Grants and Information Coordinator at TearFund

Location: Maidudguri, Borno
Team: International Group
Responsible to: Country Director
Contract length: One year with possibility of extension (subject to funding)
Job Category: International Relief & Development (Outside UK)
Contract Type: Fixed Term
Start date: ASAP

Main Purpose of the Job

• Tearfund is recruiting for three Grant and Information Coordinators. One post holder will be based in Bamako (Mali), one in Maiduguri (Nigeria) and one in Monrovia (Liberia).
• The Grants and Information Coordinator assists the country team to produce high quality proposals to access donor funding for both the operational programme and selected partners, and to provide accountability to those donors while ensuring compliance to donor and Tearfund rules and conditions.
• As a member of the Senior Management Team (SMT), the role is responsible for coordinating all donor proposals and reporting, and donor project knowledge management systems within the programme. This requires working closely with the Program Manager and Project Officers to draft and edit donor proposals and reports; coordinate compliance with various institutional donor rules, Tearfund policies; coordinate and support donor field visits and evaluations; lead analysis of field experience to derive lessons learned; write news and prayer letters on request; and share best practice.

Position in organisation
Grade: 3

• Directly reports to the Country Director
• Closely coordinates with the Senior Management Team, including, Finance Manager, and Programme Support Staff
• Liaises closely with partners involved in accessing donor funding. This role interacts and liaises with different teams within Tearfund, particularly Uk-based Programme Officer and Regional Programme Funding Manager, Connected Church and Tearfund Strategic Partners in relation to funding and fundraising activities.
• Keeps the Senior Management Team abreast of ongoing work interaction and communication with donors and teams external to the country team.

Tearfund’s Christian culture:

• We believe that prayer and discernment is fundamental to Tearfund achieving its mission of restoring relationships, ending extreme poverty and transforming lives. As a Tearfund staff member you are expected to:
• Engage with Tearfund Prays and the Prayer hub
• Lead or participate in spiritual sessions of prayer and biblical reflection within your group
• Be committed to Tearfund’s Mission, Values and Beliefs statement and to be actively working and living in accordance with Tearfund’s Christian beliefs and theology of mission
• Maintain your own spiritual development, discover your gifts/callings and grow in discipleship

Organisational requirements:

• All staff are expected to live out Tearfund’s values as they represent Tearfund externally
• All post-holders are expected to fulfil their personal objectives set by their line manager, contribute to their team’s overall objectives, take responsibility for reviewing their ongoing personal development and maintain an awareness of Tearfund's strategy.
• All Tearfund staff share responsibility to promote and maintain a strong safeguarding culture, including identifying the key actions they should take given their role and responsibilities.

Duties & Key Responsibilities
Programme Strategy:

• Keep the Senior Management Team updated on key donor strategies and priorities, and aware of specific calls for proposals, in conjunction with the Programme Funding Team
• Ensure all donor submissions are in line with Tearfund’s Quality Standards, PCM and sector good practice, and reflect the priorities outlined in the programme

Project / Support Function Management:

• Assist and coach partner and in-country staff to document high quality participatory needs, capacity & vulnerability assessments.
• Part of team involved in assessing capacity to partner to carry out implementation of Institutional Funding.
• Support in-country staff to draft concept notes, proposals, and reports including budgets and any required supporting documentation, while ensuring donor guidelines are followed in close coordination with all those involved in management of projects and programme.
• Lead the country team in drafting concept notes and proposals, including budgets (working closely with finance) and any required supporting documentation, while ensuring donor guidelines are followed, and in close coordination with all those involved in management of projects and programme.
• Facilitating the signing of donor contracts ensuring legal review, sign off within delegated authorities. Ensure the in- country team is aware of, and able to meet the contractual commitments made by signing off.
• Support the training and ongoing accompanying of staff and partners on the contractual agreements and donor rules and regulations of the signed contracts.
• Advise and facilitate the in-country staff to develop quality logical frameworks and theory of change to describe the projects and allow effective monitoring and demonstration of impact.
• Edit and undertake a final proof reading of all documentation prior to submission to ensure quality control, focusing on clarity, consistency, and application of PCM good practice.
• Coordinate the provision of the required information for Project Development Meetings (PDMs), to ensure relevant authorisation is gained prior to donor submissions, while ensuring any recommendations are adopted into the final submission.
• Support and facilitate the country team to undertake internal end of project reviews, and external evaluations, to ensure learning is captured, understood and disseminated within the programme and corporately for possible inclusion into emerging best practice and policy formulation.
• Actively draw out lessons to be shared within the team, but also with the broader cluster and technical teams.
• Support the country team to coordinate all project related internal reporting within the programme and to UK, and act as the point of contact for project related information to and from UK, document case studies and beneficiary stories, coordinating responses to requests and disseminated information to programme staff.
• Visit activities on the ground to verifying accuracy of reports and alignment to agreement
• Ensure availability and appropriate use of programming information to be used in reports, information briefs, bulletins and case studies.
• Provide appropriate support in planning and accompanying donor visits to the projects.
• Produce prayer updates for Tearfund supporters, where requested.

