General mission

Missions / responsabilités (*)

Mission 1 : Contribute to the quality of project design narratives and reporting

• Support with the development of quality proposals and concept notes in compliance with donor regulations and internal technical processes, in collaboration with the Project managers, Project Development Specialist, Operations Manager and Finance/HR/Logistics departments and IPO
• Coordinate the project reporting phases:
  • Draw up retro-plannings for each report, collaborating with the different departments involved (operations, finance, logistics, technical unit, security, HR and MEAL, headquarters and national association)
  • Contribute to the smooth coordination between Project Managers, Area Managers, Operations Managers and Country Managers, Global Specialists and the Operations Manager for the compilation of narrative report contributions and in the monitoring of donor contracts (a monitoring tool, used at the level of the geographical directorate, should be adapted)
  • Ensure coordination with shared services to ensure overall consistency of narrative and financial reports and completeness of annexes
• Ensure compilation of narrative versions for selected regional and consortium projects
• Proofread reports to ensure quality control and compliance with donor requirements and procedures
• Ensure that concept notes, project proposals and narrative reports (including logical framework and timeline) are submitted on time and in accordance with donor procedures
• Regularly update grants information & donors’ relations on the Customer Relationship Management (CRM) platform (currently under development).

Mission 2 : Donor Compliance

• Support the team on contractual issues and link with headquarters / partners: contracting process with partners and questions on donor rules, in line with HQ compliance and risk unit and IPOs (if relevant)
• Organize Grant Opening and Grant Closing Meetings for all relevant staff members / departments to ensure coherence in the understanding of the grant design across departments and bases, as well as to promote sharing of achievements and lessons learned
• Ensure regular communication and coordination with relevant IPSO and IPOs in NAs, Operations and Compliance and risk manager at HQ level for all updates on donor rules, regulations and strategies or possible fraud cases or violations to donor guidelines that occurred.
• Responsible under the PD management to manage any dispute with donor on the grants followed, to mobilized HQ unit concerned (Financial controller, Institutional funding compliance & risks Manager, IPO

Mission 3 :Capacity building in reporting and project design

• Organize training and support capacity building for all field staff members of the organization and to HI partners’ staff on program development and reporting, as well as on HI’s program specific documentation
• Facilitate the knowledge of field staff of the DFI Hinside spaces
• Regularly visit field offices in order to work directly with program staff on the project implementation and to maintain an in-depth understanding of HI’s program activities and operations contextRaise compliance issues proactively with program staff and head of departments
• Archive document donor feed-backs and adapt reporting accordingly

Mission 4: Assist the team in institutional communication and donor relations

• Support in the development of internal and external communication materials (sitreps, factsheets, etc.)
• Propose internal information channels and tools
• Structure and share information for dissemination to the HQ, partners, coordination forums (newsletters, presentations, videos…)
• Support the Project Development Specialist in the analysis of the changes in donor strategies followed by the program (funding strategies, funding areas, positioning notes, etc.). List all funding partners (institutional or private) in the country
• Support the Technical Unit Manager in the organization of field visits and accompany field visits when necessary

Skills

Professional skills – DFI

Other professional skills – Finance

Other professional skills – HR

Other professional skills – Risks Management

Other professional skills – DSI

Other professional skills –MEAL

Other professional skills – Collecte

Language skills (see Cross-sector skills base)

CONFIDENTIALITY CLAUSE 

As the position is involved in sensitive topics, he/ she must observe absolute discretion within and outside the organization.  
A non-respect of this clause might have immediate dismissal as a result. 
Any breach of the above-mentioned responsibilities, of the Conditions of Engagement may be sanctioned by a written warning or immediate dismissal if appropriate.

Job Conditions

• The salary will be defined according to HI’s existing salary scale
• Based in Sana’a or Aden with movement to other bases ( Mukha , Hajjah and Hodiedah )
• 30 days leave/year + benefits (transport allowance, health insurance, life insurance)
• The working hours are the following: 8:00 to 16:30 (with 30 minutes lunch break) from Sunday to Thursday.
• Note that working time can go up to 48 hours per week (according to the Yemen labor law) if it is required by the volume of activities and by the line manager.