GRANTS & PARTNERSHIP MANAGER

Base of posting: Ramallah (Coordination Office)

Strarting Date: May 2024

Contract Duration: April 2025 (with the possibility of renewal)

Première Urgence Internationale is a French non-profit, non-political, non-religious non-governmental international organization (NGO); which has been operational in the Occupied Palestinian Territory since 2002. 

PUI is operating in the West Bank, including East Jerusalemand Gaza Strip. The organization is working in different fields such as shelter, Food security and livelihoods, Agriculture, Heritage, Economic recovery and Cultural Heritage.

PUI’s humanitarian and development aid strategy focuses on providing support to populations affected by the coercive environment and subsequent violations of international humanitarian/human rights law in both the West Bank (WB) and the Gaza Strip (GS). It combines several sectors of intervention to prevent the loss of livelihoods and displacement of populations as a consequence of protection threats, addresses the lack of services (Health, Education, WASH), and the lack of access to agricultural lands or job opportunities.

Overall Objective

Under the technical supervision and direct line management of the Deputy Head of Mission for Programs, the Grants Manager provides key support in the development of concept notes, proposals, reports, and other documents relevant to the programs. The Grants Manager is mission focal point for all matter related to donor’s contract, compliance and partnerships, and reports regularly to HQ Program Officer or HQ Grants Officer.

Tasks and Responsibilities

• Award management: Ensure the proper understanding, archiving, follow up, internal communication about mission signed award, contract and their amendment in close collaboration with program teams and HQ. Assists the DHoMP and Field Coordinators in the follow-up of program’s activities and contract implementation; Supports technical coordinators and operations’ teams in the bases in the tracking, collection and compilation of information relative to program operational progress;
• Reporting Management: Ensure the timely and qualitative production of all communication materials, internal and external reports, concept note, and proposals package including annexes. Supports the MEAL unit in the collection and analysis of project’s data, to ensure the production of comprehensive documents and reports for internal (PMT or AFU) and external diffusion (ITT, reports, etc.); Develops and updates SOPs for program development and reporting in coordination with the Deputy Head of Mission for Program and relevant Technical Coordinators;
• Donor & Fundraising strategy: Coordinates and acts as the focal point for the design and implementation of a donor & fundraising strategy, including Follows-up and ensures an updated mapping of existent and potential local partners, donors, consortium opportunities;
• Partnership management: Supervises the different partnership agreements and support the bases in their coordination with local partners to ensure adherence to donor’s requirements and PUI’s policies, procedures and overall program quality standards;
• Capacity building: Supervises and aims at building the writing reporting and analysis capacities of the Grants Officer.

Specific objectives and linked activities:

1. TO ENSURE THE PROPER AWARD AND CONTRACTUAL MANAGEMENT

• Centralize, archive, follow up of all award, contracts and their eventual amendments signed;
• Communicate and inform the mission about the content of the signed contract and their amendments, ensure the compliance of the mission towards its legal contractual obligation toward donors;
• Participate in the mission’s effort to implement contractual donor guidelines (i.e. quality standards, procurement, administration, etc.), by communicating them to the teams, checking their application and alerting DHOMP anytime a potential breach is identified;
• Supervise the organization of kick-off meetings for the new projects, bringing together key coordination and field staff;
• Follow the implementation of all programs and support the Technical Coordinators (Health, MHPSS, WaSH, MEAL) and the operational teams in the bases in the gathering of all information regarding the follow-up operational results, contractual indicators and the respect of schedules, especially when those are contractual;
• Assist the DHOMP and Field Coordinators in the implementation and follow-up of program’s activities;
• Support the Technical Coordinators to prepare and review programmatic documents (i.e. reports, manuals, maps, etc.) as well as for other tasks when needed;
• Centralize all mission inputs from different mission department (Log, Fin, HR, Tech, MEAL, Compliance) for contract review or drafting prior to signature;
• Reports to HQ Program Officer or HQ Grants Officer to seek for HQ approval over contractual review and submission agenda for signature of award or amendments.

2. TO ENSURE TIMELY PRODUCTION AND QUALITY OF INTERNAL AND EXTERNAL REPORTING PRODUCTS

• Ensure the regular update of the reporting schedule to mission and HQ, including internal agenda planning, and the preparation and launching of the reporting packages, which includes the main donors’ guidelines and templates to be utilized as well as the timeline;
• Lead the overall mission’s effort for the development and improvement of reporting tools;
• Support the DHOMP in regular and ad-hoc contextual follow-up and analysis and in the production of reports and communication materials;
• Support the technical coordinators and the operational teams in the bases in the collection of information and inputs from Program and Support teams in due time, provide critical feedback, adapt inputs to the appropriate format, and submit the final paper for validation to DHOMP in a timely manner;
• Provide reporting which adheres to and faithfully transposes donors’ contractual or PUI guidelines;
• Provide utmost standard of writing and quality to all reporting s/he prepares;
• Support the base teams in their grant related documentation and seek to improve their reporting capabilities;
• Reports to HQ Program Officer or HQ Grants Officer for reporting approval by HQ and submission agenda.

