Description

Contract Length: 8 months

Base: Jerevan, with field trips

Line Manager: Head of Programmes

Start date: ASAP

About the Armenian Programme of People in Need:

The breakaway region of Nagorno-Karabakh inhabited by the ethnic Armenians has been affected by the full-scale military assaults of Azeri military forces Within 24 hours, a ceasefire agreement has been reached between de facto authorities of NK and Azerbaijan under the mediation of the Russians. There are serious concerns that in hours and days, people will be massively displaced to Armenia, which would create an immense humanitarian need in Syunik where the Lachin begins. In such case, a significant proportion of the population can be on the run. Before this will happen, PIN is re-starting its emergency unit in Armenia to promptly coordinate all its emergency programming and be prepared for the influx of displaced people fleeing to Armenia.

About the role:

Under the strategic guidance of the Head of Programme, the Grants and Reporting Officer (GRO) will be responsible for the coordination of proposal development, and reporting across PIN’s Armenia programme.

The GRO will support programme teams in budget forecasting and management along with the Head of Systems and Operations, ensure timely delivery of high-quality reports in compliance with donor guidelines, and lead the development of quality proposals in line with PIN’s internal processes. The GRO will work in close collaboration with the Country Director, Head of Programmes, Head of Systems and Operations, Project Managers, MEAL staff, and HQ-based advisors. Reporting to Head of Programmes.

Main Duties & Responsibilities:

Grants reporting

· Support with grant opening and closing, including action points and monthly monitoring of progress against timelines; to ensure accurate tracking of implementation, progress and timely alerts to potential challenges/obstacles.

· Maintain systems and tools (including donor trends analysis, funding trackers, grant trackers, reporting templates and calendars, etc.) and guide country programme (CP) on grant acquisition and management.

· Ensure that final grant documentation (including narrative, log frame, work plan, budget, etc.) are shared with programme and support teams, highlighting relevant donor compliance regulations.

· Maintain regularly updated reporting and compliance guidelines for key donors.

· Participate in semi-annual reviews of County Program Strategy (CPS).

· Support the PMs with preparation for the Monthly Review Meeting (MRM, ensuring that relevant project staff shares and updated Project workplan before each meeting.

· Sends out invitations for the bi-annual Internal Project Reviews (IPRs) ensuring that relevant project staff updated and submitted all relevant documents before each meeting.

· Ensure that the Country Program Feedback tracker is updated on a bi-annual basis by project staff.

Donor mapping and funding strategy

· Lead the fundraising strategy development process in coordination with the Head of Programmes (HOP), Country Director (CD) and Regional and KLD Program Quality Advisor.

· Proactively supports in monitoring potential new funding opportunities for PIN in Armenia through relevant open sources (donor websites, humanitarian assistance portals), clusters, and bilateral consultation and scoping with existing and potential donors.

· Arrange project inception meetings, analyse donor/grant contracts, and communicate contractual obligations to CP management and project teams.

· Update the donor mapping and funding strategy, keeping abreast of funding trends and donors‘ strategies, paying special attention to diversifying the funding portfolio with new donors in development and human rights sectors (and others as relevant in view of PIN’s programme strategy); timely inform the management staff of opportunities or strategic trends.

· Liaise with HQ funding advisors to increase knowledge of donors and proactive fundraising in the country programme.

· Continuously seek and keep informed of new funding opportunities (both arising and anticipated), and responsible for preparation call analysis for Go/No-No decisions.

Proposal development

· Prepare and lead Call for Proposal (CFP) meeting to be discussed with relevant CP and HQ colleagues

· Lead and properly document go/no-go decisions.

· Lead, plan and coordinate the proposal development process with all relevant in-country, HQ and external stakeholders (programme teams, MEAL, finance, logistics, compliance, HR, partners).

· In close cooperation with finance team and HoP, ensure that proposals comply with donor guidelines and requirements, are written in reader-friendly and compelling language, meeting deadlines for internal reviews and final submission.

· Participate in proposal writing and support the proposal lead for all concept notes and proposals, including designing logical frameworks, setting realistic and measurable targets, developing proposal narrative and budgets, with guidance from finance and MEAL staff.

· Provide trainings for programme staff on reporting, and compliance.

· Ensures comprehensive grant files and donor guidelines and resources are maintained up to date and are available for use, coordinate with assigned HQ desk colleagues on this and other agendas

Reporting

· Coordinate with and build the capacity of Project Managers to deliver well-structured, high quality and timely reports that meet donor and PIN quality standards and requirements.

· Collate, review and verify all annexes for submission to donors.

· Coordinate between donor representatives and staff to ensure all reports and tasks are communicated and completed.

· In close cooperation with HoP and relavant PMs coordinate and communicate regularly with donor representatives on proposal submission and reporting, and participate in donor meetings as needed.

· Coordinate with the MEAL and programme staff to ensure the accurate storage and reporting of data, in compliance with GDPR.

· Ensure proper archiving of all grant management data including proposals, donor and internal reports, and donor communications on PIN internal systems.

· Assist programme and communication teams to develop external communication tools as relevant for donor visits/meetings/reports.

· Administratively supports monitoring of the implementation and interim reporting Support administration of project documentations in ELO and Navision (IRPs)

· Helps with proofreading and translations of project documents, reports and budgets and makes sure they are properly approved by the RDD management and formally correct.

Partnership management

· Develops with the support of Head of Programs (HOP) the partnership strategy, including an action plan and reviews relevant documents

· Maintains a regular contact with organizations that can be considered for partnerships,

· Works in partnership with the KLD Partnership advisor

Other:

· Supports with administrative tasks.

· Fulfils other tasks relevant to the position as required.

Required skills:

· Strong organizational, critical analysis, and problem-solving skills;

· Excellent communication skills, including fluent spoken and written English, including exceptional report writing and editing skills.

Preferred skills (as an asset)

· Experience of working within a humanitarian and/or development organization;

· Knowledge of MEAL and reporting mechanisms;

· Grants development work experience;

· Experience or interest in leading the coordination of successful large-scale project proposals to key institutional donors, such as FCDO, ECHO, BHA, GAC, CZDA among others. Development donors experience is also relevant.

· Experience in leading interim and final reporting to the core donors outlined above;

· Grasp of all stages of program cycle management and quality standards in humanitarian programming;

· Familiarity with the humanitarian and development context in Armenia

What we offer:

• Work experience in a well-established and continuously growing humanitarian organization in a challenging context;
• Work in an international team;
• Monthly subsistence allowance of 1350 EUR;
• Accommodation;
• 25 days of paid leave annually;
• Travel health insurance;
• Free access to e-learning sites, global PIN’s Induction Training, and other capacity building opportunities;
• Reimbursement of travel expenses to and from Armenia;
• Reimbursement of costs of visas and vaccinations; assistance with visa application procedure;
• Reimbursement of the medical check-up before and after the deployment;
• Free medical helpdesk and psychological consultation available online.