INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

Terms of reference

Job Title: Grants and Reporting Coordinator

Code: SR-28-9575

Duty station: Kabul, with frequent travels within the country

Starting date: 01/01/2025

Contract duration: 12 months

Reporting to: Head of Programs

Supervision of: Grants & Reporting Officer

Type of duty station: Non-family duty station

General context of the project

Over 40 years of conflicts and political turmoil have taken a massive cumulative toll on the people of Afghanistan. A total of 18.4 million people, almost half of the total population, have been estimated by the UN to need humanitarian assistance prior to recent events. Severe droughts are recurring in Afghanistan, currently resulting in nearly 14 million people in acute food insecurity, with over 3 million children facing severe malnourishment. The recent displacement of 550,000 people is adding to an estimated 2.9 million people who remain internally displaced and in need of humanitarian assistance, while winter months are around the corner.

INTERSOS has been working in Afghanistan since 2001, with a country office in Kabul, and field bases in Kandahar and Zabul provinces. In recent years INTERSOS has been focusing its assistance on an integrated community-based approach that includes primary health care (including sexual and reproductive health care), nutrition, and protection programs serving conflict-affected populations, particularly in hard-to-reach areas, with a special focus on socially excluded individuals, including women, children and persons living with disabilities.

With its operational approach and active engagement with the communities, INTERSOS has been enjoying strong community acceptance and operational access. All INTERSOS activities continue to be implemented in Afghanistan at the present time, with no operational restrictions and with the full inclusion of female staff.

It is widely anticipated that Afghanistan’s humanitarian situation may deteriorate further, given that the international support to key essential and social services – food aid, health, education, and other essential services, is currently frozen. Although humanitarian aid cannot replace this gap, international assistance that prioritizes urgent humanitarian needs will be essential.

At the same time, unless the operational environment with all its impediments (including in relation to banking/cash transfers and counter-terrorism measures) does not improve, the response will continue to be a challenge.

Recognizing that the humanitarian situation in Afghanistan will require more intensified international humanitarian assistance, INTERSOS remains in Afghanistan to deliver its ongoing activities, and potentially scale up its response.

General purpose of the position

In coordination with the SMT, MEAL, Program/Project Managers and Technical Coordinators, lead the proposal design and writing process, ensure high-quality reporting and compliance, and support grants’ management activities in line with INTERSOS program goals, objectives, and indicators while respecting donors’ requirements.

Main responsibilities and tasks

Portfolio development:

Work with CD/HoP to develop/update the Donor Mapping tool and implement a comprehensive strategy for engagement/cultivation of relationships with potential donors.

Monitor and identify funding opportunities that align with INTERSOS strategy and priority programs and projects.

Proposal Development:

Provide an analysis of the Call for Proposals to guide an informed go or no-go decision.

Lead the go-no-go processes, ensuring the participation of the SMT and all relevant staff.

Lead the entire proposal design and writing process, in coordination with other departments (finance, logistics, HR, etc.) and with the Regional Office, ensuring proposals are strategically aligned and meet donor requirements.

Draft and/or review budget narratives, ensuring coherence with the budget and donor requirements.

Defining workflow regularly and/or ad hoc to ensure project design meets donor guidelines and submission process, liaising with the Regional Office, specifically with the Regional Grant and Reporting Officer.

Ensure the matching and consistency of the information and budget figures across proposal documents, including financial components.

Ensure the final documents package before the submission is complete, consistent, and compliant with donor rules.

Promptly flag any challenges or delays to relevant colleagues at the mission and regional level

Reporting and Compliance:

Regularly update mission Master Planning ensuring internal and external reporting deadlines are respected and promptly communicated to relevant colleagues.

Liaise with HQ Grant Unit and Regional Office to receive and keep abreast of donors’ templates and guidelines.

Lead all reporting processes, ensuring compliance with donor regulations.

