Grants Officer

About Premier Urgency International

Première Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilians’ victims of marginalization and exclusion, or hit by natural disasters, wars and economic collapses, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency. 

PUI works in 10 areas of intervention and distinguishes itself by the implementation of an integrated approach in its response. This method aims to identify and understand the needs of all those affected by a crisis. Our teams come together to bring a rapid global response to the basic needs of populations affected by humanitarian crises to help them regain independence and dignity.

PUI in Ethiopia:

Although PUI has not been operational particularly in Ethiopia, the organization has long time presence in East African region, mainly in Sudan and South Sudan. 

Following the north Ethiopia conflict, which erupted in 2020, and the reports of recurrent drought, which is affecting the life and livelihood of millions in different regions of Ethiopia, PUI decided to contribute its part to address the humanitarian needs triggered by both manmade and natural disasters. For this reason, PUI has been registered with FDRE Authority for Civil Society Organization (ACSO) since June 22, 2022 to enable the organization to operate legally in the country. Since then, PUI has been doing needs assessment in different regions of the country to identify gaps in order to decide where to put its effort for optimum results. Following some of these assessments, PUI has decided to implement its first project in Afar and Benishangul Gumuze region where the consequences of the recent conflict and the ongoing drought has significantly affected the population of the region.

PUI is also actively looking for more partners to respond to more humanitarian needs in other regions of the country which were affected by conflict and natural disasters.   

General Assignments / Scope of the Role:

The Grants officer is in charge of donor deadlines related to the programs, internal and external communication on the mission and supports the Head of Mission in his daily tasks, particularly in writing proposals.

Responsibilities and Activities:

• Programs: Support for the preparation and formulation of proposals and review of the content and form of donor reports 
• Communication/Information: Elaboration of internal and external communication documents and participation in communication working groups
• Representation: Participation in external coordination meetings

Specific Objectives and Associated Activities: 

1. To ensure compliance with donor contractual obligations and contribute to the production of analytical narrative reports for ongoing projects 

• He/she is responsible for ensuring financial and narrative reports of the programs are submitted on time. 
• He/she is responsible for answering donors' questions on the reports submitted. 
• He/she will contribute to the data collection necessary for the preparation of the reports, in connection with the concerned field teams 
• He/she ensures that the reporting templates used for donors are in compliance with official formats 
• He/she ensures that field teams have the final versions of proposals, donor reports and contracts when a new project is signed 
• He/she is responsible for ensuring compliance with donor guidelines and contractual obligations in the formulation of reports and during project implementation, in collaboration with the Program Manager, the Administrative and Financial Coordinator and the Logistics Coordinator. 
• He/she reviews the content and form of the reports and ensures the consistency of the data, spelling, grammar, compliance with the objectives and information on the indicators. 
• He/she ensures that the reports are filed with the donors, that the latest versions are archived and that they are received. 
• He/She ensures the contractual follow-up of ongoing projects (Cost Extension and No Cost Extension requests) 

1. To Participate in the Development of Project Proposals 

• He/she ensures that the donor guidelines are well understood by the team in charge of preparing the proposal through the elaboration of a summary note of the calls for expression of interest 
• He/she ensures that the donor guidelines are well understood by the team in charge of preparing the proposal by preparing a summary note of the calls for proposals. 
• He/she participates in the drafting of project proposals, requests for amendments, and participates in the elaboration of all documents intended for donors (note of intent, HR and financial logistical annexes, answers to questions within the framework of liquidations and audits, etc.) in connection with the Head of Mission and with the contributions of the persons concerned (Base Managers, Technical Managers, etc...) 
• He/she participates in the follow-up of the project development under the direction of the Head of Mission. 
• He/she participates in the elaboration of responses made to donors in the framework of project development   
• In collaboration with the Administrative and Financial Coordinator and the implementation team, he/she monitors the budget development for new and ongoing project proposals to ensure consistency with the narrative sections. 
• He/she monitors funding opportunities in the country of intervention in conjunction with the Technical Coordinators and under the responsibility of the Head of Mission.

