Deputy Grants Manager at Premiere Urgence Internationale (PUI)

General Objective

• Under the direct management of the Grants and Partnership Manager, the Deputy Grants Manager's primary objective is to guarantee full compliance with donor contractual obligations while overseeing the end-to-end cycle of analytical reporting, from data collection and internal validation to final submission.
• The role ensures the timely delivery of accurate financial and narrative reports, participates in project proposal development, and coordinates the distribution of key documents between headquarters and field missions.
• Additionally, the Deputy Grants Manager strengthens external communication by adhering to donor visibility requirements and representing the mission in humanitarian coordination meetings to foster strategic partnerships.

Responsibilities and tasks
To ensure compliance with donor contractual obligations and contribute to the production of analytical narrative reports for ongoing projects:

• He/she is responsible for coordinating the reporting processes from launch to submission to the donor.
• He/she is responsible for ensuring financial and narrative reports of the programs, as well as required annexes, are submitted on time.
• He/she coordinates the country office report review stage and the back and forth with the field offices.
• He/she is responsible for answering donors' questions on the reports submitted.
• He/she contributes to the data collection necessary for the preparation of the reports, liaising with the concerned field teams.
• He/she ensures that the reporting templates used for donors are in compliance with official formats.
• He/she ensures that field teams have the final versions of proposals, donor reports, approved budgets, and contracts when a new project is signed.
• He/she is responsible for ensuring compliance with donor guidelines and contractual obligations in the formulation of reports and during project implementation, in collaboration with the Deputy Program Manager, the Administrative and Financial Coordinator, and the Logistics Coordinator.
• He/she reviews the content and form of the reports and ensures the consistency of the data, spelling, grammar, compliance with the objectives, and information on the indicators.
• He/she coordinates the internal monthly reporting process from launch to finalization.
• He/she ensures that the reports are shared with the donors, that the latest versions are archived, and that receipt is confirmed.
• He/she is in charge of coordinating the contractual follow-up of ongoing projects (cost extension and no-cost extension requests).

To participate in the development of project proposals:

• He/she ensures that the donor guidelines are well understood by the team in charge of preparing the proposal through the elaboration of a summary note of the calls for expressions of interest.
• He/she participates in the drafting of project proposals, requests for amendments, and the preparation of all documents intended for donors.
• He/she participates in the follow-up of project development.
• He/she participates in the preparation of responses made to donors in the framework of project development.
• In collaboration with the Administrative and Financial Coordinator and the implementation team, he/she participates in monitoring budget development for new and ongoing project proposals to ensure consistency with the narrative sections.
• He/she contributes to monitoring funding opportunities.

To ensure the distribution of internal and external documents at headquarters and the mission:

• He/she leads kick-off meeting preparation and implementation.
• After validation by the Grants and Partnership Manager, he/she sends internal and external reports to headquarters, respecting internal validation and external contractual deadlines.
• He/she helps prepare internal meetings, writes meeting reports, and shares them with the Senior Management Team or headquarters when relevant (e.g., go/no-go meeting minutes).
• He/she updates grants tools, such as the grants follow-up tracker, on a regular basis to ensure information is centralized and available.
• He/she regularly sends the updated reporting schedule to the entire team.

To participate in the external communication of the mission:

• He/she ensures compliance with donor requirements related to communication and visibility.
• He/she ensures that country office and field office team members are aware of and understand donor requirements by sending regular reminders on donor guidelines at project start and throughout implementation.
• He/she oversees the success stories process from launch to archiving or publication.
• He/she maintains an updated communication plan detailing key moments for publication on social media.
• He/she consolidates communication reports for donors.
• He/she centralizes project photos and videos and maintains the photo and video library.
• He/she consolidates information and prepares external documents (evaluation reports, impact studies, etc.), which are submitted to the Grants and Partnership Manager for review.
• He/she prepares mission presentation documents based on the mission strategy.
• He/she participates in the preparation of mandatory reports for the authorities.

To participate in the representation of PUI at humanitarian coordination meetings:

• He/she attends meetings at the request of the Grants and Partnership Manager and provides a written report.
• Tasks and responsibilities defined in this job description are non-exhaustive and may evolve depending on the project's needs.

Mandatory requirements
Education:

• Degree in Project Management, Political Science, International Development, Public Administration, Business, Social Sciences, or another relevant field; or equivalent professional experience.

Work experience:

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

Language skills:

• Excellent writing and editing skills in English.
• Excellent interpersonal communication skills in English.
• Excellent interpersonal communication skills in Nigerian local languages (Hausa, Kanuri, Fulani, etc.) are an advantage.

Computer skills:

• Excellent computer skills, including proficiency in Microsoft Word, Excel, PowerPoint, Project, and database management software.

Other skills:

• Excellent writing and editing skills, with the ability to produce high-quality documents under tight deadlines.
• Strong organizational skills, with effective priority management and respect for deadlines.
• Ability to adapt to changing priorities and manage multiple tasks simultaneously.
• Strong resilience under pressure.
• Excellent presentation and communication skills.
• Ability to work independently and collaboratively as part of a diverse team while managing a varied workload.