Job Description

Job Purpose:

The prime responsibilities of this position are to:

• Support funding and consequentially programme teams in ensuring compliant, timely and high-quality donor reporting and knowledge management;

• Supports and coordinates Concern Ethiopia’s budget proposal development, and cost allocation.

• Supports technical leads in proposal development and donor compliant.

• Leads the development of a coherent realistic and accurate budget that is aligned to the technical work plan; donor’s, Concern, HQ, and government rules and regulations;

• Leads the development of standard criteria for monitoring and reviewing compliance of all projects to donors’ technical and financial requirements;

•  Working with Finance Team’s Compliance Unit, plans and conducts regular compliance monitoring and review of projects;

• Working with concerned programme staff at HO and FO levels, conducts compliance risk assessment and identification, and leads the development and implementation of Compliance Risk Management Plans

Main duties & Responsibilities:

Scope of Work:

Donor Reporting and Contract Management (40%)

• Supporting the program team to produce timely and high-quality donors’ reports by providing adequate guidance, improving report quality and ensuring narrative/financial reporting consistency; ensuring timely submission of high-quality donor reports in coordination with programme and finance staff. As needed, take responsibility for initial narrative report drafting.

• Ensure grant management tools and resources are streamlined and disseminated to relevant Concern staff in the national and field offices

• Ensure compliance of all donor contracts in line with donor and Concern policies and procedures;

• Provide advice to programme teams in Addis, field project sites, and to partners in complying fully with the terms and conditions of donor contracts.

• Monitor program implementation and analysing consequences on contract management (NCE, amendment, exchange of letters).

• Supporting the Program Teams (Addis and field based) on day-to-day request related to donors and grant management.

• Preparing, updating and circulating monthly donor reporting schedules.

• Support grant opening, review, and closing meetings, including attendance at meetings when required.

• Travel to the field sites as needed to support program monitoring/contract management.

• Assist in maintaining Concern’s Grant Management System by updating proposal/project status and income management. 

Grant compliance management (30%)

• Leads the development of standard criteria for monitoring and reviewing compliance of all projects to donors’ technical and financial requirements;

• Working with Finance Team’s Compliance Unit, plans and conducts regular compliance monitoring and review of projects;

• Performs compliance risk assessment and identification, and leads the development and implementation of Compliance Risk Management Plans

• Identifies and regularly updates donors’ and Concern’s compliance requirements for all projects, and ensures they are understood and observed by concerned project staffs

• Records compliance review and monitoring findings properly, and follows up with Grants team, Programme Directors, Project Managers and Coordinators to ensure the issues are rectified

• Reviewing marketing materials, websites and presentations to ensure compliance with requirements

• Working with Compliance Unit and Project Managers, assists in the gathering of information internally in response to requests by management

• Performing administrative tasks such as file creation and maintaining files of ongoing projects

• Collaborates with management and Compliance staff from Finance and Internal Control Units to ensure compliance and follow up on identified compliance issues

Proposal development (30%)

• Supports the generation of funds from donors and HQ through active involvement of quality proposal development process; identifies key finance related risks in concept notes, proposals and grant agreements; and provide budget analysis, cost estimation, inflation analysis, and foreign exchange management.

• Ensures readiness to respond to calls for proposals for large grants and provide necessary budget formulation support to program staff.

• Ensures that information is provided in a timely fashion in the proposal development process (schedule)

• Support for on time submission of proposal and verifies that proposals adhere to donor and Concern standards

• Ensures that all proposals, contracts and amendments with donors follow internal procedures.

• Be the point of contact for budget proposal development and act as a key gatekeeper for ensuring budget quality control of proposals. Responsible for developing comprehensive budget for new proposal. The process requires effective planning and coordination: which includes clearly defining expectations and assumptions; developing budget timetables and identifying responsibilities for budget preparation; developing a coordinated calendar of activity; communicating a well-documented applicable policies and procedures; and determining the budget development approach

• Responds to budget-related donor post submission questions.

• Oversight, review and communicate in seeking the relevant staff involvement at each stage for quality assurance and structured communication.  

• Responsible to lead cost and pricing functions to ensure that this need is represented in proposal deliberations, process, and approval.

• Develop justifiable costing strategies that reflect donors and Concern’s thematic focuses.

