Job Description

Starting Date : May 2021 Location : Afghanistan, Kabul Duration of Mission : 12 months Première Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. PUI teams are committed to support civilian victims of marginalization and exclusion, or hit by natural disasters, wars or economic collapse, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency. The Association leads in average 200 projects by year in the following sectors of intervention: food security, health, nutrition, construction and rehabilitation of infrastructures; water, sanitation and hygiene, and economic recovery. PUI provides assistance to around 6 million people in 23 countries – in the Caribbean, Africa, Asia, Middle East, Eastern Europe and France.

Context PUI orients its programs on addressing the fundamental needs of the Afghan populations through provision of assistance based on humanitarian principles and aligned with the concept of do no harm. Indeed, neutrality and impartiality are the key in order to enable humanitarian access to the affected communities, in particular in remote areas and territories contested or under control of the armed groups.

PUI interventions are implemented in a coordinated manner and must demonstrate strong support and co-ownership of the stakeholders and beneficiaries. Grass root approach and engagement of communities is possible as the Agency maintains acceptance and relationships locally for years, and involves stakeholders in all stages of its actions from design of activities to community-based feedback mechanism and other accountability instruments.

Over the past 40 years of response in Afghanistan, PUI has delivered health and nutrition assistance with aim to reduce morbidity and mortality in vulnerable populations. The Organization contributed to the reconstruction of the health system and expansion of access to quality health services across 11 provinces altogether.

Until now, health remains PUI strong expertise in the country and the entry point to implement the integrated approach that combines primary health care, nutrition, sexual and reproductive health, maternal health, hygiene and sanitation, and increasingly Psychosocial Support. Since 2013, PUI has started interventions on emergency preparedness and trauma services to conflict-affected populations. As Afghanistan became the world’s deadliest conflict in 2018 with 59% annual increase in terrorism-related deaths, it is indeed crucial to maintain capacity to respond to mass casualties and/or populations displaced suddenly.

In terms of geographical coverage, PUI increasingly orients its operations to remote areas and territories contested or under the control of the armed groups. In 2021, the aim is to extend interventions in Kabul province, as well as in the South-East Region..

As part of our actions in Afghanistan, we are looking for a Grants Manager in Kabul.

Responsibilities

Under the technical supervision and direct line management of the Deputy Head of Mission for Programs, the Grants Manager provides key support in the development of concept notes, proposals, reports, and other documents relevant to the programs of PU-AMI in Afghanistan. The Grants Manager is mission focal point for all matter related to donor’s contract and liaise regularly with HQ Program Officer. S/he:
  • Supervises the Grants and Communication department and ensures the timely and qualitative production of all communication materials, internal and external reports, concept note, proposals and amendment packages, in close collaboration with program teams and HQ;
  • Supervises and aims at building the writing reporting and analysis capacities of the Grants and Communication Officer;
  • Assists the DHoMP and Field Coordinators in the implementation and follow-up of program’s activities;
  • Supports Technical Coordinators and operations’ teams in the bases in the tracking, collection and compilation of information relative to program operational progress;
  • Supports the MEAL department in the collection and analysis of project’s data, to ensure the production of comprehensive documents and reports for internal and external diffusion;
  • Coordinates and acts as the focal point for the design and implementation of a communication strategy, including definition of targets and expected outcome as well as the development of quality communication channels and products, internal communication with HQ and external communication (requests for interviews, visibility products, etc.)
  • Develops and updates SOPs for program development and reporting in coordination with the Deputy Head of Mission for Program and relevant Technical Coordinators;
  • Follows-up and ensures an updated Mapping of existent and potential local partners;
  • Supervises and ensures the capacity building of program teams reporting and proposal writing skills.