Corporate Policy And Compliance:

• Oversee and maintain the programme’s Grant Management Information System (GMIS) to ensure the timely and quality submission of internal and external proposals and reports, setting deadlines for submission of draft documents
• In consultation with the Country Representative and in-country staff to maintain a standard filing system to ensure core donor and project related documentation is held and accessible, using effective paper and electronic filing systems in accordance with Tearfund standard procedures.
• Act as a conduit for information on donor rules and regulations applicable to each donor project between Programme Funding Advisor(s), and the wider SMT.
• Facilitating the signing of donor contracts ensuring legal review, sign off within delegated authorities. Ensure the in- country team is aware of, and able to meet the contractual commitments made by signing off.
• Support the training and ongoing accompanying of staff and partners on the contractual agreements and donor rules and regulations of the signed contracts.
• Coordinate the monitoring of compliance to specific donor rules and regulations, highlighting areas of insufficient compliance to SMT.
• In collaboration with the SMT monitor the implementation of the project closure guidelines at the end of every project.

Team Management:

• The Grants and Information Coordinator liaises with SMT in order to gather required information for donor proposals, budgets and reports within a timely fashion coordinating the submission of these documents with the rest of the team
• The Grants and Information Coordinator may be assigned line management responsibility for certain members of staff or support in other duties as needed as determined by the Country Representative.

External Representation:

• As delegated by the Country Representative, attend relevant inter-agency coordination meetings
• Support the country lead in developing and maintaining donor relations with in-country representatives, through email, phone and face-to-face meetings
• Coordinate the arrangements for in-country donor visits for monitoring and evaluation, in consultation with country lead and the wider SMT

Qualifications

• Degree or equivalent qualification in development, humanitarian affairs, journalism, international relations, or other relevant course

Experience:

• Extensive experience in both Local and/or International NGO with similar position: grant management, proposal development (narrative and budgets) and donor reporting
• Proven ability to develop winning proposals for public and/or private sector donors
• Experience in logframe development and Project Cycle Management
• Experience in conveying stories and case studies to external audiences in an appropriate and timely manner
• Experience in strategic planning
• Experience in project implementation
• Experience in capacity-building in a coaching and accompaniment

Desirable:

• Experience with DFID,USAID, EU and multilateral donor mechanisms.
• Experience in capacity-building national staff in reporting and proposal writing
• Working to SPHERE Standards, People In Aid, Cross Codes of Conduct & HAP Principles

Skills / Abilities:

• Excellent English language, written and verbal communication skills
• Also excellent French language, written and verbal communication skills for the post holder based in Mali.
• Excellent organisation and administrative capacity
• Strong interpersonal and team coordination skills
• Good numeracy skills and Proficiency in Microsoft Excel Intermediate Microsoft Word, PowerPoint and Outlook skills Ability to analyse and interpret data
• Excellent problem solving skills and ability to learn quickly
• Strong negotiation and representation skills
• Ability to lead and facilitate team prayer and bible studies.
• Ability and commitment to apply biblical principles prayerfully within all aspects of the role

Desirable:

• Ability to work with spreadsheets and an aptitude for numbers
• Budget managements skills
• Ability to communicate easily and understanding of development communication

Personal Qualities:

• Committed Christian with a personal relationship with God
• Committed to Tearfund's Mission, Values and Beliefs
• Humanitarian & Christian motivation
• Emotionally and spiritually mature
• A strong team player and a practical desire to support the field team
• Understanding and sensitivity to cross cultural issues
• Ability to remain calm under pressure
• Diplomatic and determined, Willingness to travel and live in basic conditions
• An understanding of and a commitment to Tearfund’s Mission, Values and Beliefs Statement

Other Comments:

• Regular travel across cluster countries is a requirement
• All roles require a DBS/Police check
• Personal identification information will be submitted against a Watchlist database to check against criminal convictions as a counter-terror measure