Manager, Grants Administration and Reporting

IMC has been working in Ukraine since 1999 and has maintained a continuous presence in country since 2014. Since February 2022, the organization has rapidly expanded services throughout the country reaching over 9 million people, providing emergency, primary and mental health services; distributing medicines, medical equipment and supplies to health facilities; rehabilitating damaged or destroyed health facilities; providing training to health workers on trauma care and other topics; ensuring access to safe water and distributing hygiene supplies; providing cash assistance and nutrition services; and working with authorities and local partners to coordinate the delivery of protection-related services. IMC has a wide operational presence, with offices in 9 cities—Chernihiv, Dnipro, Kharkiv, Kyiv, Lviv, Odesa, Mykolaiv, Stryi, and Vinnytsia—and provide services in 16 oblasts. IMC remains highly responsive to conflict dynamics and our operational presence and partnerships are quickly expanded as areas become accessible.

JOB SUMMARY: The Grants Administration and Reporting Manager is responsible for ensuring compliance with general donor regulations, grant specific requirements, donor communication, reports, as well as a range of regular and ad hoc reports and communication tools used for both internal and external dissemination of information. Additionally, this position will ensure that all information and data collected from the field is compiled, documented, analyzed and reported in a results-based and timely manner for country program mission internal purposes and as per donor requirements. The position will support training and development of IMC staff and partners to improve and standardize reporting and proposal development. S/he is also responsible to develop high quality communication products, highlighting IMC program activities for external audiences

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:

MAIN TASKS AND RESPONSIBILITIES

Grants Information management

• In coordination with Country Director or Deputy Country Director and MEAL management (as applicable by different country structure), ensure timely compilation of program and project data to comply with internal, donor, and sector coordination reporting requirements by deadline;
• Support the development and drafting of concept notes, full proposals, modification requests, and supporting documents according to the program management tool;
• Develop and maintain an in-depth understanding of grants, donor compliance, and budget conditions and status;
• Provide assistance in preparation of budgets and in the analysis and evaluation grant performance and budget burn rates in coordination with program and finance personnel;
• Assist program senior management reviewing Budget vs Actual (BVA) reports to address and escalate any projected underspend; as well as projected inabilities to meet contractual obligations;
• Organize and participate in grant kick off and grant review meetings and provide advisory assistance to program staff;
• Maintain grants filing system for all country program grants, including agreements, proposals, revisions, reports, etc;
• Conduct regular review, with project teams and HQ, of contract delivery and performance against indicators (project and contract indicators);
• Maintain a broad and deep understanding of donor policies, regulations and procedures and build this knowledge among programs and operations team members;
• Liaise with in-country, regional and headquarters on grant management activities, including ad hoc requests for information and updates;
• Compile and respond to information requests from all IMC HQ offices.

Reporting

• Assist in donor relations; participate in calls with IMC’s donors, represent IMC country mission at donor meetings as required; and communicate relevant priorities to donors and internal business development;
• Ensure tools and processes are adequate and in place for purpose to collect relevant quantitative and qualitative information required for reporting to a range of stakeholders;
• Develop standard reporting templates and tools that will support improved narrative, log frame and financial reporting;
• Provide regular situation analysis (security, political, media, from other agencies/actors), regarding humanitarian needs and data collection from program activities;
• Support the development of communication tools (for internal and external use), including maps, case studies, and info graphics;
• Provide editing and quality assurance of all internal and external reports for review by the Management prior to dissemination;
• Support program team and local partners in activities reporting through the capacity building trainings, development of standardized information and reporting tools;
• Maintain a donor-reporting schedule and share with relevant staff on a timely basis;
• Support information flow from the field, regionally and with headquarters.

Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

MINIMUM QUALIFICATIONS

• Typically, a Bachelor’s degree in Social Sciences, Business Administration, International Development and/or in a relevant field of study. Equivalent combination of relevant education and experience may be substituted as appropriate.
• Typically, 7+ years of relevant and progressive experience in related field, including at least 3 years of experience with an international humanitarian organization;
• Experience writing proposals and managing information related to large-scale program development and/or emergency response;
• Experience and understanding of institutional donor policies, guidelines, strategies and reporting to donors (USAID, OFDA, BPRM, UN, UNHCR, OCHA, ECHO, DFID);
• International experience and strong understanding of country context of assignment;
• Demonstrated analytical, motivational, communication, project conceptualization and planning skills;
• Strong leadership and communication skills, ability to lead and coordinate processes across a number of departments;
• Ability to juggle competing priorities, meet demanding deadlines and work under pressure in unstable security environments;
• Ability to exercise sound judgment and make decisions independently;
• Excellent inter-personal, cultural and diplomatic skills;
• Ability to effectively present information (both written and verbally) and respond appropriately to questions from senior managers in the field and HQ, counterparts, senior government;
• Outstanding organizational and self-motivation skills;
• Excellent ability to handle multiple tasks in a fast paced and constantly changing environment;
• Works well in and promotes teamwork, comfortable in a multi-cultural environment, flexible and able to handle pressure well;
• Be creative and possess the ability to work with limited resources;
• Willingness and ability to travel extensively;
• Competent in MS Excel, Word, Power Point, and tools useful in information management and program report;

Code of Conduct

As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report. If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

Safeguarding

It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons.

Equal Opportunities

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

Misconduct Disclosure Scheme

All offers of employment at International Medical Corps are subject to satisfactory references and background checks. International Medical Corps participates in the Inter-Agency Misconduct Disclosure Scheme from the Steering Committee for Humanitarian Response (SCHR). In accordance with this, we will request information from an applicant’s previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

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