Tearfund Horn of Africa Regional Office works with five different partners each undertaking a variety of development and humanitarian projects to contribute to the recovery and development of local communities.
We are seeking an experienced Grants and Information Coordinator to assist the Programmes team to produce high quality proposals and access donor funding for Tearfund Horn of Africa Regional Office. The role is responsible for coordinating all donor proposals and reporting, as well as being responsible for the donor project knowledge management systems.PART 1 – JOB DESCRIPTION
1. JOB OVERVIEW
The Grants and Information Coordinator assists the country team to produce high quality proposals to access donor funding for both the operational programme and selected partners, and to provide accountability to those donors while ensuring compliance to donor and Tearfund rules and conditions. As a member of the Senior Management Team (SMT), the role is responsible for coordinating all donor proposals and reporting, and donor project knowledge management systems within the programme. This requires working closely with the Program Manager and Project Officers to draft and edit donor proposals and reports; coordinate compliance with various institutional donor rules, Tearfund policies and Ethiopian Government processes; coordinate and support donor field visits and evaluations; lead analysis of field experience to derive lessons learned; write news; and share best practice.
2. POSITION IN ORGANISATION
Directly reports to the Country Representative (CR) closely coordinates with the Senior Management Team, including, Finance Manager, and Programme Support Staff Liaises closely with partners involved in accessing donor funding. This role interacts and liaises with different teams within Tearfund, particularly programme funding team, partnership team and Tearfund Strategic Partners in relation to funding and fundraising activities. Keeps the Programme Manager and the Country Lead abreast of ongoing work interaction and communication with teams external to the country team.
3. ORGANIZATIONAL REQUIREMENTS
The post-holder will, at all times, carry out their responsibilities in accordance with Tearfund’s Safeguarding Policy. To be committed to and share in the outworking of Tearfund’s Mission, Purpose and Values. The post-holder will be expected to behave in accordance with Tearfund’s ‘Code of Conduct’ as referred to in the Personal Conduct Policy.
4. KEY RESPONSIBILITIES
4.1. PROGRAMME STRATEGY
Keep the Senior Management Team updated on key donor strategies and priorities, and aware of specific calls for proposals, in conjunction with the Programme Funding Team, ensure all donor submissions are in line with Tearfund’s Quality Standards, Project Cycle Management (PCM) and sector good practice, and reflect the priorities outlined in the programme.
4.2. PROJECT / SUPPORT FUNCTION MANAGEMENT
Support the Program Manager, the Project Officers and DMEL Manager to collect and documents, disseminate and store vital programming information, such as assessments, studies, reviews, baseline information, needs assessments and situation analyses. Ensure availability and appropriate use of programming information in designing and developing projects and programme concepts, project concept notes, Proposals, reports, information briefs, bulletins and case studies. Support drafting of concept notes, proposals, and reports including budgets and any required supporting documentation, while ensuring donor guidelines are followed in close coordination with all those involved in management of projects and programme.
Advise and facilitate the Project Manager to develop quality logical frameworks to describe the projects and allow effective monitoring and demonstration of impact. Edit and undertake a final proof reading of all documentation prior to submission to ensure quality control, focusing on clarity, consistency, and application of PCM good practice. Coordinate the provision of the required information for Project Approval Meetings (PAMs), to ensure relevant authorisation is gained prior to donor submissions, while ensuring any recommendations are adopted into the final submission. Support and facilitate the country team to undertake internal end of project reviews, and external evaluations, to ensure learning is captured, understood and disseminated within the programme and corporately for possible inclusion into emerging best practice and policy formulation. Support the country team to coordinate all project related internal reporting within the programme and to UK, and act as the point of contact for project related information to and from UK, coordinating responses to requests and disseminated information to programme staff Produce prayer updates for Tearfund supporters, where requested.
4.3. CORPORATE POLICY AND COMPLIANCE
Maintain the programme’s Grant Management Information System to ensure the timely and quality submission of internal and external proposals and reports, including in collaboration with the program management team setting deadlines for submission of draft documents in consultation with the CR and PM maintain a standard filing system to ensure core donor and project related documentation is held and accessible, using effective paper and electronic filing systems in accordance with Tearfund standard procedures. Act as a conduit for information on donor rules and regulations applicable to each donor project between Programme Funding Advisor(s), The programme Manager, DMEL Manager and the wider SMT. Coordinate the monitoring of compliance to specific donor rules and regulations, highlighting areas of insufficient compliance to SMT. In collaboration with the SMT monitor the implementation of the project closure guidelines at the end of every project.
4.4. TEAM MANAGEMENT
The Grants and Information Coordinator liaises with SMT in order to gather required information for donor proposals, budgets and reports within a timely fashion. The Grants and Information Coordinator may be assigned line management responsibility for certain members of staff as determined by the Country Representative.
4.5. EXTERNAL REPRESENTATION
As delegated by the CR, attend relevant inter-agency coordination meetings, support the CR in developing and maintaining donor relations with in-country representatives, though email, phone and face-to-face meetings coordinate the arrangements for in-country donor visits for monitoring and evaluation, in consultation with CR and the wider SMT.
QUALIFICATIONS
EXPERIENCE
ESSENTIAL
DESIRABLE
SKILLS/ ABILITIES
ESSENTIAL
DESIRABLE
PERSONAL QUALITIES