Program Funding Manager, June 2024 – NGO Jobs

Role & Responsibilities

The Programme Funding Manager (PFM) has delegated responsibility for researching new funding sources, preparing specific bids, proposals and reports for submission to institutional donors as well as donor relationship management and maintenance of appropriate information systems. Providing strategic support, monitoring, review and evaluation of all aspects of Medair programmes, the PFM plays a key role in grant coordination.

Project Overview

In Madagascar, Medair implements DRR/ EWS, WASH, Shelter Nut‐Health projects, currently in South and South-east of Madagascar, as a key stakeholder in emergency response in country, partnering with different donors like UNICEF, ECHO, SDC, Start Network, DRA and working in close collaborations with numerous INGOs and local organisations.

Workplace & Working conditions

Field based position is based in Antananarivo, but with few trips to remote field sites where living and working conditions will be more basic.

Starting Date / Initial Contract Details

1st of October 2023. Full time, 3-6 months, renewable.

Key Activity Areas

Donor Relations Management

• Support CD and DCD in maintaining efficient donor relationship management (providing appropriate and timely feedback to ensure they are fully informed of project progress/success) with all new and existing donors.
• Lead and administer the drafting and presentation of all new concept notes, proposals, and associated budgets, in collaboration with the relevant senior field managers and GSO staff.
• Maintain current analysis of institutional donor humanitarian policy and practice, trends and funding opportunities aswell as general context based on all discussions at Kinshasa level.
• Coordinate with partners to agree content of new funding proposals, and ensuring partners are aware of donor requirements and their obligations towards these, and that appropriate systems, including financial and monitoring and evaluation systems, are in place.
• Maintain and regularly update a database of all potential in country donors for Madagascar and update to Madagascar management staff and Programme Officers on donor strategies, geographical and thematic priorities, future calls and requirements for applications.

Humanitarian Coordination

In general, participate to all forums of coordination where general or technical information is shared, including Humanitarian Advisory Group (HAG, weekly), UNOCHA coordination meeting (monthly), Humanitarian Country Team (HCT, monthly) and retreat – if elected, Pooled Fund board (ad‐hoc meetings) – if elected, National Clusters (monthly): Health, Nutrition, WASH; other work groups as needed and relevant for instance: Humanitarian Response Plan, Workshops on humanitarian system in Madagascar, Nexus humanitarian – development, workshop on management of security in Antananarivo, national strategy of response against cholera,… Bilateral meetings (with other INGOs’ CDs)

Official representation

• Oversee work of Liaison Officer dealing with the national government in keeping tabs on the renewal of different official documents (arrêté interministériel, etc.); deliverance of work visas, official paperwork from ministries…
• Maintain official contacts with the different embassies where Medair staff is registered (e.g. French, Swiss, British, etc.) and attend official receptions.

Communication

• Ensuring that best practice is communicated, followed and shared in all aspects of grants management in the country prog.
• With CD and DCD, to develop, network and maintain good relations with the in‐country representatives of relevant stakeholders (institutional donors or private donor organisations) in order to secure Medair’s presence in country.
• See that all information is well classified for use by rest of the team. Relevant information should be easy to find, and relevant people should be aware of issuing of new information.
• Link-up with Regional Communication Manager to determine the right material to produce, under which timeline and to what public so that use of communication material use is maximised in country.
• Develop and maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of programme related activities and requirements, and positive relationships with programme stakeholders, representing Medair and ensuring good co-operation and partnerships.
• In consultation with the Project Coordinators, develop monthly sitrep templates for each project and ensure that these are being submitted monthly and shared with the CD.

Programme and Quality Management

• Work with CD, DCD, and GSO staff to develop and implement a relevant and sustainable country strategy that is in line with main priorities of national documents such as Humanitarian Response Plan (HRP) developed by OCHA
• Regularly assess and provide feedback and recommendations on the quality of the programmes and interventions during field visits (assessment team or other single visits such as DCDs or CD) and at other relevant times.
• Participate to monitoring and evaluation of programme activities and outputs, implementing corrective actions based on important points of discussion at national level.
• Make sure that institutional donor requirements are met, and action relevant advice from GSO regarding institutional donor project quality, strategy and technical guidelines.
• Ensure that applications and reports are produced to a high standard, comply with guidelines, deadlines, contracts and other donor needs and requests.

Grant Management

• Manage process of writing and submitting donor and other required reports (monthly, quarterly, final, …), in consultation with other field managers and GSO staff, enabling all donor requirements and deadlines to be met.
• Maintain an overview of the country programme’s relationships with, and funding from Medair’s key institutional donors especially the Swiss Development Cooperation, Swiss Solidarity, Bureau for Humanitarian Assistance (BHA), DFID (UKAid), the European Commission Humanitarian Office as well as MCC, CIDA, SIDA and UN agencies; providing analysis and information to senior management.
• Liaising with the Institutional Donor Relations, Finance & Communications and Fundraising teams in GSO to coordinate and consolidate the preparation of timely narrative and financial reports for donors.
• Establishing and maintaining appropriate systems and procedures to ensure the compliance with donor contracts and other requirements.
• Represent Medair at country‐level meetings with donors, as required.

Team Spiritual Life

• Reflect the values of Medair in everyday life: with team members, local staff, beneficiaries, external contacts…
• Fully contribute to rich spiritual life of Medair: devotions, prayers, words of encouragement…

This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary.

Qualifications

• University degree in a relevant subject such as Management/Development Studies/Business Administration or in a relevant technical subject
• Strong working knowledge of French and English (spoken and written).

Experience

• 1-2 years of experience in a senior leadership position
• Experience in the implementation of aid projects; a solid comprehension of MEAL approaches and processes; proven record of successful proposals and experience in donor reporting; coaching and training experience.
• Computer literate with good working knowledge of Microsoft Excel, Word and Outlook.
• Team-player with good inter-personal skills; committed to team-building and able to develop and support other team members
• Capacity to work under pressure and manage personal stress levels; creative, open-minded, flexible, self-learner; able to cope with basic living conditions in the field and during field trips.
• Problem solving ability; excellent communicator; good numerical and report writing skills; commitment to best practice
• Advanced leadership and management skills; committed to consultative and servant leadership; excellent communication skills; coaching and training skills; able to oversee multiple tasks, prioritising and delegating as required; able to build trust and enforce procedures; dynamic, mature

All new deploying international staff to Medair’s country programmes (and other roles which require field travel) should be fully vaccinated with a WHO-approved COVID vaccine, supported with a COVID vaccination certificate as evidence.

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