Back Program Development and Reporting Specialist - Juba, South Sudan

Tags: South Sudan finance English Environment

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 — helping people triumph over adversity and build stronger communities from within.
Now, and for the future.

Program / Department Summary

Mercy Corps has been present in South Sudan since 1995, and acts on behalf of people who have become displaced and disenfranchised by the ongoing conflict. With funding from a multitude of donors including the United Nations (UN), USAID-Bureau of Humanitarian Assistance (BHA), UK Department for International Development (DFID - FCDO), Swiss Development Cooperation (SDC), and Private Foundations, Mercy Corps has been able to empower people to recover from crisis, build better lives and transform their communities for good. In 2020-21, Mercy Corps’ interventions reached over 300,000 program participants in South Sudan through our work focusing on the delivery of timely humanitarian interventions, improving food security and livelihood options, increasing equitable access to safe water and sanitation services, and providing access to safe and protective learning spaces. With emphasis on conflict-affected youth, women, as well as IDPs and host communities, we champion and lead state-of-the art relief and recovery approaches through gender mainstreaming, identification of root causes, adaptive management and resilience approaches. Currently, Mercy Corps is working in 7 counties in five states, implementing programmes both directly and in partnership with national and international NGOs.

General Position Summary

The Program Development and Reporting Specialist will be the main support role of the Director of Programs (DoP), overseeing development of new business, in close coordination with the Senior Program Leadership which includes the direct reports to the DoP, and Program Managers. The Program Development and Reporting Specialist will assist in securing new programs by coordinating or leading proposal development processes, including the generation of new programming of concept notes and proposals, ensuring that necessary internal approvals are granted, and the budget and narrative requirements are met. The Program Development and Reporting Specialist will be expected to advise program teams on donor rules and regulation to ensure all programs are compliant with our internal and donor regulations. They will summarize the compliance requirements of grants issued under each donor and communicating these requirements to the program teams

The Program Development and Reporting Specialist will be the main focal point for timely submission of all Mercy Corps program reports including reports submitted directly to donors, reports submitted by Mercy Corps headquarters, and clusters and other external reporting along with communication pieces that respond to partner and donor needs.

The Program Development and Reporting Specialist will work under the direct supervision of the Director of Programs. They will work closely with the Country Director, MEL Manager, Program/Project Managers, Finance, Security and all other field departments in coordinating all grant applications and related responsibilities.

Essential Job Responsibilities

PRE-POSITIONING AND DONOR ENGAGEMENT

Map existing implementing partners and other donor projects across a variety of Mercy Corps global strategy outcomes of economic opportunity, food security, water security and good governance and peace.

In partnership with the DoP, CD and Heads of Sector, help build strategic relationships with key stakeholders, peer agencies and donors that lead towards funding opportunities.

Help build relationships with potential partners, including international and national NGOs to pre-position for future funding opportunities.

Develop a system for tracking potential and current donors, and upcoming strategic funding opportunities.

Develop a partnership strategy and coherent approach to partnership and decision-making for business development.

Interface with Mercy Corps headquarters and the regional office to keep abreast of donor strategic priorities, specific requirements and deadlines.

Lead the strategic evaluation process for new funding opportunities.

PROPOSAL / NEW BUSINESS DEVELOPMENT

Under the supervision of the Director of Programs, take the lead in the development of quality proposals and concepts notes.

Establish internal timelines, draft and review concept notes and project proposals with inputs by program and MEL team members.

Support the contextualization of HQ/TSU technical input during the proposal writing process and support the incorporation of local priorities and knowledge into proposals and concept notes.

Work closely and in coordination with Mercy Corps’ global offices, establishing strong working relationships with HQ program desk officers.

Ensure proposals and program reports comply with donors’ and Mercy Corps’ requirements and best practices.

Develop a robust local network to understand the funding requirements and be aware on time about funding opportunities.

Liaise with the Programs, Finance and Operations Teams in the development of budgets of funding proposals

GRANTS MANAGEMENT AND PROGRAM REPORTING

Develop a thorough understanding of relevant Mercy Corps internal and donor policies, regulations, and procedures and train teams accordingly.

Lead in summarizing the compliance requirements of grants issued under each donor and communicating these requirements to the program teams.

Work closely with the finance and operations departments to develop grants compliance checklists and share, and follow-up, with program staff for implementation

Establish and oversee reporting workflows and processes including timelines and support the coordination, review, approval and timely submission of quality program, donor and MEL reports in adherence grant agreements and internal standards.

Lead in keeping track of grant start and end dates and ensure all reporting deadlines are met.

Lead in the consolidation of all donor reports for Mercy Corps South Sudan programs with input from Director of Programs, MEL Manager, program managers and desk officers at MC HQs.

Facilitate training for program and operations staff on proposal development, report writing, grant management and information management.

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.

Support Program Managers to deliver key moments of the program cycle, such as kick-off meetings, 90-day inception meeting check-ins, quality audits and spot checks, collecting lessons learned, 90-day end of program transition meetings and monthly program review meetings, including noting down action points and sending reminders.

COMMUNICATION

Collaborate with the DCD and PAQ Director on the development of strategies, position papers, thought leadership pieces, and other related initiatives leveraging evidence from programs.

Provide timely, thorough responses to information requests from internal and external sources.

Develop strategic communication materials, such as sector profiles, impact reports, program briefings, leadership and positioning pieces, key messages, talking points, and other relevant pieces.

Ensure high-quality information sharing among internal and external audiences.

Represent Mercy Corps in external coordination forums, as requested.

STRATEGY & VISION

Recognize opportunities for innovative action and create an environment where alternative viewpoints are welcomed.

Set direction by prioritizing and organizing actions & resources to achieve objectives and contribute to country-wide strategy development.

Develop and organize activities to secure resources for programs and convince stakeholders to provide support.

STAFF CAPACITY BUILDING

Develop the capacity of the team, deepen understanding of their roles, and assist with career development.

Assist team members with information, tools and resources to improve performance & reach objectives.

Promote accountability, communicate expectations and provide constructive feedback informally and formally via regular one on ones and performance reviews.

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