Perform any other activities based on Line manager’s assignment

Gender Equality          

• Ensure that programme/project staffs have a strong understanding of gender mainstreaming and that gender-mainstreaming tools are effectively implemented across all programs/projects 

• Ensure quality reporting on gender mainstreaming in all programme reports 

• Demonstrate understanding of Concern Ethiopia’s Gender Equality Strategy

•  Contribute to ensuring that Concern Ethiopia is a place where men and women are treated equally and with  dignity and respect

• Demonstrate gender equality awareness and gender sensitivity and an ability to integrate a gender equality perspective into tasks and activities.

Emergency      

Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and the Ethiopia Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Accountability             

In line with Concern’s commitments under the Core Humanitarian Standard (CHS):

•  actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E);

• work with relevant colleagues  to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed;

• work with relevant colleagues  to ensure that information about CRM, safeguarding and expected staff behavior is disseminated among programme participants and communities. 

Job Requirements

Personal specification

Essential

• Bachelor (BA) Degree (MA preferred) in Project Management, Development Studies, Rural Development, Agricultural Economics or relevant Social Science fields that can bring an added value to the post from a recognized University/College

•  Relevant experience of minimum 5 years for BA and 3 years for MA in Project Management (at least one year in grants management) in an International NGO

• Proven skills in proposal writing, project designing, and report writing

• Experience in writing case studies and stories and in developing communication materials

• Familiarity with major donor rules and regulations

• Excellent analytical and problem-solving capacities – ability to identify issues with contractual implications, ensure consistent donor reporting and support teams in providing appropriate analyses of activities.

•  High adaptability – ability to work with large range of actors including institutional donors and partners and to develop understanding of various contexts.

• High attention to detail in reviewing and inputting to reports, proposals and other documents.

• Advanced interpersonal skills and good pedagogy – ability to support staffs in ensuring compliance with donor requirements

• Ability to thrive and act independently in a high-pressured, results-focused, dynamic environment.

• Creative communicator, able to develop inspiring and engaging communication products.

• Highly developed cultural awareness and able to work well in a diverse environment.

• Good proficiency in Microsoft Office – significant experience with Word, Excel, PowerPoint, etc.

Desirable

•  Good knowledge/understanding of humanitarian and development programs. 

•  Good knowledge of institutional donor environment and main donor guidelines (such as ECHO, EC, OFDA, GAC, UN agencies, Foundations, etc.)

• Demonstrated commitment to learning and using learning to strengthen practice.

•  Willing to take on new responsibilities, within reason and if needed, especially in emergency scale-up.

Essentials

•  Accountable and transparent

•  Rigorous and attention to details

•  Committed to Concern values and aims

•  Autonomous and able to take initiative and manage own time

Desirable

• Creative in identifying adequate solutions to varied issues

• Tact and Diplomacy

OTHER

•  Flexibility to travel frequently in Ethiopia

• Flexibility to adapt the workload which is deadline driven

Competencies:

• Managing yourself – Holds an awareness of own abilities and areas for development; adapts and uses abilities to work well with others and to help achieve Concern’s objectives.

• Leadership – Acts to inspire others by clearly articulating and demonstrating the values and principles that underpin Concern’s work. Holds a sense of pride in Concern and loyalty to the organisation. Supports others to achieve excellent results.

• Communicating and working with others – Uses the most appropriate channel to share information with others both inside and outside Concern; adapts the message to meet the communication needs of the audience.

• Delivering results – Systematically develops plans towards achieving Concern’s objectives and delivers on commitments; uses appropriate techniques to help achieve agreed objectives

•  Planning and decision-making – Systematically develops plans towards achieving Concern’s objectives and delivers on commitments; makes clear, informed and timely decisions appropriate to role, in the interests of Concern and those we work with

• Creativity and innovation – Seeks out, develops and successfully implements new ideas that further the needs of Concern and those we work with; builds on proven approaches and learns from ongoing work to improve it

•  Influence, advocacy and networking – Engages with others inside and outside the organisation to promote the interests of Concern and those we work with; gathers and shares a wider knowledge of issues relevant to Concern’s work

• Change – Responds positively and constructively to change; manages or takes part in change processes in a way that is appropriate to role in the organisation

How to Apply

What we offer

• A competitive salary and benefit package

• Excellent medical benefits (100% cover including dependents)

• 20 days annual leave

• 26 weeks (paid) maternity leave, 18 weeks (unpaid) parental leave

How to Apply

Interested applicants can apply using THIS LINK

              Only short listed candidates will be contacted

NB: Dear applicants kindly note that those of you who are previously applied for this position no need to re-apply as we will consider your application in this recruitment. 

Safeguarding at Concern: Code of Conduct and its Associated Policies

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.

 Women and people with disabilities are particularly encouraged to apply