MEAL AND GRANTS OFFICER

Responsibilities and scope of duties:

A. MEAL RELATED ACTIVITIES

1. Contribute to the design and implementation of M&E Activities:

• Support Grants and MEAL Coordinator in the design/development of any M&E survey or activity, including questionnaire and methodology/protocol
• With the support of Database officer, contribute to the design of MDC forms
• Design planning M&E activities agreed upon with manager, to be followed by M&E assistant in the field
• Provide technical and managerial support to M&E staff on data collection
• Supervise data collection or any related outcome produced by M&E Assistants
• Lead in the training and briefing on new activity of M&E Assistant
• Suggest innovative approaches to the Grants and MEAL Coordinator in order to improve M&E activities

Note: Possible M&E activities may include (but not be limited to) monitoring visits at project sites, post-activity monitoring (e.g. post distribution monitoring), KAP survey, evaluation survey, verification of beneficiaries identity.

2. Data Analysis and Reporting

• Ensure quality daily reporting of M&E assistant on their activities in the field, including feedback and observation from the fieldCollaborate with Database Officer in order to develop appropriate database and necessary data analysis protocols related to M&E surveys and activity.
• Review and analyze the data collected during monitoring or evaluation activities, ensuring accuracy of the information.
• Provide conclusion and recommendation to Grants and MEAL Coordinator based on the findings of any M&E activity
• Draft reports after conduction of any M&E activity to present conclusion and recommendations
• Upon request from Grants and MEAL Coordinator, coordinate with program staff in order to follow up on implementation of the recommendation provided by M&E after conduction of any survey or monitoring visits.

3. QUALITY ASSURANCE AND PROJECT MONITORING

• Participate to the design of M&E matrix at the beginning of each project in his/her area (methodology for indicator follow up) and ensure with project officer that all mechanism are in place to allow this follow up.
• Ensure the follow up of the project indicators and work plan by supporting program staff in using the Project Monitoring Tool (PMT)
• Ensure that Sources of Verification (SOV) for indicators are accurate and appropriately archived by Program team on monthly basis
• Provide technical support to program staff to design tools aiming at project monitoring and to be conducted by project staff (MDC Form, Scoring system, Excel Database etc.)
• Conduct periodic monitoring visit at project sites
• Inform PM and Grants and MEAL Coordinator in case of any discrepancy or issue monitored by M&E team during conduction of project activities.
• Ensure the projects adhere to PUI quality standards and “Do No Harm” principle and report any harming behavior

4. CONTACT WITH BENEFICIARIES AND AFFECTED POPULATION

• Ensure continuous contact with the population and local authorities to monitor consequences of external events on PUI’s activities as well as the impact of PUI activity on beneficiaries.
• Based on feedback from M&E assistant and field activity, report to line manager any un-answered humanitarian needs, modification in the operational context or any other protection issue related to the targeted communities.
• Based on feedback from M&E assistant and field activity, report to line manager any potential negative impacts in terms of protection / Do No Harm / acceptance linked with PUI operations.
• Raise any information or difficulties related to PUI activities or security issues.
• Support accountability officer in the conduction of any activities when necessary and requested by Grants and MEAL Coordinator

GRANTS RELATED ACTIVITIES

1. TO ENSURE COMPLIANCE WITH DONOR CONTRACTUAL OBLIGATIONS AND CONTRIBUTE TO THE PRODUCTION OF ANALYTICAL NARRATIVE REPORTS FOR ONGOING PROJECTS

• He/she is responsible for ensuring financial and narrative reports of the programs are submitted on time.
• He/she is responsible for answering donors’ questions on the reports submitted.
• He/she will contribute to the data collection necessary for the preparation of the reports, in connection 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 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 ensures that the reports are filed with the donors, that the latest versions are archived and that they are received.
• He/She ensures the contractual follow-up of ongoing projects (Cost Extension and No Cost Extension requests)

2. 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 expression of interest.
• He/she ensures that the donor guidelines are well understood by the team in charge of preparing the proposal by preparing a summary note of the calls for proposals.
• He/she participates in the drafting of project proposals, requests for amendments, and participates in the elaboration of all documents intended for donors (note of intent, HR and financial logistical annexes, answers to questions within the framework of liquidations and audits, etc.) in connection with the Grants and MEAL Coordinator and with the contributions of the persons concerned (Base Managers, Technical Managers, etc…)
• He/she participates in the follow-up of the project development under the direction of the Grants and MEAL Coordinator
• He/she participates in the elaboration 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 monitors the budget development for new and ongoing project proposals to ensure consistency with the narrative sections;
• He/she monitors funding opportunities in the country of intervention in conjunction with the Technical Coordinators and under the responsibility of the Grants and MEAL Coordinator.

