Senior Grants and Reporting Officer

                                        INTERNAL AND EXTERNAL VACANCY ANNOUNCEMENT

                                                  For

                                             Senior Grants and Reporting Officer

Country Office: Ethiopia

Work Base: Addis Ababa

Availability: As Soon As Possible

Salary Scale: as per the organization salary scale

Contract Duration: One year with a high possibility of extension

                    Female candidates are highly encouraged to apply for this position.

About Action Against Hunger

 Action Against Hunger-USA is a global humanitarian organization that takes decisive action against the causes and effects of hunger. We save the lives of malnourished children and we enable entire communities to be free from hunger. With more than 8,000 staff in over 50 countries, our programs reached 17 million people in 2019. 

About the Country Program in Ethiopia

Action Against Hunger has been operational in Ethiopia since 1984 responding to both chronic and acute needs through a multi-sectoral strategy where nutrition, Food Security and Livelihoods, WASH, and Mental Health and Psychosocial Support activities are integrated to have a meaningful impact on people’s resilience.

Action Against Hunger currently operates in 5 different regions (Oromia, Somali, Amhara, Benishangul Gumuz, and Gambella) with a portfolio of 20m USD/year of emergency, resilience building, research, and innovation programs. We have a country team of around 600 staff in 17 regional and satellite offices. Our main donors in Ethiopia in 2020/2021 are BHA, ECHO, Europaid, UNHCR, UNICEF, GFFO, BPRM, SIDA, EHF, WFP, CIAA, and others.

Summary of the Position

The Senior Grants and Reporting Officer will contribute to the overall Country Portfolio management of the Grants and Reporting Department of Action Against Hunger – Ethiopia Mission in line with Action Against Hunger – the USA and the country’s technical policies.

The Senior Grants and Reporting Officer will report to the Grants and Reporting Head of Department (GRHoD).  This position will be based in Addis Ababa with frequent travel to field sites of the organizational operational areas. The Senior Grants and Reporting Officer will work in collaboration with the grants team members, Program Technical Advisors, Coordinators, and Managers in addition to the operations team, and Finance Department.

Collaborate with GRHoD, Technical advisors, and Program Director to ensure quality and timely preparation and submissions of donor proposals and reports.

The Senior Grants and Reporting Officer role’s purpose, engagement, and delivery are:

1. Purpose: (The substantive focus of the job encompassing scope, depth, and difficulty of work both conceptual and applied) 

Overall Grants Management

• Support the Grants management team in organizing project cycle management meetings i.e. kick-off, review, closure, and representation in external partnership/donor meetings.
• Take the minutes of all grant-related meetings, and share and follow up action points with all the relevant teams at different levels.
• Support the Grants management team in ensuring that final agreement packages (Narrative, Budgets, Work plans, etc.) are shared with program and support teams on time and highlight relevant donor compliance regulations.
• Support the Grant management team in facilitating donor modifications (both programmatic and financial changes).
• Support and participate in field-level program monitoring activities in collaboration with other technical, operational, and MEAL teams.
• Support the grants management team and facilitate the monthly grants review meeting (BFU) with the Capital and Base teams.
• Share visibility donor guidelines and requirements to field teams. Assist field team in the implementation of visibility requirements, and monitor visibility activities at the field level. 

2. Engagement: (The focus of interaction both internally and externally needed to deliver a service seek collaboration and build effective partnerships)

 Partnerships Management 

• Support the grants management team in partner mapping, identification, and selection processes under the organization’s partnership portfolio.
• In conjunction with the grant management team, conduct due diligence checkups for partners who work with AAH in the consortium and provide recommendations that address risk mitigation strategies.
• Assist in the preparation and review of grant agreement documents, including sub-agreements, pre-teaming agreements, and teaming agreements.

Donor Compliance

• With the support of Grants and Reporting HoD, Review Partnership and teaming agreements, and support in coordinating their reviews with relevant focal persons. 
• Support that grants are implemented in compliance with AAH and relevant donor regulations.
• Support in maintaining and updating accurate grant files. 

3. Delivery: (The focus on the execution of the work and the role of the team in supporting business/operational functions in terms of timeliness and quality)

 Reporting

• Support the Grants Management team to prepare, update, and share regularly donor and internal reporting schedules.
• Follow up with Field Coordinators (FCs) and Technical Advisers (TAs) for the timely preparation and submission of reports.
• Support the Grants and Reporting Department to produce high-quality program reports as per donor and AAH requirements by providing high-quality editing and formatting skills.
• Support the grants management team in the overall reporting procedures with a good deal of attention to detail like proofreading, copy editing, reports compilations, update preparations, and presentations.

Documentation, Archiving, and Other tasks as assigned

• Support the development and maintenance of comprehensive information management and filing system that ensures all grants documents (contractual documents, reports, key correspondences, modifications, etc.) are appropriately filed in up-to-date and consistent soft and hard libraries available as needed
• Uploading proposals and reports on different donors portal depending on the donor and making sure these portals are updated with the latest information.
• Participate and take minutes of the country management meeting when necessary.
• Other tasks may be assigned by the line manager.

Supervisory Responsibilities

• NA

Gender Equality Commitments  

• Foster an environment that supports the values of women and men, and equal access to information.
• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.
• Respect beneficiaries’ women, men, and children (boys and girls) regardless of gender, sexual orientation, disability, or religion. Race, color, ancestry, national origin, age, or marital status. 
• Value and respect all cultures. 

Sexual Exploitation and Abuse (SEA):

• Beware of the minimum operating standards of SEA
• Protect and prevent others from SEA.
• Report SEA.
• Strictly compile with AAH child protection and SEA policies 

Fiscal Responsibility

• NA

Physical Demands

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Any Procurement requests should be raised by using the link software. 

Working Conditions, Travel, and Environment

• The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.
• Must be able to travel as required for standard domestic and international business purposes. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high-security risks and/or very basic living conditions and outside weather conditions, as well as infectious diseases.

Required Qualifications and Professional Experience

• Degree in International Relations, Development Studies, Project management, Humanitarian Action, or other related social sciences.
• 3-5 years of previous work experience in grants management, partnership, report writing, and/or working in the field of Development and Humanitarian contexts is strongly desired.
• Strong experience in report writing with good command of the English language (both written and spoken).
• Prior work experience in both Humanitarian and Development contexts is strongly desired.
• A strong track record of budget and financial analysis in project cycle management is desired. 

Required Skills & Competencies

• Strong organization skills, rigorous, analytic, and details oriented.
• Prior knowledge of donors guidelines: ECHO, EU, BHA, UN Agencies (OCHA, WFP, UNHCR, UNICEF, IOM),  SIDA, BPRM is added advantage
• Demonstrated experience in donor reporting.
• Excellent financial analysis
• Flexible, self-starter, quick learner, and adaptable.
• Proficiency in written and spoken English;
• Computer literate: good command of Microsoft Office (MS. Word, MS. Excel, and MS PowerPoint).
• Strong understanding of project cycle management, monitoring, and evaluation.
• Interpersonal skills: communication, autonomy, organizational skill, creative and innovative thinking, planning.