Grants and Reporting Coordinator

Key activities in your role will include

Objective 1: Grant management for the ongoing projects

Tasks

• Update the information and schedule on reporting obligations and proposal development, ensuring key staff are aware of and respect deadlines. Regularly share updates with DCD, coordination team, and HQ.
• Follow up on the timely implementation of all planning tools and mechanisms (technical, financial and logistical), as well as MEAL for each contract (with attention to the harmonisation of indicators and means of verification), for timely and regular internal and external accountability.
• Ensure that comprehensive donor files are created, regularly updated and available for use.
• Provide briefing documents and support the development of relevant external communication tools for donor visits/meetings.
• Coordinate with the MP3 team, in particular Admin-Fin Coordinator, Logistics Coordinator and Compliance Technician, on issues of compliance with donor and contractual requirements, in relation to reports, audits and required documentation.
• Act as focal point for external communications with donors for all matters related to grant management and reporting, including communication and visibility products on implementation progress.
• Support in the identification, implementation and follow-up of capacity building needs of MP2 technical teams, with emphasis on Heads of Projects in grant management, donor requirements according to the respective regulations and key accountability issues.

Objective 2: Identification, coordination, preparation, drafting and submission of quality and timely proposals/concept notes, following Action Against Hunger validation processes and taking into account donor guidelines.

Tasks

• In coordination with the Country Director, liaise with HQ staff (across the Action Against Hunger International network, including the Donor Relations Unit and Madrid HQ MP2) on potential funding opportunities, as requested, including donor mapping and opportunities.
• Under the direction of the Deputy Director, and in consultation with the technical, logistical and admin-fin coordinators and Country Director, design, coordinate, gather inputs and relevant information to draft full proposals (including logical framework, technical description, budget and other necessary annexes) or Concept Notes to be submitted to donors.
• Ensure and monitor the quality of the design of project proposals in response to calls for proposals and/or on their own initiative in accordance with donors’ priorities and interests and in compliance with their frameworks (donors’ own regulations, guidelines and languages), and participate in early technical discussions with donors, where feasible.
• In coordination with mission management, ensure and supervise that project proposals and/or concept notes respond to and contribute to the Strategic Framework for the Central America mission, and ensure respect for the standard operating procedures of Action Against Hunger and the integration of cross-cutting approaches (gender, climate crisis/environment and protection), in accordance with Action Against Hunger policies.
• Liaise with HQ or donors for follow-up and monitoring of proposals submitted, in order to support the mission’s budget planning. Coordinate any donor feedback and ensure timely submission of the requested feedback and its dispatch.

Objective 3: Quality control of reporting and timely accountability internally and externally to stakeholders, donors and beneficiary populations

Tasks

• Coordinate donor reporting processes, in collaboration with the various relevant areas, to gather information/inputs and ensure timely submission of high quality programmatic/technical and financial reporting
• Assist the BoPs and technical teams in the preparation of donor reports, and in the follow-up of partners for quality inputs, ensuring that reports conform to donor requirements, meet quality standards and are submitted on time. Special emphasis should be given to the quality of reports submitted in English.
• Ensure that quality and timely reporting requirements are maintained for the mission and that processes are streamlined and efficient.
• Review and capitalise on recommendations and lessons learned to improve accountability to stakeholders, donors and beneficiary populations of ongoing projects. This includes the production of inputs for communication and accountability beyond the mandatory reporting to donors.