Grants and Reporting Coordinator Full Time

General job description

• The Grants and Reporting Coordinator position, in close collaboration with the mission’s Deputy Director, will ensure the supervision, monitoring and regular support to the management of the mission’s grant portfolio. This includes accompaniment and quality control throughout the entire lifecycle, from the identification and negotiation with donors and potential partners, to the preparation of proposals and the implementation cycle. In the latter, the Grant Manager should accompany and monitor technical, financial and logistical planning, with attention to under-implementation and delays, quality control and compliance with grant regulations, and ensure good accountability, including stakeholder communications and donor reporting.
• The Grants and Reporting Coordinator will be expected to lead and coordinate the process of developing high quality funding proposals, concept notes and reports in compliance with donor regulations, and will follow established HQ and mission related processes and ensure that all documentation is in line with Action Against Hunger internal guidelines.

Key activities

Objective 1: Grant management for the ongoing projects

• Update the information and schedule on reporting obligations and proposal development, ensuring key staff are aware of and respect deadlines. Regularly share updates with DCD, coordination team, and HQ.
• Follow up on the timely implementation of all planning tools and mechanisms (technical, financial and logistical), as well as MEAL for each contract (with attention to the harmonization of indicators and means of verification), for timely and regular internal and external accountability.
• Ensure that comprehensive donor files are created, regularly updated and available for use. Provide briefing documents and support the development of relevant external communication tools for donor visits/meetings.
• Coordinate with the MP3 team, in particular Admin-Fin Coordinator, Logistics Coordinator and Compliance Technician, on issues of compliance with donor and contractual requirements, in relation to reports, audits and required documentation.
• Act as focal point for external communications with donors for all matters related to grant management and reporting, including communication and visibility products on implementation progress.
• Support in the identification, implementation and follow-up of capacity building needs of MP2 technical teams, with emphasis on Heads of Projects in grant management, donor requirements according to the respective regulations and key accountability issues.

Objective 2: Identification, coordination, preparation, drafting and submission of quality and timely proposals/concept notes, following Action Against Hunger validation processes and taking into account donor guidelines.

• In coordination with the Country Director, liaise with HQ staff (across the Action Against Hunger International network, including the Donor Relations Unit and Madrid HQ MP2) on potential funding opportunities, as requested, including donor mapping and opportunities.
• Under the direction of the Deputy Director, and in consultation with the technical, logistical and admin-fin coordinators and Country Director, design, coordinate, gather inputs and relevant information to draft full proposals (including logical framework, technical description, budget and other necessary annexes) or Concept Notes to be submitted to donors.
• Ensure and monitor the quality of the design of project proposals in response to calls for proposals and/or on their own initiative in accordance with donors’ priorities and interests and in compliance with their frameworks (donors’ own regulations, guidelines and languages), and participate in early technical discussions with donors, where feasible.
• In coordination with mission management, ensure and supervise that project proposals and/or concept notes respond to and contribute to the Strategic Framework for the Central America mission, and ensure respect for the standard operating procedures of Action Against Hunger and the integration of cross-cutting approaches (gender, climate crisis/environment and protection), in accordance with Action Against Hunger policies.
• Liaise with HQ or donors for follow-up and monitoring of proposals submitted, in order to support the mission’s budget planning. Coordinate any donor feedback and ensure timely submission of the requested feedback and its dispatch.

Objective 3: Quality control of reporting and timely accountability internally and externally to stakeholders, donors and beneficiary populations

• Coordinate donor reporting processes, in collaboration with the various relevant areas, to gather information/inputs and ensure timely submission of high quality programmatic/technical and financial reporting
• Assist the BoPs and technical teams in the preparation of donor reports, and in the follow-up of partners for quality inputs, ensuring that reports conform to donor requirements, meet quality standards and are submitted on time. Special emphasis should be given to the quality of reports submitted in English.
• Ensure that quality and timely reporting requirements are maintained for the mission and that processes are streamlined and efficient.