Specific Objectives and Activities

1. SUPPORT DHOM, TECHNICAL COORDINATORS AND BASE TEAMS IN DONOR’S CONTRACT MANAGEMENT, WHICH INCLUDE: THE TRACKING, COLLECTION, COMPILATION AND ANALYSIS OF INFORMATION RELATED TO PROGRAM OPERATIONAL MATTER AND PROGRESS

  • Follow the implementation of all programs and support the Technical Coordinators (Health, MHPSS, WaSH, MEAL) and the operational teams in the bases in the gathering of all information regarding the follow-up operational results, contractual indicators and the respect of schedules, especially when those are contractual;
  • Assist the DHOMP and Field Coordinators in the implementation and follow-up of program’s activities;
  • Lead the overall mission’s effort for the development and improvement of reporting tools;
  • Communicate and inform the mission about the content of the signed contract and their amendments;
  • Participate in the mission’s effort to implement contractual donor guidelines (i.e. quality standards, procurement, Administration, etc.), by communicating them to the teams, checking their application and alerting DHOMP anytime a potential breach is identified;
  • Support the DHOMP in regular and ad-hoc contextual follow-up and analysis and in the production of reports and communication materials;
  • Support the Technical Coordinators to prepare and review programmatic documents (i.e. reports, manuals, maps, etc.) as well as for other tasks when needed.
2. ENSURE TIMELY PRODUCTION AND QUALITY OF INTERNAL AND EXTERNAL REPORTING AND COMMUNICATION PRODUCTS

  • Ensure the regular update of the reporting schedule to mission and HQ, including internal agenda planning, and the preparation and launching of the reporting packages, which includes the main donors’ guidelines and templates to be utilized as well as the timeline;
  • Support the technical coordinators and the operational teams in the bases in the collection of information and inputs from Program and Support teams in due time, provide critical feedback, adapt inputs to the appropriate format, and submit the final paper for validation to DHOMP in a timely manner;
  • Provide reporting which adheres to and faithfully transposes donors’ contractual or PUI guidelines;
  • Provide utmost standard of writing and quality to all reporting s/he prepares;
  • Support the base teams in their grant related documentation and seek to improve their reporting capabilities.
3. ENSURE QUALITY PRODUCTION OF PROJECT PROPOSAL AND AMENDMENT PACKAGES, IN CLOSE COLLABORATION WITH PROGRAM, FINANCIAL, LOGISTIC AND HR TEAMS

  • Ensure updated donor mapping for areas of intervention
  • Be responsible for the preparation, development, writing and consolidation of all PU-AMI grants’ documentation (i.e. proposals, concept notes, amendments, no cost extensions, etc.), by:
    • Supporting the DHOMP within the coordination (i.e. planning, distribution of tasks, milestones, list of components, etc.) of programs and proposal development (i.e. proposals, concept notes, amendments, no cost extension, etc.);
    • Coordinating with HQ about internal agenda and eventual needs of support;
    • Ensuring the collection of information and inputs from Program, Finance, Logistic and HR teams at base and coordination level in due time;
    • Drafting non-technical sections (i.e. context, presentation of organization, coordination, etc.) of all documents produced as well as able to input on technical sessions on similar projects
    • Supporting in the draft of documents and SoPs related to protection and gender mainstreaming, environment, data protection and other transversal topics in coordination with relevant colleagues;
    • Ensuring that information fits the appropriate format;
    • Submitting a qualitative, coherent and timely packages for validation to the DHOMP;
    • Checking that the human, financial and logistics means are in line and coherent in all grants documentations, reporting any discrepancies and participating in the identification of solutions.
  • Centralize all mission inputs from different mission department (Log, Fin, HR, Tech, MEAL, Compliance) for contract review or drafting prior to signature;
  • Supervise the organization of kick-off meetings for the new projects, bringing together key coordination and field staff;
  • Support the base teams and seek to improve their proposal and reporting writing capacities through regular meetings and the provision of comprehensive materials.
  • Actively participate to fundraising mission strategy (institutional and emergent donors), to be included in mission strategy
4. LEAD THE DESIGN AND IMPLEMENTATION OF A COMMUNICATION AND ADVOCACY STRATEGY, INCLUDING THE DEVELOPMENT OF QUALITY COMMUNICATION CHANNELS AND PRODUCTS

