Grants Officer – Libya

INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

Terms of reference

Job Title: Grants Officer

Code: 52-9083

Contract duration: 6 months

Reporting to: Country Program Coordinator

Supervision of: –

Duty station: Tunis and all of Libya (roving)

Dependents: Non-family duty station

General context of the project

INTERSOS in 2023 is operational in Libya’s 3 administrative regions (Tripolitania, Cyrenaica, Fezzan); with offices in 5 locations (Benghazi, Ajdabiya, Braq Al Shati, Tripoli, and Sabha); the size of offices varies between base offices and project offices; with further outreach and coverage through local partners and technical staff in other locations (e.g.Tubrouq and Qatroun). Also, INTERSOS is operational in Tunisia in Tunis and Medenine governorates, through direct implementation and through local partners.

In 2023, INTERSOS is implementing multi-sector and integrated programming with its main sectors being mainly active in protection, education, health, WASH/public service infrastructure rehabilitation and livelihoods. At present INTERSOS is also scaling up its intervention in Libya to address the emergency situation and support the people and communities affected by Storm Daniel (Derna, Al Marj and Al Bayda).

General purpose of the position

Ensure quality support to both pre and post-award grants and partnership functions. Support teams on donors’ compliance, reporting, proposal development, and information management including for local partners. Provide administrative support to the grants team and assist with the overall management of the grants and portfolio.

Main responsibilities and tasks

• Manage procedures and systems to support the grants management with attention to the optimizations to increase the effectiveness and accountability of programmes
• Support in each institutional donor project proposal writing focusing on the programmes, financial and logistics requirements, proposal consistency among all components, and compliance with the donors’ guidelines
• Monitor expenditures and financial procedures on institutional grants to guarantee the respect of donors’ requirements and compliance
• Support the preparation of budget amendments and variations to be submitted to donors’
• Upload and archive projects documentation on Drive and on INTERSOS Management Platform (IMP)
• Maintain an up-to-date comprehensive DB of donors’ guidelines relevant to the mission. Maintain and update comprehensive online information management and filing systems, ensuring all relevant documentation and key communications are appropriately filed both for INTERSOS and partner grants
• Ensure colleagues have access to relevant records and information
• Support the use of grants/projects management tools to ensure accurate tracking of opportunities, reporting, and programmatic adjustments through the project life cycle
• Support the Country Program Coordinator with close monitoring and reporting on institutional and private grants spending and share concerns timely
• Assist with research and information gathering relative to proposal designs and development
• Perform monitoring visits and training related to the donors’ rules where required
• Ensure that information on donors’ communications, changes in regulations, and meetings events are disseminated
• As needed assist with daily administrative tasks including organizing online files, recording, and distributing meeting notes, setting up partnership meetings etc.
• Check reports and project documentation accuracy, and prepare all the documentation to be provided to donors and related to reporting, and ensure consistency among all components of the report, including financial and logistics.
• Prepare reports on programs/projects for donors that relate mostly to co-funding.
• Perform other duties as may be assigned by the Country Programme Coordinator

Education

• BA in International Affairs, Development, International Political Economy or other relevant field

Professional experience

• 2 years of relevant work experience in Grants or Administrative departments, preferably in the humanitarian sector
• Demonstrate active direct experience in dealing with grants (proposal development and/or reporting) from minimum 2 donors out of the following list: UNICEF, UNHCR, DG ECHO, and BHA
• Demonstrate complete familiarity with Project Cycle Management
• Prior work experience in the Middle East/North Africa is highly desirable

Professional requirements

• Familiarity with international humanitarian operations, coordination structures, and the mandates of donors, UN agencies, and NGOs.
• Excellent computer skills
• Strong experience with monitoring tools and systems
• Readiness and ability to move around in Tunis and Libya

Languages

• Excellent written and spoken English
• Arabic and French would be an asset

Personal requirements

• Excellent analytical skills
• Communication and diplomatic skills
• Practical and problem-solver
• Excellent ability to establish positive relationships
• Strong team spirit, comfortable in a multi-cultural environment
• Attention to detail and structured way of approaching tasks (very organized)
• Ability to plan and be output-oriented (proactive approach)
• Able to ensure quick quality delivery in stressful environments (stress-resilient)
• Ability to deal with heavy work pressure and tight deadlines