MEAL and Grants Officer – Duhok/Sinjar

Hope Makers Organization for Woman is a local, woman-led organization that seeks to support Yezidi women and the Yezidi community in Sinjar. Established in 2016, HMOW has a history of providing Mental Health Support and Suicide Prevention services among other services that seek to support the community to build resilience and to recover.

Since the beginning of HMOW inception, its main goal was to support women and girls who are survivors of ISIS and survivors of gender-based violence in general, it focused mainly on providing safe spaces for them to be able to know themselves and overcome all that they faced through women’s help to each other and through several psychological activities.

Hope Makers organization for Woman works to improve the psychological conditions of women and reintegrate them into society so that they are decision makers and can dream again and create a better future.

Our vision is to create a safe community for Yezidi women and girls, and to combat gender-based violence and discrimination by creating an environment where Yezidi women and girls are supported and respected. HMOW strives to create an environment where all women are empowered to be their own advocates and agents of change.

Our Mission is is to create a world where all Yezidi women and girls, are safe, respected, and valued. With a commitment to this goal, the organisation will continue to work to raise awareness and knowledge about violence against women, and create a future where equality for women is a reality.

Overall purpose

The MEAL and Grants Officer plays a critical role in ensuring the effective implementation, monitoring, evaluation, accountability, and learning (MEAL) of all projects, as well as managing the grants lifecycle from proposal development to reporting under executive director’s supervision. This role is essential for maintaining the quality and impact of the organization’s initiatives, ensuring compliance with donor requirements, and contributing to the overall strategic goals of HMOW. and providing support to HMOW’s operational and technical staff for monitoring and evaluation of projects in order to improve their monitoring performance.

Responsibilities and scope of duties

A. MEAL RELATED ACTIVITIES

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

• Support in the design/development of any M&E survey or activity, including questionnaire and methodology/protocol

• Train staff on developing surveys and studies

• Design planning M&E activities agreed upon with the senior management

• Contribute to the development and refinement of HMOW’s overall M&E strategy to ensure it effectively supports project objectives and organizational learning.

• Provide technical and managerial support to the field staff on data collection

• Supervise data collection or any related outcome produced by staff

• Lead in the training and briefing on new activity of M&E

• Suggest innovative approaches to the Coordination team 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, needs assessments.  

2. Data Analysis and Reporting

• Ensure quality daily reporting of the staff on their activities in the field, including feedback and observation from the field Collaborate 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 the Coordination team based on the findings of any M&E activity

• Draft reports after conduction of any M&E activity to present conclusion and recommendations

• Coordinate the collection, analysis, tracking and follow-up of lessons learnt

• Support Program Staff in implementing corrective measures and adapting implementation strategy based on the reports recommendations and lessons learnt. 

• 3. QUALITY ASSURANCE AND PROJECT MONITORING

• Participate to the design of M&E matrix at the beginning of each project (methodology for indicator follow up) and ensure with Project Manager and Program officer that all mechanism is 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 Executive Director in case of any discrepancy or issue monitored during conduction of project activities

• Ensure the projects adhere to HMOW quality standards and “Do No Harm” principle and report any harming behavior.     

• 4.CONTACT WITH BENEFICIARIES AND AFFECTED POPULATION

• Ensure that the Accountability / Feedback and Complaint Processing Mechanism (FCRM) SOP is implemented, and coordinate the management of complaints with the relevant staff.

• He/she is responsible for disseminating IEC materials on the FCRM channels, to ensure all beneficiaries have a safe access to complaints and feedback channels.

• Ensure continuous contact with the population and local authorities to monitor consequences of external events on HMOW’s activities as well as the impact of HMOW activity on beneficiaries.

• Based on feedback from staff and beneficiaries 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 staff and beneficiaries and field activity, report to line manager any potential negative impacts in terms of protection / Do No Harm / acceptance linked with HMOW operations

• Raise any information or difficulties related to HMOW activities or security issues.

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 team members 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 Project Manager, and Finance Manager

• 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 Project Manager and with the contributions of the persons concerned (Program Officer, Security and Logistic, etc…)

• He/she participates in the follow-up of the project development under the direction of the Project Manager

• He/she participates in the elaboration of responses made to donors in the framework of project development

• In collaboration with the Program and Finance Managers 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 under the responsibility of the Project Manager and Executive Director.   

• 3.TO PARTICIPATE IN THE EXTERNAL COMMUNICATION OF THE MISSION

• He/she participates with the Logistics Officer, Finance Manager, and Project Manager in the proper planning and monitoring of expenses corresponding to the “visibility” budget lines

• He/she solicits monthly articles (success stories, interviews…) and photos for the HMOW website.

• He/she distributes the articles to the Senior Management of HMOW. As a part of this, he/she must submit to the head office 2 success story or 2 interview of a beneficiary or an HMOW 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 Project 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 PM and Executive director before transmission

GENERAL ACTIVITIES

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

• Define objectives and associated activity work plan for the team

• Ensure the team has enough resources, materials and equipment to conduct its daily activities

• Ensure achievement of the teams’ activities and objectives

• Communicate with the staff all necessary security information (security checklist) prior any field visit of any member of the team

• 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’s needs related to transport, communication and other office needs

• Fill and communicate HR documents (attendance sheet, leave request, etc) to PM        

• 2. HR management/Capacity Development

• Brief all new staff about process and tools used by the Grants and MEAL departments

• Evaluate and assess the performance of the staff

• Supervise adherence to security regulations, including tracking and security check

• Supervise and support in implementing action plan and achievement of the objectives

• Identify technical training requirements for the staff

• Participate in the recruitment process of any staff under his/her direct supervision 

1. Other duties

• Comply with HMOW security protocol in the field

• Actively participate in relevant strategic or programs workshops and meetings;

• Support to project activities or assessments when necessary

• Support to Grants M&E activities in another basis when necessary

• Perform any other related request from line manager

Education / Training

• University degree in social science, humanitarian affairs, data analysis, or any relevant field (Required )

Professional experience

• At minimum three years’ Experience working for an NGO or INGO Field & relevant Position (Required )

• Experience in proposal and report development (Required )

• Experience in designing and disseminating communication materials (Desirable )

• Experience in data management (Desirable )

Knowledge and skills

• Strong organizational skills (Required )

• Good communication skills (Required )

• Data management skills (Required )

• Knowledge of the humanitarian context (Desirable )

Languages

• English

• Arabic

• Kurdish (Kurmanji)

Software

• Microsoft Office

• KOBO

Required Personal Characteristics (fitting into team, suitability for the job and assignment/mission)

• Integrity

• Good organization skills

• Willingness to join home visits when needed

• Resilience to stress

• Appreciation of staff wellbeing

• Reactivity and anticipation

• Ability to work in an international cross-cultural team

• Continuous learning attitude

All candidate should submit there CVs and Motivation Letter to: 

[email protected] 

The CVs and Motivation Letter should be submitted PDF Files 

At the subject line write: (MEAL and Grants Officer – Sinjar/Duhok) 

Dead Line: 17/08/2024