  • Leads the development and implementation of communication and advocacy strategies and plans to define the topics in focus, expected outcome, communication audience and what resources to dedicate;
  • Oversees and supports in development of communication products for internal and external distribution and use (i.e. Facebook page, internal newsletter, human stories, situational reports, factsheets and more) as well as other outreach materials and activities;
  • Ensures that communication products and messages adhere to PUI’s identity, values and common speech;
  • Oversees and supports in organization of public events and other activities with the aim to strengthen awareness of PUI’s mandate, strategic focus, and programming in the country;
  • S/he liaises with Communication Department at Headquarter to develop advocacy materials and products.
  • Actively participate to mission strategy to ensure alignment of the communication and advocacy strategies;
5. TEAM MANAGEMENT AND CAPACITY BUILDING

  • In collaboration with the HR department and line manager, participate in the recruitment process(es) of staff under his/her line management at base level by: participate in drafting job descriptions/technical tests/interview forms, shortlisting resumes and conducting interviews;
  • Brief newly recruited personnel on their roles and responsibilities;
  • Ensure the adherence of his/her subordinate(s) to all PU-AMI’s policies, rules and regulations;
  • Ensure the respect and implementation of HR procedures in accordance with PU-AMI’s Policies and Guidelines (i.e. daily management, disciplinary procedures, performance appraisals, leaves management, trainings and capacity building, etc.) in collaboration with the Human Resources department and support from line manager if needed;
  • Monitor and provide objective feedback related to the performance of the staff under his/her supervision (including staff performance appraisals every 6 months) to promote professional development;
  • Assist the line manager in defining and implementing the required training(s) to subordinate(s) and other relevant colleagues regarding task to be developed on the framework of the project;
  • Ensure good communication, coordination and information level of concerned members of the field teams during regular coordination meetings (or other when required);
  • Solve team conflicts and ensure team building and discipline.
  • The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

Profile

Training:

  • Master´s degree in project management, political sciences, international development, humanitarian studies, public administration, social science or other relevant areas; or equivalent professional experience.
Experiences:

  • At least three years of experience in a similar role and/or areas of program development, project management, donor reporting and grant compliance for an international NGO.
  • Experience in creating communication products (i.e. articles, success stories, etc.)
Skills:

  • Strong writing skills
  • Attention to details
  • Attention to quality of produced materials
  • Strong planning and anticipation skills
  • Strong computer skills essential, including ability to operate Microsoft Word, Excel, database management software, statistical packages, GIS
Langues:

  • Strong command in writing and editing documents in English
Personal Characteristics:

  • Proven capacity for analyzing and synthetizing comprehensive information and technical data; Ability to write and edit reports under deadline pressure;
  • Ability to guarantee effective and timely outputs;
  • Strong presentation and communications skills for public presentations and communication materials;
  • Ability to work on own initiative and collaboratively as part of a diverse team and manage a varied workload. Self-motivated, flexible and adaptable to the needs of the team and organization
  • Strong commitment to support/develop capacity of the staff and in developing a second layer of leadership;
  • Proven management ability and inter-personal skills – team player;
  • Problem Solving and leadership skills;
  • Ability to manage conflicting priorities in personal workload.

Conditions

  • Employed with a Fixed-Term Contract
  • Monthly Gross Income: from 1 815 up to 2 145 Euros depending on the experience in International Solidarity + 50 Euros per semester seniority with PUI
  • Cost Covered: Round-trip transportation to and from home / mission, visas, vaccines…
  • Insurance: including medical coverage and complementary healthcare, 24/24 assistance and repatriation
  • Housing: in collective accommodation.
  • Daily Living Expenses: (« Per diem »)
  • Break Policy:** every 2 months + break allowance
  • Paid Leave Policy: 5 weeks of paid leaves per year + return ticket every 6 months
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