Project Development Officer (Grant Writing & Reporting Officer)

Job Description

JOB PURPOSEThe Project Development Officer (PDO) contributes to the development of project proposals in line with ACTED?s global and in-country programme strategy, and ensures proper grant management, incl. timely reporting of project achievements to donors. The PDO also facilitates internal communication andÿcoordination with relevant departments and field teams.OBJECTIVES1.ÿEnsure good donor relations through proper, qualitative and timely grant management;2.ÿContribute to the funding of ACTED?s programming strategy;3.ÿFacilitate internal coordination and communication and potentially mentor a Project Development Volunteer (if any)DUTIES AND RESPONSIBILITIES1.ÿFundraising1.1Context Analysisa)Analyse the country?s socio-economic situation, (donor) trends, needs and gaps;Regularly conduct stakeholder analysis, in particular who does what and where (4W)1.2 Fundraising and proposal developmenta)Identify funding opportunities;b)ÿLiaise with AMEU to request their input in the logframe development (esp. formulation of SMART indicators);c)Contribute to the development of fundraising documents (be it expression of Interests/ Concept Notes/ Proposals) in line with ACTED country strategy and donor requirements and in close collaboration with ACTED HQ GMU (Grant Management Unit) and finance;d)ÿLiaise with Area Coordinators, Project Managers. Deputy Country Directors for Operations and Programme and Technical Coordinators to ensure that proposals are relevant and technically sound;e)ÿIntegrate learning from previous interventions (e.g. lessons learnt and best practices) into new proposalsf)ÿInvolve FLATS teams in the development of fundraising documents, particularly finance for the budget and logistics in case of specific donor procurement rules.1.3. Contractinga)Contribute to addressing in a timely manner all comments by donors on proposals in liaison with relevant staff in country and ACTED HQ GMU and finance;b)ÿRead thoroughly all contracts before signature, seeking ACTED HQ GMU and finance advice when required.2.Grant Management2.1.ÿContract follow-upa)Ensure that contractual obligations (including visibility requirements) and reporting deadlines are known and met by Programme, AMEU and FLATS team;b)ÿWhen any issue is identified in meeting deliverables in the given timeframe and budget, inform relevant staff in country and seek advice at mission and as relevant with ACTED HQ Program Department on potential solutions that would meet donor rules.2.2.ÿReportingc)Participate in and take minutes of kick-off, project review and close out meetings for relevant project(s);d)ÿWrite quality narrative reports, reflecting the progress and status of projects in a transparent, timely and professional manner, in liaison with ACTED HQ GMU and finance, which will contribute ultimately to steady cash inflow;e)ÿWork in close relation with AMEU to incorporate AME data (incl. data on input, process, output, outcome and impact indicators, lessons learnt and best practices) in reports and review M&E reports from AMEU;f)ÿLiaise with FLATS teams when preparing reports, especially with finance to ensure greater coherence between financial and narrative reports by crosschecking the matching of data in the narrative and financial reports;g)Contribute to ensure smooth and regular communication with ACTED HQ GMU;h)ÿEnsure ad hoc requests from donors are addressed in liaison with the DCD Program, and programme and support teams.3.ÿManagement and Internal Coordination3.1.Internal Coordination and Communicationa)Facilitate interdepartmental communication and information sharing from the Base, to the Area, Capital, and even up to the regional and HQ offices by taking minutes of the relevant ACTED coordination meetings;b)ÿEnsure the relevant meeting minutes are sent monthly to HQ;c)Keep ACTED HQ GMU and finance updated on latest developments, opportunities and challenges so that GMU can best advice on the way forward.3.2.Filinga)File properly contractual project documents both in hard and soft copies;Update regularly the Resource Centre at the office with appropriate and relevant external and internal resources.KEY PERFORMANCE INDICATORSúÿ% of reports submitted in a timely manner [for final reports by ACTED internal reporting deadline];úÿRegular and timely holding of internal coordination meetings and submission of minutes/reports to HQ (Kick Off Meeting, Project Review Meeting, Close Out Meeting);úÿ% success rate of proposals;úÿ% of proposals submitted in a timely manner.*ACTEDs proposed monthly salary: 1059 JODs

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