1. To ensure the distribution of internal and external documents at HQ and the mission. 

• After validation by the Head of Mission, he/she sends internal and external reports to headquarters respecting internal validation and external contractual deadlines. 
• He/she helps prepare internal meetings writes the reports and has them validated by the Head of Mission. 
• He/she ensures that the main donor guidelines are known and disseminated on the mission, in conjunction with the various coordinators. 
• He/she regularly sends the updated reporting schedule to the entire team. 
• He/she is in charge of briefings for each new expatriate on reporting, communication, visibility

1. To participate in the external communication of the mission. 

• He/she participates with the Logistics Coordinator and the Field Coordinators in the proper planning and monitoring of expenses corresponding to the "visibility" budget lines 
• He/she solicits monthly articles (success stories, interviews...) and photos from the Program Managers for the PUI website. 
• He/she distributes the articles to the Communication Department of the HQ. As a part of this, he/she must submit to the head office 1 success story or 1 interview of a beneficiary or an PUI staff per month 
• He/she centralizes the photos/videos of projects and feeds the photo/video library. 
• He/she consolidates information and works on the presentation of external documents (evaluation reports, impact studies, etc.) which he/she submits for review to the Program Manager. 
• He/she prepares the mission presentation documents on the base of the mission strategy. 
• He/she participates in the formulation of mandatory reports for the Central African authorities and has them validated by the Head of Mission before transmission.

1. To participate in the monitoring and evaluation of the mission.  

• He/she is responsible for capitalizing on the mission and ensuring that the program documents, activities and lessons learned are completed by each Technical Manager.   
• He/she is responsible for regularly updating the capitalization tool and transmits it to each new expatriate during his/her briefing 
• He/she supports the bases in the realization of the evaluations (elaboration of the ToR, the   questionnaire, the database, etc.) 
• He/she is able to brief the teams on the pre-requisites of an evaluation 
• He/She may be deployed to bases to provide support 
• He/she is responsible for ensuring compliance with the Integrated Approach action plan developed 
• He/she supports the teams in finalizing the evaluation reports 

1. To participate in the representation of PUI to humanitarian coordination meetings 

• He/she attends certain meetings at the request of the Head of Mission and provides a written report 
• He/she participates in the Humanitarian Forum in order to provide information on the areas where PUI is present and to participate in the advocacy of the mission 

                                                           OUR COMMITMENTS

• Première Urgence Internationale sees diversity of nationalities, genders, beliefs, profiles and statuses among its Human Resources as a major asset for its humanitarian action, and therefore compels itself to the strict observance of the principle of non-discrimination throughout its recruitment process.  

• Première Urgence Internationale applies a policy of  zero tolerance towards exploitation, sexual abuse and mistreatment, in all its forms, of women, children and all other vulnerable persons. It engages all its staff to promote, disseminate and respect the principles set out in its ethical charter.

• Please note that Première Urgence Internationale shall not in any case request a financial contribution for administrative costs related to recruitment. Any such information would be fraudulent, please disregard it. 

Contract Duration: 6 months with possibility of extension

Required Qualifications and Professional Experience

• Master's degree in project management, International development and/or social sciences. 
• At least 2 years’ experience in humanitarian sector.

Required knowledge & skills:

• Regulations of the main institutional donors (ECHO, EuropeAid, UN, OFDA, etc)
• Excellent writing skills 
• Organization 
• Office Pack, Data processing software

Language:

• English, Amharic, French and any other local languages. 

Expected personal characteristics:

• Ability to work independently with a sense of initiative and responsibility 
• Good resilience to stress 
• Diplomatic skills 
• Analytical skills 
• Ability to adapt and organizational flexibility 
• Organization and respect of deadlines 
• Ability to represent PUI's activities and mandate to local authorities and donors 
• Ability to integrate the local environment in its political, economic and historical context. 
• Reliability and rigor 
• Organization and priority management 
• Good communication skills, good interpersonal skills 
• Adaptability to changing priorities and ability to handle multiple tasks simultaneously
• Ability to work in a volatile security environment

How To Apply

If you are interested, please send your application composed of nonreturnable CV, Covering Letter with “Grants Officer” written in the subject line, and three references, applicants to the following address:

Through Grants Officer | Ethiojobs

Deadline: Tuesday August 27, 2024

NB: Only short-listed applicants will be, communicated on and selection process includes technical test and an interview.