Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action โ helping people triumph over adversity and build stronger communities from within.
Department Summary
Mercy Corps has been working in Mali since 2012 to support vulnerable and at- risk Malian women, men and youth to cope with food security and conflict-induced shocks and stresses, restore peace and stability, and address humanitarian and development structural challenges. With a growing portfolio of funding and programming, Mercy Corps Mali is increasingly striving to integrate its humanitarian, development and conflict-prevention programming to create a sustainable and impactful improvement in the human security of some of Maliโs worst conflict- affected areas.
Supporting this portfolio is a growing team of support and quality team personnel, working closely alongside the Program and Monitoring, Evaluation and Learning (MEL) teams and between departments to continually improve the quality of implementation. By building the capacity of the program team members and supporting them to improve lessons learned capitalization, reflection and adaptation, quality reporting and adherence to donor and Mercy Corps project management minimum standards; these support roles bring immense benefit across the broader team.
General Position Summary
The Grants & Programme Support Officer will lead a number of critical functions for Mercy Corpsโ program portfolio in Mali, specifically 1) Overseeing the development of fundraising documents (Expression of Interests, concept notes, proposals) in line with Mercy Corpsโ country strategy; 2) grants management and reporting, and 3) supporting program quality. S/he will support the Director of Programs and the Director of Programme Development & Quality with developing concept notes and proposals, working closely with field team and program members for technical input and the Country Director and other Senior Management Team (SMT) members for strategic direction. S/he will also ensure high quality and timely reporting to Mercy Corps and its donors including, but not limited to, bi-weekly program updates, monthly sector reviews, and quarterly, annual, and final program reports. The Grants & Programme Support Officer will also be responsible for collating and updating the program tools that will align with Mercy Corpsโ program management minimum standards (including program file documentation, program documentation, program performance and financials).
The Grants & Programme Support Officer will coordinate with partners, donors and other NGOs as required by the Director of Programs and will take part in external and internal representation on behalf of the organization.
Essential Job Responsibilities
Strategy & Vision
- Analyze the countryโs socio-economic situation, (donor) trends, needs and gaps, and regularly conduct stakeholder analysis, in particular who does what and where (3W).
- Contribute to the development of a country program strategy in alignment with Mercy Corpsโ global/regional and country strategy.
- Support the periodic update of the Country Strategy, including organization of design and feedback sessions across field bases to feed into the national-level discussions. Support also localized strategy initiatives, such as the refinement of a country Emergency Preparedness Plan alongside the Senior Humanitarian Coordinator and regional Humanitarian advisory team.
- Support the strategic refinement and institutionalization of the Program department as a whole, working with Program Managers, Director of Programs, Global Support members and the broader senior management team in Mali to troubleshoot coordination issues and create a strong, efficient and durable departmental structure.
Reporting & Grant Management
- Lead the coordination, review, approval and submission of Program and MEL reports in adherence to the grant agreement and timelines. Create and maintain effective systems ensuring timely and informative reporting.
- Oversee the development of quality narrative reports, reflecting the progress and status of projects in a transparent, timely and professional manner, in liaison with program managers, the Director of Programs and finance, which will contribute ultimately to steady cash inflow.
- Liaise with the finance and operations teams when preparing reports, esp. with finance to ensure greater coherence between financial and narrative reports by cross checking the matching of data in the narrative and financial reports.
- Work in close relation with the MEL team to incorporate MEL data (incl. data on outputs, outcomes and impact indicators, lessons learnt and best practices) in reports.
- Work with Program Managers and Director of Programs to maintain effective systems ensuring timely and informative reporting in line with donor and Mercy Corps policies and procedures.
- Collect and organize key project management tools and documents and manage grant administration, including overseeing electronic filing systems for key program documents (donor agreements, proposals, approved budget, work plans, etc.) ensuring it meets [email protected] standards and sending reminders when needed.
- Draft and review program updates and respond to information requests for donors and other key stakeholders.
- Provide ongoing capacity-building to program teams, MEL team and local partners in grant reporting, as needed.
Partnership Management
- In line with Mercy Corps Mali localization strategy, and in close collaboration with the Director of Programs, lead the development of partnership strategy for Mercy Corps Mali.
- Support the mission in developing systematic and strategic approaches to selecting partners, and in identifying and pursuing strategic partnerships.
- Create a partnership database that maps out partner capacity, areas of expertise aligning with Mercy Corps Mali country strategy.
