination and the writing of concept notes and/or proposals with retro planning and GANT Charts in coordination with DGP
• Guarantee the high quality of concept notes and /or proposal development, and ensure donor compliance and guidelines adherence
• Provide timelines and ensure timely communication and submission of concept notes, project updates and /or proposals to HQ and Donors
• Ensure timely communication of any delays or timeline modification to both mission and HQ teams
• Coordinate with Field Co’s to ensure that the concept notes and/or proposal match with MdM strategy in the occupied Palestinian territory(oPt) thematic areas of operation
• Provide the contributory support to the coordination team by leading the writing of preassigned non-technical parts of reports, concept notes and/ or proposals. In addition to be the responsible for the compilation of other contribution while ensuring the information is in line with the bytes required for submissions
• Jointly ensure interdepartmental alignment with the program (Mental Health, Medical, MEAL) and support departments (Logistic, Human Resource and Finance), for the development of log frame, budget, procurement needs and associated narratives applying the documents for Project Cycle Management
• Ensure the quality of all submission documents (concept notes, proposals, reporting) are collated incorporating the different contributions and harmonizing the review process with a focus on the program department input)
• Collaborate with MEAL department to ensure that all indicators are relevant, addressing gaps and needs with realistic achievable targets in collaboration with Technical Coordinators, and Technical Managers

Donor reporting

• Organise, contribute and monitor program activities and contextual evolution to support mission development in the coordination of writing donor reports
• Ensure the delivery of high-quality donor reporting (templates and compliance) in close collaboration with coordination team, technical managers,  MEAL teams and HQ Program Support Officer
• Ensure adherence to donor deadlines, including developing and disseminating detailed timelines retro-planning to relevant staff at least a month in advance to submission deadlines
• Contribute, collate and ensure timely submission of reports to HQ and Donors, and ensure timely communication of any delays or timeline modification to both mission and HQ teams
• Define, organise and supervise that reporting activities at mission level are completed and submitted to relevant donors on time updating the internal grants tracker for mission
• Support the coordination team by leading the writing of preassigned non-technical parts of Concept notes and/ or proposals. In addition to be the responsible for the compilation of other contribution following up with departments on relevant input to reports

Internal reporting

• Assure the preparation of the monthly MdM situation report (SITREP) internal and external by liaising with the different mission departments
• Share the monthly internal reporting calendar for the teams updated with all deliverables ensuring compliance with deadlines on the exchange of information and reporting
• Contribute, lead and organise the preparation of ad-hoc reports (internal to MdM and to external actors)
• Support the technical team in collaboration with MEAL for the quality of any technical reports on activities to HQ
• Disseminate the bi-weekly operational meeting template, organise notetaking and follow up actions
• Update the mission grants tracker with key relevant data and maintain the mission overview program matrix

2. Donor Engagement

• Maintain overview of all donor requirements, rules and regulations; ensure timely dissemination and adherence by key staffs
• In collaboration with HQ DDI department and Program Support officer, carry out quarterly donor mapping exercises, determining donor strategies and identify new funding opportunities in line with the country programme’s strategy
• Remain updated on Humanitarian Response Plan (HRP), Humanitarian Needs Overview (HNO), Humanitarian Response (HR) and flash appeals relevant to the dynamic context submitting summaries to the mission for review and adaptation
• Maintain a database of current and expected call for proposals incumbent from the HRP for oPt
• Support the mission in the organization of external audit or evaluation.

3. Memorandum of Understanding (MoU) and Partnership Agreements (PAs)

• Support the Field Coordinators in the drafting of needed operational MoU’s or PAs and amendments (eg Ministry of Health, Local partners, international agencies).
• Take the lead in the preparation, drafting, adaptation or review of MoUs/PAs between MdM France and other MdM chapters.
• Maintain a database on all partnership agreements including dates of coverage and associated projects. Ensuring to highlight the requirements for MoU’s/PA’s under new project preparatory stages are timely executed to not delay project activities
• Act as focal point for HQ Program Support Officer

4. Development of communication materials and documentation related to grants:

• Support the communications officer with the development and adaptation of MdM visibility and IEC material for external application ensuring the materials are up to date and translated
• Monitor and follow up the adherence to visibility requirements related to Donors and MdM in all bases with support from communications officer
• Contribute to the creation of communication materials about different projects, in line with MdM and Donors communication strategy
• Ensure the availability of photos, video and the needed consent before publication for Donor’s reporting purposes.
• Collect in coordination with the program team beneficiary stories for communication and reporting purposes
• Define and maintain a comprehensive, and logical filing tree in shared point for all grant and project documentation

5. Representation:

• The grants officer is based fulltime in the Coordination office in Bir Zeit. She/he will conduct regular field visits with the programme teams and at the appointment or request for Senior Management Team could partake in representation meetings.
• In coordination with and upon request from MdM’s senior management team, contribute to the preparation of visits of donors, as well as to the presentation of MdM interventions during meetings with donors and/or partners.

Behaviour:

• To always behave with self-restraint and respect the dignity of the beneficiaries.
• Demonstrate a commitment to ethical practices and a 'do no harm' approach in all aspects of the role.
• To be able to work within a team and participate in different activities.
• To believe in concepts of equity, human rights, neutrality, and impartiality.
• To demonstrate motivation at work.
• To demonstrate willingness to improve own knowledge and skills by participating in any capacity building activities.
• To adapt to special situations or demands from her/his supervisor.
• Having the ability to accept feedback and willingness to improve own capacities.
• Having the ability to cope with difficult security context.
• Capacity to maintain calmness in difficult moments.

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Requested Competence/Skills/Profile

Qualifications and experience:

• A bachelor’s or master’s degree in the following or related field: Development, International Relations, Humanitarian Management
• At least 3 years of experience in a similar role.
• Demonstrated experience of coordinating and preparing strong narrative reports for a variety of donors
• Experience developing and working with project implementation timelines
• Understanding of donor compliance, especially for ECHO, German Cooperation, Humanitarian Pooled Funds
• Experience in multi-donors’ budgets
• Experience working with NGOs is an asset. Experience in working on humanitarian health programmes is an asset.
• Good understanding of context needs and gaps, health programming is an asset.
• Languages: excellent writing and communications skills in Arabic and in English. French is a plus. 
• IT: Excellent knowledge of Windows package (word, excel)

Soft skills:  

• Excellent level of communication, both written and oral.
• Good personal organizational skills, including time management, and ability to meet deadlines.
• Ability to work under a minimum of supervision, autonomous.
• Reactivity, anticipation, adaptability, capacity to take initiatives.
• Organizational skills, rigor, detail oriented.
• Ability to manage priorities.
• Listening and diplomacy skills.
• Team spirit.
• Ability to work in an unstable and volatile environment.
• Willingness and ability to travel regularly to the different activity sites of MdM across the West Bank.

Qualified applicants are invited to send their resume or CV and a one-page cover letter in English, by      e-mail to [email protected]

Please reference the job title as BZ/ Grants Officer /2024 in the subject line of your e-mail.

Deadline for receiving the application is 20 of October  2024

MdM will review the CVs upon its reception on a rolling basis and will recruit the qualified one as soon as the suitable candidate is identified, without distinction ethnic background or gender.

Please note that MdM will contact only pre-selected candidates and by email.

We thank all candidates for their interest in a position with MdM