Grants Management Officer

About Mercy Corps

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

The Program / Department 

Mercy Corps has worked across Iraq’s 18 governorates since 2003, implementing relief and development programming, more than a third of which has focused on the specific needs of refugees and displaced persons. Mercy Corps Iraq’s goal is to work with civil society, public and private sector partners to meet immediate needs and reduce longer-term vulnerabilities of communities within Iraq.  Mercy Corps Iraq focuses on (1) providing humanitarian assistance to conflict affected populations to  meet basic needs, maintain human dignity and facilitate self-empowerment; (2) supporting income generating opportunities that transition individuals and households from financial dependency towards  financial independence while facilitating market-system approaches; (3) working with young females  and young males to address their diverse needs, promoting leadership and linkages with civil society,  as well as access to education, psychosocial support, and economic opportunities; and (4) promoting reconciliation and foster trust across community divisions by strengthening conflict management and  prevention mechanisms and enhancing social cohesion.

The position will be in the Program Development & Grants Management (PDG) team, within the Programs department.

The Position 

The Grants Management (GM) Officer will support the overall grants management of the current portfolio of programs, as well as the development of new programming, in close coordination with the PDG Manager. The GM Officer will be responsible for tracking and scheduling key program management meetings, including BVA kick-off, and close-out meetings. The GM Officer will also be responsible for timely submission of quality donor reports. The GM Officer will assist the PDG Manager in securing new programs by supporting proposal development processes, including the generation of new programming to fully operationalize the humanitarian-development nexus. The GM Officer will ensure that Program teams have the support to ensure programs are on-time, on-scope and on-budget, as well as ensure that we provide high-quality programming to our program participants. The GM Officer will also be responsible for ensuring program, MEL, PDG, and support teams are filing documents correctly, and in line with Mercy Corps’ record retention policy. The GM Officer will be expected to be familiar with and to advise program teams on donor rules and regulations to ensure all programs are compliant with our internal and donor regulations.

Essential Responsibilities

Reporting & Grants Management

• Coordinate the preparation of timely program and donor reports on project activities in compliance with internal requirements and any relevant external donor requirements. Work closely with the PDG Manager to ensure all donor reports are submitted on-time and of high quality.
• Lead the maintenance of a reporting tracker and share regularly with Program and MEL Teams. Contribute to keeping all PDG trackers up-to-date in collaboration with the PDG Manager.
• Support the production of internal reports, ensuring timely inputs from program, finance and operations teams, and ensure review and signoff processes are thorough and adhered to.
• Ensure implementation of the system to track how all programs are meeting basic Program Performance (on-time, on-scope, on-budget), in close coordination with relevant support departments.
• Support coordination and document all Program Kick-off and Close-out meetings, BVA meetings, track action points for follow-up and record/document all lessons learned. Update project management tools, including funding trackers, grant trackers and dashboards.
• Develop a thorough understanding of relevant Mercy Corps and donor policies, regulations and procedures, including kick-off and close-out procedures, and train other team members as needed.
• Provide guidance to program teams and program support functions on grant requirements and donor rules and regulations.
• In close collaboration with the Deputy Country Director and PDG Manager, provide draft answers to donor questions and requests.
• Maintain effective communications with headquarters staff, providing timely updates on grants and flagging potential issues promptly.
• Responsible for ensuring all program documents are filed correctly, and that all teams are following Mercy Corps Record Retention Policy, including conducting regular filing audits.
• Ensure findings from endline surveys, evaluations, and internal and external audits are used to improve programs.

Proposal Development & Fundraising

• Support the PDG Manager in proposal development processes that support Mercy Corps Iraq’s strategic programming goals and are in line with donor priorities and guidelines.
• Support the PDG Manager to maintain mapping of donor strategies and to track upcoming and future new funding opportunities.
• Support the PDG Manager with ad hoc tasks to increase visibility and profile of Mercy Corps to contribute to fundraising efforts.

Communications

• Support the program team to collect key success stories for internal and external audiences. Lead on writing stories that center on evidence to further illustrate impact of the programming.
• Develop and design strategic program communication materials as needed, such as sector profiles, program briefings, key messages, talking points, and other relevant pieces.
• Ensure compliance with all donor regulations and Mercy Corps Iraq, regional and global communication initiatives.

Capacity building

• Travel to field offices to conduct capacity building trainings to program staff on reporting, success stories, and grants management requirements in line with the plan established with the PDG Manager.