- Jointly coordinate and collaborate with the compliance and different programs team to conduct partner organizational capacity assessment at the beginning of partnership followed by periodic performance assessments. Identify specific capacity building and organizational development needs and provide training and/or collaborate with different departments to provide targeted capacity strengthening support.
- Ensure that the sub-grant agreements and TOR, as well as Mercy Corps policies and procedures are complied with such as, safeguarding, CARM, Do No Harm and other additional donor policies and procedures.
Programme Support
- In accordance with Mercy Corps Programme Management Policy and [email protected] standards, support the Director of Program Development and Quality on project kick-off meetings, project launch, and 90 days end of program transition.
- Support the Adherence of programs to the Programme Management policy and [email protected] MC standards during the conception, start-up, implementation and close-out phases.
- Work with different programmes team in identifying best practices, lessons learned; document and develop program materials for wider dissemination to internal and external stakeholders.
- Liaise with different program departments in developing programme materials including but not limited to fact sheets, visibility statements, newsletters and strategic communications materials.
Compliance Management
- Work with the finance department to ensure that partnership documents such as subgrant agreements, MoUs, required supporting documentation for partner related activities are in line with Mercy Corps compliance requirements and are properly archived.
- Ensure compliance with donor regulations and inform program staff of key compliance requirements for program implementation.
Influence & Representation
- Act as day-to-day representative of Mercy Corps to organizations as requested by the Director of Program including representing Mercy Corps with donors and attending key internal and external meetings.
- Build and support the management of collaborative partnerships with consortium partners, donors, UN agencies and other NGOs.
- Liaise with local partners as well as sub-grantees to verify their systems and that they understand and follow all appropriate procedures.
- Organize and conduct site-visits to the project sites and host visitors and donors, as needed.
Organizational Learning
- As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.
Accountability to Beneficiaries
- Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.
Accountability
Reports Directly To: Director of Programs
Works Directly With: Director of Programme Development & Quality, Program Managers, PDQ, MEL Manager, Finance Manager, Country Director, consortium partner teams, Gender Specialist, HQ & Regional Technical Support Unit, donors, NGO partners, and humanitarian agencies
Knowledge and Experience
- Bachelors/ Masters in international development and/or relevant field (government, political science, international relations, etc.).
- Strong Writing and analytical skills
- Ability to manage and deliver complex grants involving multiple partners to deadline.
- 2-3 years of experience with European and US institutional donors, including grant management, and proposal development.
- Field experience in conflict and development environments. Exposure to gender, protection, and social cohesion programs will be appreciated
- Fluency in French and excellent oral and written English skills required
- Ability to deliver high quality reports within short deadlines, as well as support, coordinate and lead proposal writing.
- Ability to juggle several competing priorities from different projects at the same time.
- Excellent communication and networking skills, to build and maintain contact networks across a broad range of partners.
- Demonstrated attention to detail, following procedures, meeting deadlines and working and problem-solving independently and cooperatively.
Success Factors
A successful candidate will have an ability to work independently, take initiative in tasks and self-learning, and be proactive in communications and development of professional relationships. S/he will be able to live and work closely with a diverse team of individuals in a highly intense and fluid work and security environment with demonstrated sensitivity to the people and issues in the region. S/he will demonstrate exceptional interpersonal, relationship and cross-cultural communication skills especially in high stress environments are essential for success. S/he will be committed to the values and mission of Mercy Corps; have the ability to creatively problem-solve, to juggle multiple priorities under tight deadlines and to calmly and diplomatically deal with unexpected and sudden events impacting program operations with patience, dynamism, tenacity and a good sense of humor.
Living Conditions / Environmental Conditions
The position is based in Bamako, Mali and requires at least 35% of time spent in the field offices. This is an unaccompanied position. The position is entitled to shared housing and is eligible for R&R but not eligible for hardship. There is good access to electricity and water, though there are occasional electrical outages. Access to quality health care is limited. There are a number of clinics in town, but serious illnesses will require evacuation. Internet is limited, but available in all Mercy Corps offices. There is reasonable access to most consumer goods in Bamako.
Mercy Corps team members represent the agency both during and outside work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and Mercy Corpsโ policies, procedures, and values at all times and in all in-country venues.
Fostering a diverse and open workplace is an important part of Mercy Corpsโ vision. Mercy Corps is an Equal Opportunity Employer regardless of background. We are committed to creating an inclusive environment.
Signatures
Employee Date
Supervisor Date
- Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.
- As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.