Objective 4: Communication and Visibility Support

• Supervise the Communication and Reporting Manager to ensure high-quality internal and external communication materials, including cluster visibility products, are produced and aligned with organizational branding and donor requirements.
• Oversee the development and dissemination of communication tools such as reports, newsletters, press releases, and social media updates.
• Support capacity building and coaching for staff on effective communication, storytelling, and donor engagement.
• Ensure timely sharing of communication outputs with relevant teams, leadership, and donors.

Objective 5: Management and Supervision of Partnerships

• Supervise and support the Partnerships Manager in implementing the partnerships strategy, ensuring alignment with organizational goals and donor expectations.
• Provide guidance on partnership development, engagement, and management, including identification of potential partners, drafting MOUs, and monitoring partnership performance.
• Support the Partnerships Manager in maintaining strong relationships with key stakeholders, including NGOs, government actors, and donors, ensuring clear communication and accountability.
• Monitor and review partnership activities to ensure compliance with organizational policies, donor requirements, and strategic objectives.
• Facilitate capacity building and mentoring for the Partnerships Manager and relevant staff to strengthen strategic partnership management and collaboration practices.

Candidate description

• Bachelor’s and/or Master’s degree in Humanitarian Action, International Cooperation or any related field (social sciences, law, economics etc.)
• Extensive experience in proposal writing – Proven ability to develop high-quality proposals for institutional and private donors, with a strong command of the logical framework approach and theory of change, including indicator definition, impact measurement, donor regulations, compliance requirements, and coordination of proposal development processes.
• In-depth knowledge of donor compliance and grants management – Expertise in donor compliance regulations and best practices in grant management, ensuring proposals and projects meet donor requirements while mitigating risks and navigating complex grant processes, including financial tracking and reporting.
• Leadership in proposal development and capacity building – Demonstrated ability to lead multi-stakeholder proposal processes while managing multiple priorities under tight deadlines, along with expertise in designing and implementing capacity-building initiatives for teams and partners to strengthen institutional processes and enhance project outcomes.
• Coordination, communication, and adaptability – Excellent ability to coordinate with diverse teams and stakeholders, strong written and verbal communication skills, and flexibility to work remotely while adapting to shifting priorities.
• At least 3 years of experience in grants management in similar roles, with a focus on planning, implementation, monitoring, and reporting processes.
• Proven experience working with humanitarian organizations, preferably with Action Against Hunger or similar NGOs, and the ability to collaborate effectively with diverse teams.
• High level of written and spoken English
• Arabic and/or French will be an asset
• Advanced command of computer tools and Microsoft Office package Desirable Knowledge in the use of tools that ensure innovation and quality in work management (Kobo, PowerBi).

Remuneration package

We offer immediate incorporation to a dynamic international network with the following remuneration package:

• Formal work contract: 12 months renewable.
• Base: Port Sudan (Sudan)
• Salary: according to Action Against Hunger salary scale and to candidate’s previous experience.

This packaged includes:

• Expatriate insurance (health, live, repatriation, travel, etc.)
• Break flights/trips to defined area: (break per diem: 215 EUR)
• Yearly holiday return flight ticket
• Accommodation and housing expenses (in shared guest house)
• Travel costs to and from the mission.
• 28 working days of paid leave per year
• Emotional care service at the service of the employee and family.

Candidates may be contacted for other suitable positions within Action Against Hunger.
Due to the high number of application received, only potential applicants will be contacted.

Given the urgency of this position, the vacancy may close on or before the deadline.
In the process of recruitment, selection and appointment Action Against Hunger implement a range of procedures and actions including Criminal Background Checks/International vetting/Certificate of good conduct to ensure children and vulnerable adults are safeguarded and abuse is prevented.

Action Against Hunger provides equal opportunities to candidates regardless of their origin, nationality, race, gender, regional and sexual orientation. This vision aims to integrate equal treatment and opportunities among females and males in all HR processes and policies within the organization.

Tagged as: Acción contra el Hambre España, Sudan