Grants Officer

MAIN RESPONSABILITIES:

The Grants Officer is responsible for donors’ proposals and reports writing and organization and ensuring compliance with donors’ requirement in grants management.

He/she works in close collaboration with the Deputy General Coordinator, General Coordinator, Service Support Coordinator, Technical Coordinators, as well as with Program Support Officer and Institutional Funding Officers in HQ.

He/she advises on donors’ compliance, rules and regulations, guidelines dissemination and acceptance by all relevant staff. He/she contributes to the definition of the funding strategy.

He/she will strengthen the capacity of the program team proposal development, donors report writing and program capitalization. The Grants Officer is part of the senior management team in the Mission.

WORKING RELATIONSHIPS:

Hierarchical link: Deputy General Coordinator in charge of programs

Functional link (if any): Program Support Officer based in HQ

Close collaboration with: Technical coordinators and program managers, deputy managers, officers, MEAL team, communication team, etc

ROLES:

1. Donor’s proposal management

• Is the focal person for projects development, including assessing suitability, compliance and facilitate the process in line with Mission’s requirement.
• Develops, in liaison with the HQ focal person, simple guidance for the Mission to follow in resources mobilization – the Go or No Go decision process, donors mapping, Theory of change development etc.
• Support the Deputy General coordinator, the Program Coordinators and the team in HQ in the coordination and the writing / reviewing / compiling / piloting of proposals.
• Provide timelines and action plans and ensure timely submission of project proposals and reports

developed to HQ and donors.

• Make sure that the proposals match the MdM mandate and strategy in Lebanon.
• Support the Deputy General coordinator by taking the lead in the writing certain parts of the proposals (non-technical part such as context, cross-cutting thematic, MdM fights, etc.) and lead in the compilation of the different contributions;
• Work in close collaboration with the medical, logistics, HR and finance departments, to ensure consistency among the different components of proposals – i.e. log frame, budget, procurement needs, narrative, etc.
• Review the different contributions (especially from the program department), share comments to the team to ensure the quality of documents;
• Make sure that all indicators are SMART and targets realistic, in collaboration with the Program Coordinators in charge of programs and the MEAL Advisor
• Be the focal point at mission level for HQ (Program Support Officer, with the support of the Institutional Funding Unit) for grants/reporting, and consider donor compliance and guidelines to ensure compliance.

1. Donors and internal reporting

• Based on HQ grants tracker ensure good follow-up of the reporting deadlines on a regular basis and share with relevant departments
• Support country mission in the coordination and writing of donor reports
• Ensure timely submission of reports to HQ or consortium lead agency or donors
• Ensure compliance with the donor deadlines, including developing and disseminating timelines and action plans to relevant staff
• Follow up on mission-level reporting and ensure that documents are submitted on time
• Support the Deputy General coordinator by taking the lead in the writing of certain parts of the reports (non-technical part) and help in the compilation of the different contributions.
• Work in close collaboration with the program, logistics, MEAL and finance departments, to ensure consistency among the different components of the reports
• Act as a focal point for report related queries, e.g. templates and compliance, in collaboration with the Program Support Officer (HQ)
• Take the lead in the preparation/compiling of the monthly MdM situation report, by liaising with the different mission departments to get and review their contribution.

1. Donors engagement

• Maintain overview of all donor strategies, requirements, rules and regulations; ensure their good dissemination
• Carry out regular donor mapping exercises and identify new funding opportunities in line with the country program’s strategy
• Maintain a database of current and expected call for proposals
• On request of the Deputy/ General coordinator, approach relevant donors for potential funding
• On request of the Deputy / General coordinator, attend to meetings with donors
• Support the mission in the organization of external audit or evaluation.
• Assist the Head of Mission / General coordinator in donors meeting, compiling related communications and donors meeting management.
• Ensure the quality of the donor reports, and proposals, modification requests, concept notes and submitted timely.
• Follow the humanitarian reports and arrange regular personations to update the team.

1. Memorandum of Understanding (MoU) / Partnership agreements

• Is the focal person for the development of MoU.
• Support the Deputy General coordinator and Program Coordinators in the writing of needed operational MoU, partnership agreements or amendments (for instance: Ministry of Health, UNICEF, other INGO/local NGO or UN agency).
• Liaise between the different department involved and follow-up on the HQ process.
• Ensure smooth communication and collaboration with partners when included in consortium.
• Ensure proper filing system for the mission, including the partnership information;
• Along with the Deputy General coordinator, ensure the lead and coordinate with the Program Support officer in HQ in the writing / reviewing / compiling / piloting of such agreements.

This list of activities is not exhaustive and may change depending on the situation.

Conditions of the job :

Position is based in Beirut with regular travels to bases (Tripoli and Zahle).

CONTEXT

Lebanon is a country which went through different crisis. Lately, since 2019, the country has been facing a social crisis, then an economical and financial crisis followed by a governmental crisis – the country has

no president since October 2022. Finally, since October 7^th, 2023, active conflict with Israel has resumed in the South, leading to targeted intervention from Israel inside the country.

Médecins du Monde has been working in Lebanon since the eighties. A permanent office was opened in the country in 2011. Different projects have been implemented over the years. Currently Médecins du Monde is running different projects, covering 3 main public health components:

• Primary health care services, supporting the MoPH in the strengthening of access to primary health for all people living in Lebanon;
• Mental Health and psycho-social support, including addiction, working on a pilot project developed by the National Mental Health Program (NMPH);
• Sexual and reproductive health care, supporting the birth center in Rafik Hariri Hospital.

Activities are being implemented in Beirut, North and Bekaa region.

SKILLS REQUIRED

Education and experience:

• Higher education (degree in international cooperation, humanitarian studies, international relations, project management, or other related fieldetc.)
• At least 2 year’ experience in a similar post or demonstration of experience in grants management
• Experience in grants management in humanitarian context
• Experience in multi-donors’ budgets in humanitarian and development context          
• Training and capacity-building experience

Hard skills :

• Ability to draft narrative proposals, reports and amendment notes for institutional donors
• Capacity of reading and understanding a donor budget
• Understanding of specific business tools (reporting or accounting)
• Understanding and identifying institutional donors’ cycles and procedures (especially for GFFO/BMZ, ECHO/EU and AFD)
• Assessing the quality of documents submitted to donors according to their guidelines and the constraints of the teams
• Understand the basic/program spects of a contract
• Researching and selecting sources of information
• Capacity to summarise and present information about programs

IT

• Excellent knowledge of Windows environment (word, excel…)

Languages        

• English is mandatory (excellent level required in both oral and written)
• Knowledge of Arabic and/or French would be an asset

Soft skills:

• Prioritizing and adapting schedules according to priorities and unforeseen events
• Excellent communication skills both written and oral
• Excellent organizational skills including time management and ability to meet deadlines
• Ability to work under a minimun of supervision
• Flexibility, reactivity and anticipation
• Capacity to take initiatives
• Team spirit
• Able to work and live in challenging context