3. TO PARTICIPATE IN THE EXTERNAL COMMUNICATION OF THE MISSION

• He/she participates with the Logistics Coordinator and the Field Coordinators in the proper planning and monitoring of expenses corresponding to the “visibility” budget lines
• He/she solicits monthly articles (success stories, interviews…) and photos from the Program Managers for the PUI website.
• He/she distributes the articles to the Communication Department of the HQ. As a part of this, he/she must submit to the head office 1 success story or 1 interview of a beneficiary or an PUI staff per month
• He/she centralizes the photos/videos of projects and feeds the photo/video library.
• He/she consolidates information and works on the presentation of external documents (evaluation reports, impact studies, etc.) which he/she submits for review to the Deputy Program Manager.
• He/she prepares the mission presentation documents on the base of the mission strategy.
• He/she participates in the formulation of mandatory reports for the authorities and has them validated by the Head of Mission before transmission.

GENERAL ACTIVITIES

4. OPERATIONAL MANAGEMENT OF Grants and M&E TEAM and Coordination with other departments

• Define, in collaboration with the Grants and MEAL Coordinator, objectives and associated activity work plan for Grants and M&E teams
• Ensure Grants and M&E teams have enough resources, materials and equipment to conduct its daily activities
• Ensure achievement of the teams’ activities and objectives.
• Frequent travel to other basis request and remote management of staff in some occasion.
• Communicate with security officer, Field Coordinator, Grants and MEAL Coordinator all necessary security information (security checklist) prior any field visit of any member of the M&E team.
• Upon request from Grants and MEAL Coordinator, coordinate with program staff in order to follow up on implementation of the recommendation provided by M&E after conduction of any survey or monitoring visits.
• Communicate to the logistic department on a weekly basis the M&E team’s needs related to transport, communication and other office needs.
• Fill and communicate HR documents (attendance sheet, leave request, etc) to Grants and MEAL Coordinator.

5. HR management/Capacity Development

• Brief all new Grants and M&E staff under his supervision about process and tools used by the Grants and MEAL departments, as well as on their duty and responsibility.
• Evaluate and assess the performance of collaborators under his/her direct supervision;
• Supervise adherence to security regulations by personnel under his/her supervision, including tracking and security check;
• Supervise and support personnel under his/her supervision in implementing their action plan and achievement of their objectives;
• Identify technical training requirements for the personnel under his/her supervision.
• Participate in the recruitment process of any staff under his/her direct supervision

6. Other duties

• Comply with PUI security protocol in the field
• Actively participate in relevant strategic or programs workshops and meetings;
• Support to project activities or assessments when necessary and decided by Grants and MEAL Coordinator
• Support to Grants M&E activities in other basis when necessary and decided by Grants and MEAL Coordinator
• Translation to the best of the employee abilities
• Perform any other related request from line manager

Overall purpose:

The MEAL and Grants Officer is responsible for implementation of M&E activities within projects and for the preparation of proposals and reports according to donors’ deadlines while under supervision of Grants and MEAL coordinator. The MEAL and Grants Officer will also contribute to the definition of M&E and fundraising strategy for all project in its base and ensure its implementation by managing the work plans and providing support to PUI’s operational and technical staff for monitoring and evaluation of projects in order to improve their monitoring performance. 

Required knowledge and skills: 

Interested candidates can apply by filling the form through the below link:

MEAL & Grants Officer – Application form

“Female candidates are highly encouraged to apply.

Research shows that women and those from marginalized ethnic groups are less likely to apply to jobs, unless they meet every single requirement. If you’re excited about this role, but your experience doesn’t align with every criteria described, we encourage you to apply anyway, you could be exactly what we need!”

Good luck,