General objective
The Grants Officer is responsible for managing donor deadlines related to the programs, reporting, internal and external communication about the mission, and supports the Grants Manager and the programme team in daily tasks, particularly in writing project proposals.
Responsibilities
- Reporting: Coordinates and supports with donor reporting.
- Communication: Identifies communication requirements and needs, and drafts communication materials in coordination with the field teams.
- Development: Supports the Grants Manager in preparing, coordinating, reviewing and drafting project proposals.
- Programme support: Supports other key programme and coordination tasks, including gathering documents for audit, preparing presentation documents on the mission and programming, reviews internal follow-up documents and MEAL reports etc.
Specific objectives and activities
1. ENSURING THE RESPECT OF DONOR CONTRACTUAL OBLIGATIONS AND CONTRIBUTING TO THE PRODUCTION OF ANALYTICAL REPORTS ON PROJECTS
- S/he ensures that the field teams have the final versions of proposals, donor reports, and contracts for the signature of a new project.
- S/he is responsible for ensuring compliance with donor guidelines and contractual obligations at the beginning of a project (by participating in the kick-off meetings), in the formulation of reports and during project implementation (through project review meetings), in coordination with the Grants Manager, Deputy HoM, the Administrative and Financial Coordinator, and the Logistics Coordinator.
- S/he is responsible for ensuring compliance with the donor financial and narrative reporting schedules of programs.
- S/he ensures that retroplans and right templates, as well as key information, are disseminated to the teams.
- S/he follows-up with the team to ensure that the reporting is understood and completed in a timely manner.
- S/he contributes to the collection and review of data needed for report preparation, in coordination with the relevant field and coordination teams.
- S/he ensures a review of the reports in terms of content and format, ensuring data consistency, spelling, grammar, alignment with objectives, and the inclusion of indicators.
- S/he ensures the submission of reports and their package to donors or HQ, the archiving of the latest versions, and acknowledgment of receipt.
- S/he ensures responses to donor inquiries regarding the submitted reports.
- S/he supports the Grants Manager and Deputy HoM on the contractual follow-up of ongoing projects, by assessing achievements and spending, and if needed supporting in requesting Cost Extensions and No Cost Extensions to donors.
2. PARTICIPATE IN DRAFTING PROJECT PROPOSALS
Under the management of the Grants Manager, s/he supports the drafting of project proposals, that can include:
- S/he ensures that donor guidelines are well understood by the team responsible for preparing the proposal through a presentation of the donor, its requirements, proposal process, retroplan and templates.
- S/he coordinates the writing process with the rest of the team (field, programme, support).
- S/he ensures that the formats used for project proposals comply with the official formats of the donors.
- S/he participates in writing parts of project proposals, amendment requests, and contributes to the gathering and preparation of all documents for donors.
- S/he ensures a review of the documents in terms of content and format, ensuring data consistency, spelling, grammar, alignment with donor requirements and objectives, and PUI standards.
- S/he supports the preparation and review of the final proposal package, as well as its dissemination to the teams and archiving.
- S/he contributes to the development of answers to donor inquiries.
3. ENSURING THE DISSEMINATION TO HQ AND MISSION OF INTERNAL AND EXTERNAL DOCUMENTS
- S/he regularly coordinates with HQ to ensure smooth sharing of information and tasks.
- S/he supports the Grants Manager and Deputy HoM in preparing internal meetings, prepares the minutes and shares them after validation.
- S/he disseminates the donor guidelines, mission factsheets, and monthly reporting and development follow-up to the mission.
- In coordination with the Grants Manager, s/he supports the teams in the preparation of approvals from authorities (disseminating the templates for Technical Agreements, follow-up, reviews) and of partnership agreements with local partners.
4. ENSURING THE EXTERNAL COMMUNICATION OF THE MISSION
- S/he identifies the communication and visibility budgets and donor requirements for each donor and project.
- S/he ensures the follow-up of these communication and visibility requirements.
- S/he acts as the focal point for the field and Logistics team regarding visibility.
- S/he centralizes project photos/videos and contributes to the mission’s photo/video library.
- S/he requests, on a regular basis, articles (success stories, interviews, etc.) along with photos from Program Managers.
- S/he reviews, translates if necessary (from Arabic to English) and finalises these articles and pictures, and validates them with the coordination and field teams.
- S/he forwards the articles to the Communication Service at headquarters for PUI publication.
- S/he also finalises the articles and pictures to attach to donor reporting.
- S/he consolidates information and works on the presentation of external documents (evaluation reports, impact studies, lessons learnt reports etc.) before submitting them for review and validation.
- S/he prepares the presentation documents for the mission based on the mission’s strategy.
Profile
Needed skills
- Training / Education
Necessary
- Project Management, Humanitarian work, International relations training
- Bachelor’s degree level
Added value
Master’s degree
- Experience
Necessary
Minimum one year in project and/or grants management in the humanitarian sector
Added value
More than two years of experience
- Knowledge and Skills
Necessary
- Excellent writing skills
- Organization and autonomy
- Knowledge of key institutional donors (BHA, ECHO, OCHA, UN donors…)
- Knowledge of the humanitarian sector
Added value
MEAL and data management skills
Languages
- Excellent English level mandatory
- French an added value
IT
- Advanced user of MS Office (Word, Outlook, PowerPoint)/ Microsoft
- Data management softwares (Excel, PowerBI)
Personal skills
- Ability to work independently, take initiative, and show responsibility
- Good stress resilience
- Reliability and attention to detail
- Organizational and priority management skills
- Sense of diplomacy and pedagogy
- Capacity to analyse and synthetize data
- Ability to adapt and be flexible
- Ability to represent PUI’s activities and mandate to local authorities and donors
- Ability to understand the local environment in its political, economic, and historical aspects
- Good communication skills and interpersonal relations
- Adaptability based on changing priorities and the ability to manage multiple tasks simultaneously
Other
- Willingness to travel to Sudan for field visits, where the security situation is unstable and standards of living are basic.
Expected date of starting contract and duration
6 months, starting on 01/05/2025
How to apply
- To apply, please send your CV in English to: recruitment@premiere-urgence-sdn.org
- Please name the subject of your email “Grants officer and your name”
- Deadline for applications is 19/03/2025