FUNCTIONS

Under the line management of the Country Representative (CR) and the functional management Regional Projects and Partnership Support Manager (RPPSM), the SPPSO is responsible for supporting the identification, development and management of grants in the mission. The ideal candidate would be eager to work within a dynamic and motivated team and will have a clear focus on project development as a tool to improve the efficacy of the humanitarian response in the region. The priorities will be determined together with the CR, and involvement in tasks may vary according to the profile of the candidate.

RESPONSIBILITIES

All of the below tasks are in support of the CR, and involvement may vary according to the profile, seniority and context. The SPPSO’s responsibilities include the following:

POSITIONING AND FUNDRAISING

FUNDRAISING AND STAKEHOLDER ANALYSIS

• Regularly conduct stakeholder analysis, who does what and where (3Ws)
• Based on the mission strategy, and research unit strategies, support in identifying funding through regularly conducting tracking of published opportunities; researching and identifying donors whose strategies/priorities align with that of IMPACT’s
• Regularly analyse donor and funding trends within Ethiopia, needs and gaps through news/online scraping, coordination meetings (where relevant), stakeholder meetings (where relevant) and internal coordination meetings with the Senior Management Team (SMT).

EXTERNAL RELATIONS

• Lead the overall cooperation with IMPACT’s sister organisation Acted (hosting IMPACT in its field of operations) in relation to project development and grants management ensuring communication is regular and timely and synergies are sought and built.
• Maintain an up-to-date directory of donors, international and local NGOs, other partners and stakeholders
• Ensure fundraising activities are appropriately tracked in the Funding Tracker (or similar tool), which is updated on a regular basis to log latest negotiations and proposal possibilities with donors.

GRANT MANAGEMENT

PROPOSAL DEVELOPMENT

• With the CR and SMT, coordinate project proposal planning (problem statement, logframe), and the development of other fundraising documents (Expressions of Interest, concept notes) in line with IMPACT’s country strategy and donor requirements and in close collaboration with partners and finance.
• Liaise with the relevant technical staff (RPPSM, CR, Research Managers) and other relevant departments (i.e. Finance, Logistics) to ensure that the relevant contributions are provided from the required focal points concerning the documents required for a submission (technical proposal, budget, budget narrative etc.).
• Address and coordinate the timely response and submission to all comments by donors on proposals in liaison with relevant staff in country, IMPACT Regional/HQ PPSD and Finance teams.
• Provide inputs to ensure the regional PPSM can incorporate elements into the global project database, Ninox.

CONTRACTING

• In coordination with the CR, the RPPSM and HQ PPSD, review/negotiate proposals and/or contracts with donors, ensuring requirements are clear and understood.
• Support the incorporation of project elements on Ninox database, including the project code email, analysis of reporting requirements and related specifics, and required updates during the project lifespan.

PROJECT IMPLEMENTATION AND FOLLOW UP

• Ensure the timely completion of grant related processes such as monitoring and review of Ninox.
• Ensure timely Kick-off meetings are held involving all project components and focal points.
• Ensure the establishment and regular update of project progress, key findings and success stories (including key M&E findings – where relevant).
• Ensure that all contractual obligations are clearly defined and communicated internally in terms of deliverables as well as narrative and financial reporting requirements, in close coordination with the RPPSM/HQ PPSD and (as relevant) with partner’s PD and finance department.
• When any issue is identified in meeting deliverables in the given timeframe and budget, inform relevant staff in country and suggest potential solutions that would meet donor rules.
• Ensure ad hoc requests from donors are addressed in liaison with the CR, Programme and support teams.
• Implement and oversee the project specific filing system for grant management and ensure it is regularly updated.
• Provide ad-hoc support to project implementation through trouble shooting and eliminating blocking points.

REPORTING

• Oversee the development of quality project narrative and M&E reports (in support of donors’ requests), reflecting the progress and status of projects in a transparent, timely and professional manner, in liaison with the RPPSM.
• Liaise with Program teams when preparing reports, and with Finance to ensure coherence and alignment between financial and narrative reports by crosschecking the matching of data in the narrative and financial reports.
• Where relevant, ensure regular coordination with partner’s Project Development, Finance and other departments at all stages of project development and implementation, including consultations for donor discussions, participation in project kick off and lessons learnt meetings, and drafting of donor reports or amendment requests.

PARTNERSHIPS

• Support the formalisation of IMPACT’s hosting partner in the project by following up on the sub-Grant agreement requirements, ensuring the Ninox database is up to date.
• Lead the formalisation of unfunded partnerships (i.e. Data Sharing and Cooperation Agreements).
• Contribute to due diligence and vetting of partners in close liaison with IMPACT HQ PPS and partner’s FLAT departments.
• In coordination with RPPSM/ HQ PPS, facilitate or take part in discussions with funded implementing partners, including in relation to formalizing contractual modalities (due diligence and preparation of funding agreements).
• Where relevant, review partner reporting regularly and flag any issues in a timely manner to the CR, Deputy CR, RPPSM, Finance and partner focal points, and suggest potential solutions.
• Where relevant, act as field point of contact for all formal/informal implementing partner communication.