3. TO LEAD THE DESIGN AND IMPLEMENTATION OF A FUNDRAISING STRATEGY AND TO ENSURE QUALITY PRODUCTION OF PROJECT PROPOSAL

• Lead, under DHOMP supervision, the fundraising mission strategy (institutional and emergent donors), to be included in mission strategy
• Ensure updated donor mapping for areas of intervention;
• Supporting the DHOMP within the coordination (i.e. planning, distribution of tasks, milestones, list of components, etc.) of programs and proposal development (i.e. proposals, concept notes, amendments, no cost extension, etc.);
• Coordinating with HQ about internal agenda and eventual needs of support;
• Ensuring the collection of information and inputs from Program, Finance, Logistic and HR teams at base and coordination level in due time;
• Drafting non-technical sections (i.e. context, presentation of organization, coordination, etc.) of all documents produced as well as able to input on technical sessions on similar projects
• Supporting in the draft of documents and SoPs related to protection and gender mainstreaming, environment, data protection and other transversal topics in coordination with relevant colleagues;
• Ensuring that information fits the appropriate format in compliance to donor guidelines;
• Submitting a qualitative, coherent and timely packages for validation to the DHOMP;
• Checking that the human, financial and logistics means are in line and coherent in all grants documentations, reporting any discrepancies and participating in the identification of solutions.
• Support the base teams and seek to improve their proposal and reporting writing capacities through regular meetings and the provision of comprehensive materials.

4. TO ENSURE MANAGEMENT AND CAPACITY BUILDING OF LOCAL PARTNERS

• Under the supervision of the DHOMP and in coordination with the concerned Field Coordinator(s), ensuring the due diligence of local partners in accordance to PUI guidelines, keeping up to date all due diligence documents for each partner as necessary;
• Drafting appropriate partnership agreements, considering the outcomes of the due diligence process and relevant project and donor’s requirements, liaising with the Deputy Head of Mission for review and approval;
• Following-up on signature, amendments, termination etc. keeping track of all partnership agreements signed in the mission;
• Verifying compliance of partner accountancy and monitor budget expenditure so it follows PUI and donors’ procedures as defined in the partnership agreement;
• Checking, in coordination with the Admin & Finance Department at Coordination level, that finance justifications and means of verification tools are provided by partners, reporting to the Admin & Finance Coordinator and Logistics Coordinator any alert concerning partners’ finance administrative and logistics processes (in particular supply chain);
• Liaising with the bases to collect and check accountability documents from partners (such as distribution papers, invoices, purchase files, handover certificates and any other relevant supporting documents) to be shared with Coordination Office according to the compliance process
• Identifying and facilitate relevant training(s) for local partner(s) to meet projects/programs requirements and adhere to PUI’s standards in terms of overarching activities (i.e. Protection, MEAL etc.;
• Guiding the concerned bases during the review of the partner’s performance, including successes, challenges and lessons learned, fostering ongoing partnerships beyond the sub-award project cycle;
• Ensuring good communication, coordination and information level of local partners during coordination meetings (or other when required);
• Support the facilitation of field visits of donors/coordination office when related to partners’ activities;
• Work collaboratively with partners and PUI staff to constructively resolve any issues that may arise.

5. TO ENSURE PROPER TEAM MANAGEMENT AND CAPACITY BUILDING

• In collaboration with the HR department and line manager, participate in the recruitment process(es) of staff under his/her line management at base level by: participate in drafting job descriptions/technical tests/interview forms, shortlisting resumes and conducting interviews;
• Brief newly recruited personnel on their roles and responsibilities;
• Ensure the adherence of his/her subordinate(s) to all PUI’s policies, rules and regulations;
• Ensure the respect and implementation of HR procedures in accordance with PUI’s Policies and Guidelines (i.e. daily management, disciplinary procedures, performance appraisals, leaves management, trainings and capacity building, etc.) in collaboration with the Human Resources department and support from line manager if needed;
• Monitor and provide objective feedback related to the performance of the staff under his/her supervision (including staff performance appraisals every 6 months) to promote professional development;
• Assist the line manager in defining and implementing the required training(s) to subordinate(s) and other relevant colleagues regarding task to be developed on the framework of the project;
• Ensure good communication, coordination and information level of concerned members of the field teams during regular coordination meetings (or other when required);
• Solve team conflicts and ensure team building and discipline.

Jobs.ps, Ltd. All Rights Reserved.

Required Knowledge and Skills

EDUCATION: Master´s degree in project management, political sciences, international development, humanitarian studies, public administration, social science or other relevant areas; or equivalent professional experience.

PROFESSIONAL EXPERIENCE: (Humanitarian, International)

Required: 

• At least 4 years of experience in a similar  role and/or areas of program development, project management, donor reporting and grant compliance for an international NGO.
• Experience in creating communication products (i.e. articles, success stories, etc.)

Desirable:

• Past work experience in conflict zones or security volatile contexts
• Past work experience and/or knowledge of donor compliance requirements (ECHO, BHA, SIDA, GAC, WFP)

KNOWLEDGE AND SKILLS

• Strong writing skills
• Attention to details
• Attention to quality of produced materials
• Strong planning and anticipation skills

LANGUAGES

• Arabic
• English
• French (desirable)

Required: Strong command in writing and editing documents in English and Arabic

SOFTWARE (Pack Office, Other (to be specified)

Required: Strong computer skills essential, including ability to operate Microsoft Word, Excel, database management software, statistical packages, GIS.

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

• 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 communications 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 the staff and in developing a 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.

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 & PARTNERSHIP MANAGER – APPLICATION FORM

2. In addition, please submit a cover letter and a detailed resume before April 11, 2024 by sending an e-mail to [email protected]. Please indicate the Position Title " Grants & Partnership Manager " in the E-mail subject line.

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