Ensure the correct storage of Reports and related annexes on the INTERSOS Management Platform (IMP).

Support program team (including grants team) and local partners (if applicable) in delivery of high-quality reporting through training and capacity building, development of standardized information and reporting tools.

In collaboration with the Regional Grants and Programme Officer, Support the Grants Unit in conducting compliance checks at the mission level.

Grants Implementation Management:

Organize and play a lead role in grants kick-off meetings.

Support information sessions on main donor guidelines involving all relevant departments.

Support the HoP in conducting grant review meetings and provide advisory assistance to program staff.

Support field monitoring of performance indicators and conduct compliance spot checks on projects and partners.

Conduct periodic reviews of project documentation, ensuring proper uploading and archiving both in IMP and in the Mission’s Drive.

Ensure project amendment requests comply with donor procedures.

Assist in preparing, reviewing, and modifying memoranda of understanding and grant agreements.

Support institutional learning on program design, reporting, and donor compliance.

Partnership and Localization:

Capacity Building for Local Partners: Support local partners in strengthening their organizational and programmatic capacities, including financial management, monitoring and evaluation, and compliance with donor regulations.

Coordination with Local Stakeholders: Act as a focal point for communication and coordination with local NGOs, civil society organizations, and humanitarian platforms to ensure alignment with humanitarian and development priorities in Afghanistan.

Monitoring and Evaluation of Partnerships: develop the monitoring plan, oversee the monitoring and evaluation of partnership activities, ensuring that objectives are met, and reporting requirements are fulfilled, in line with donor expectations and internal processes.

Risk Management and Compliance: Identify and mitigate risks related to partnership management, ensuring that local partners adhere to legal, financial, and ethical standards.

Donor Liaison and Reporting: Ensure timely and accurate reporting to donors, including financial and narrative reports, and respond to any queries or requests for additional information regarding partnerships.

Localization Advocacy: Advocate for the localization agenda by engaging with donors, government, and international stakeholders to secure support for Afghan-led initiatives and the empowerment of local organizations.

Resource Mobilization: Identify and pursue funding opportunities for local partners, supporting them in developing high-quality proposals and applications in collaboration with the Grants team.

Cross-Cutting Issues: Ensure that partnership strategies incorporate cross-cutting issues such as gender equality, protection, and environmental sustainability.

People management:

Facilitate training and provide one-on-one follow-up support in report writing, proposal development, and related topics to build the grant management capacity of all INTERSOS staff.

Coordinate and manage the Grants team to deliver high-quality results.

In coordination with the HR department, being responsible for ensuring that the grant team is trained and respects INTERSOS policies, rules, and regulations.

Responsible for periodic IRP appraisal of the grant team.

Required profile and experience

Education

• BA in International Affairs, Development, International Political Economy, or a related field

Professional Experience

• Minimum 5 years of relevant experience in program departments in the humanitarian sector, with demonstrated experience in proposal development and grants management
• Minimum 3 years experience in similar positions in potentially insecure environments as expatriate staff

Professional Requirements

• Strong knowledge of grants management, including experience with institutional donors (BHA, ECHO, EU, OCHA, UNHCR, UNICEF, AICS, etc.) and understanding of their requirements and compliance
• Proven ability to lead proposal development processes from concept to submission
• Experience in building the capacity of staff in reporting and donor compliance
• Capacity to analyze data to inform reporting and new programming
• Understanding and exposure to Project Cycle Management skills and capacity to plan and organize work activities
• Excellent communication and writing skills
• Essential computer literacy (Word, Excel, Internet)

Languages

• English fluency is required; Italian is considered an asset.

Personal Requirements

• Strong leadership and coordination skills
• Ability to work independently and as part of a team
• Excellent organizational and time management skills
• Ability to work under pressure and meet deadlines
• Solution-oriented and detail-oriented
• Understanding of humanitarian principles, standards, and best practices
• Commitment to INTERSOS principles