Other

• Abide by all security and operation protocols and adhere to Mercy Corps’ relevant program guidelines, principles, values, quality standards and strategic plans.
• Conduct him/herself professionally at all times.

Supervisory Responsibility: None.

Accountability 

Reports Directly To: Program Development & Grants Manager

Works Directly With: Program Managers/Officers, Program Leadership Team, Program Support Function counterparts, HQ desk, operations, PaQ focal points, and Deputy Country Director

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualification & Transferable Skills

• BA degree in relevant field.
• Excellent experience and qualifications in writing in English.
• Experience and/or qualifications in leading training and workshops.
• Good understanding of donor reporting.
• Minimum 2 years’ experience working with an international NGO.
• High level computer and internet skills are required.
• Excellent writing and editing skills in English required.
• Arabic and/or Kurdish language skills highly preferred.
• Strong leadership, effective listening, negotiation and representation skills and the ability to work comfortably with an ethnically diverse staff in a sensitive environment.
• Demonstrated experience in working in a multi-cultural and high-stress environment.
• A creative and solution-oriented approach to problem-solving is necessary.
• Strong multi-tasking, organizational, prioritization skills are necessary.
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members is required.
• Commitment to working with vulnerable groups regardless of race, religion, or gender.
• Understanding of and demonstrated commitment to the importance of a balanced gender representation within youth programming.

Success Factors

The successful candidate will demonstrate ability to lead and communicate effectively with team members of varied work styles, follow procedures, and meet deadlines. Excellent written and oral communication skills (email communications, regular updates, and internal and external reports). Demonstrated flexibility and creativity in planning and problem solving. Proven ability to learn quickly, take initiative, and be accountable for results. Ability to understand the larger picture while remaining focused on the details. Ability to work with diverse groups of people.

The successful candidate is passionate about humanitarian and development work and is committed to the delivery of high quality products while respecting deadlines. S/he will be patient and flexible, and is  able to improvise and remain responsive and communicate clearly and effectively under pressure. S/he will master the art of prioritizing and organizing processes and is detail-oriented. S/he will have a passion for writing.

Living Conditions / Environmental Conditions

The position is based in Erbil, Iraq. Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and Mercy Corps’ policies, procedures, and values always and in all in-country venues.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the  communities we serve, we empower all team members to dedicate 5% of their time to learning activities  that further their personal and/or professional growth and development

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment  to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking,  we are better able to leverage the collective power of our teams and solve the world’s most complex  challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives  and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best  work of their lives. 

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and  evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We  actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger  and have sustained global impact.  

We are committed to providing an environment of respect and psychological safety where equal  employment opportunities are available to all. We do not engage in or tolerate discrimination on the  basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or  ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other  protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work,  whether team members, community members, program participants or others, are treated with respect  and dignity. We are committed to the core principles regarding prevention of sexual exploitation and  abuse laid out by the UN Secretary General and IASC. We will not tolerate child abuse, sexual  exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe  and inclusive work environment, team members are expected to conduct themselves in a professional  manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning  courses upon hire and on an annual basis.

QUALIFICATIONS ANDEXPERIENCES:

Successful candidates should meet the education and experience requirements in the position descriptions for the vacant positions. S/he must be self- motivated, creative, tolerant, and able to work in difficult, stressful environments and follow Mercy Corps procedures. S/he must respect diversity and gender equality at the workplace.

Interested candidates should submit their CVs to the email address [email protected] before the deadline indicated below.

Please indicate on the subject of the email the title of the position you are applying for, for full position description for the noted posts, please visit websites NCCI and F-Job.

Female Candidates are strongly encouraged to apply.

ALL APPLICATIONS/ CVs SHOULD BE RECEIVED BY April 12, 2024

Potential candidates for the post will be contacted for an interview and processed according to Mercy Corps Human Resources policies and procedures. As soon as qualified candidates are identified the positions will be closed automatically. Please note that only shortlisted applicants will be contacted for potential interview. Any documents submitted will remain with Mercy Corps and will not be returned to candidates.

Mercy Corps is an equal opportunity employer. Females are highly encouraged to apply. 

Female Candidates are encouraged to apply for This Position. Mercy Corps is an equal opportunity employer. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global Impact.

Mercy Corps Iraq offers a variety of arrangements that enable women to excel in their careers. Mercy Corps Iraq ensures a safe and inclusive working environment for women and men through field security training and measures to provide secure working arrangements on-site and in the office.