MONITORING AND EVALUATION

• Ensure a clear M&E framework for each ongoing project is developed based on project proposals, implementation plans, and donor reporting requirements (including contractual monitoring and evaluation indicators to be tracked as part of activities).
• Ensure M&E policies and procedures are implemented, maintained and tracked for reporting purposes.
• Ensure that M&E findings are reflected and their recommendations are incorporated in future concept notes, proposals, donor reports and implementation plans.

REQUIREMENTS

• Years of work experience: a minimum of 3-4 years of relevant working experience in a similar position. Experience in humanitarian settings and previous management experience is highly desirable.
• Academic Excellence: Academic qualifications, including a Master’s degree in a relevant discipline (International Relations, Political Sciences, Social Research, Economics, Development Studies, Project Development, Fundraising or similar) required.
• Knowledge and skills: Proven experience in positioning and fundraising, grants management and monitoring and evaluation.
• Familiarity aid system: Familiarity with the humanitarian coordination system and understanding of donor and governmental requirements required.
• Communication/reporting skills: Excellent communication and drafting skills for effective reporting required.
• Software skills: Proven knowledge of the Microsoft Office Suite, to include Word and PowerPoint.
• Multi-tasking skills: Coordination, organisational and planning skills required, including ability to effectively meet deadlines, through an excellent ability to multi-task and prioritise in a complex environment.
• Level of independence: A self-starter with a proven ability to work independently.
• Cross-cultural work environment: Ability to operate in a multi-cultural environment requiring flexibility.
• Experience in geographical region: Experience in Ethiopia or the region considered an asset.
• Language skills: Fluency in English is required.
• Security environment: Ability to operate in a complex and challenging security environment.

• Regularly conduct stakeholder analysis, who does what and where (3Ws)
• Based on the mission strategy, and research unit strategies, support in identifying funding through regularly conducting tracking of published opportunities; researching and identifying donors whose strategies/priorities align with that of IMPACT’s
• Regularly analyse donor and funding trends within Ethiopia, needs and gaps through news/online scraping, coordination meetings (where relevant), stakeholder meetings (where relevant) and internal coordination meetings with the Senior Management Team (SMT).
• Lead the overall cooperation with IMPACT’s sister organisation Acted (hosting IMPACT in its field of operations) in relation to project development and grants management ensuring communication is regular and timely and synergies are sought and built.
• Maintain an up-to-date directory of donors, international and local NGOs, other partners and stakeholders
• Ensure fundraising activities are appropriately tracked in the Funding Tracker (or similar tool), which is updated on a regular basis to log latest negotiations and proposal possibilities with donors.
• With the CR and SMT, coordinate project proposal planning (problem statement, logframe), and the development of other fundraising documents (Expressions of Interest, concept notes) in line with IMPACT’s country strategy and donor requirements and in close collaboration with partners and finance.
• Liaise with the relevant technical staff (RPPSM, CR, Research Managers) and other relevant departments (i.e. Finance, Logistics) to ensure that the relevant contributions are provided from the required focal points concerning the documents required for a submission (technical proposal, budget, budget narrative etc.).
• Address and coordinate the timely response and submission to all comments by donors on proposals in liaison with relevant staff in country, IMPACT Regional/HQ PPSD and Finance teams.
• Provide inputs to ensure the regional PPSM can incorporate elements into the global project database, Ninox.
• In coordination with the CR, the RPPSM and HQ PPSD, review/negotiate proposals and/or contracts with donors, ensuring requirements are clear and understood.
• Support the incorporation of project elements on Ninox database, including the project code email, analysis of reporting requirements and related specifics, and required updates during the project lifespan.
• Ensure the timely completion of grant related processes such as monitoring and review of Ninox.
• Ensure timely Kick-off meetings are held involving all project components and focal points.
• Ensure the establishment and regular update of project progress, key findings and success stories (including key M&E findings – where relevant).
• Ensure that all contractual obligations are clearly defined and communicated internally in terms of deliverables as well as narrative and financial reporting requirements, in close coordination with the RPPSM/HQ PPSD and (as relevant) with partner’s PD and finance department.
• When any issue is identified in meeting deliverables in the given timeframe and budget, inform relevant staff in country and suggest potential solutions that would meet donor rules.
• Ensure ad hoc requests from donors are addressed in liaison with the CR, Programme and support teams.
• Implement and oversee the project specific filing system for grant management and ensure it is regularly updated.
• Provide ad-hoc support to project implementation through trouble shooting and eliminating blocking points.
• Oversee the development of quality project narrative and M&E reports (in support of donors’ requests), reflecting the progress and status of projects in a transparent, timely and professional manner, in liaison with the RPPSM.
• Liaise with Program teams when preparing reports, and with Finance to ensure coherence and alignment between financial and narrative reports by crosschecking the matching of data in the narrative and financial reports.
• Where relevant, ensure regular coordination with partner’s Project Development, Finance and other departments at all stages of project development and implementation, including consultations for donor discussions, participation in project kick off and lessons learnt meetings, and drafting of do