Reporting Officer

MdM is an international humanitarian organization whose mission is to provide medical care for the most vulnerable populations, the world over. It seeks to stimulate voluntary commitment from doctors, other health care providers, and from those whose expertise in other fields is needed for its activities, to enlist all competent support required for the achievement of its projects, and to seek at all times to encourage close working relationships with populations in its care. In Ukraine, MdM Spain implements the project activities in close cooperation with the relevant authorities, public health facilities and communities.

MdM has been operating in Ukraine since August 2015 and is currently implementing an emergency response and recovery program in different regions in Ukraine. The program is implemented around two main components: direct provision of services through multidisciplinary mobile units (including primary healthcare services (PHC), sexual and reproductive health (SRH), Mental Health and Psychosocial support services (MHPSS)); and strengthening of local health system (with a specific focus on PHC, SRH, MHPSS and GBV) through capacity building of health and non-health staff, awareness raising and the provision of medical equipment, consumables and medicines.

Main objectives of the position

Under the supervision of the Program Coordinator, the Reporting Officer, in close collaboration with the coordination team, will ensure regular oversight, monitoring, and support to the management of the MdM mission’s grant portfolio, all through the lifecycle, from early definition, discussions with the donor and/or organizational partners, proposal preparation, to grant compliance checks, donor visibility requirements and reporting. The Reporting Officer will contribute to the development of high-quality funding proposals, concept notes and reports in compliance with donor regulations, and shall follow HQ and mission-level processes, and ensure all documentation is in line with MdM internal processes. In order to ensure efficient processes and contract monitoring, the Reporting Officer will create and maintain tools and grant files and records and stay updated on donor requirements. The holder of this position is expected to have strong coordination and organization skills, to ensure that all deliverables are produced in a timely manner. The Reporting Officer will maintain regular contact with all staff involved in the project implementation, and will assist the Program coordinator with tasks related to the management of donor’s contracts, reporting, compliance and monitoring. It is expected that the Reporting Officer develops capacity-building activities, such as workshops or short training sessions, of the Mission’s staff members on the various related processes, which may be helpful to enable ownership and accountability of deliverables.

Duties and Responsibilities:

Reporting:

• Coordinate donor reporting processes as outlined at mission and HQ level; together with the relevant departments, the Reporting Officer will collect the information/inputs and ensure the timely submission of high-quality programmatic reports;
• Coordinate with the Administrative Coordinator the timely submission of financial reports;
• Assist field teams in the drafting of donor reports by ensuring that reports are in accordance with donor requirements and are submitted on time;
• When feasible, ensure that processes are streamlined and efficient.

Identification, coordination, preparation, writing and submission of quality and timely proposals/concept notes:

• Under the direction of the Program Coordinator, and in close collaboration with the coordination team, the Reporting officer will design, coordinate, gather inputs, collect relevant information to draft full proposals (including proposal narratives, and other required annexes), Concept Notes to be presented to donors. The Reporting Officer will ensure that the proposals are validated and submitted on time;
• Assist Programme teams in designing Project proposals in response to various proposals such as Call for Proposals or Concept Notes (CN), and as such;
• Follow the MdM Ukraine mission strategy and contribute with the MEAL officer and Field Coordinators to the harmonization of indicators and means of verification. The Reporting Officer will assist the MEAL and Programme teams in defining indicators and beneficiary counts.
• Ensure the respect for MdM Ukraine standard operating procedures and the validation procedure defined by HQ;
• Ensure proposals/CN are in accordance with donor frameworks and guidelines;
• Coordinate any donor feedback and ensure timely submission of requested feedback and re-submission;
• Ensure follow-up and tracking of submitted proposals;
• Maintain an updated calendar of project report obligations and project development, and ensure key staff are aware of it and respect the deadlines by sharing it regularly with the coordination team;
• In coordination with the Program Coordinator, liaise with HQ staff on potential funding opportunities, as and when requested, including on the mapping of donors;
• Ensure comprehensive grant files are created and regularly updated and are available for use. Provide briefing papers and support the development of external communication tools relevant for donor visits/meetings;
• Set up and update database for donor guidelines and regulations and create fact sheets for main donors;
• Inform Programme and support teams on any changes to existing donor guidelines and regulations;
• Inform the coordination team on donor compliance and contractual issues;
• Follow up with Field Coordinators and MEAL team on programme implementation and collection of data according to means of verification;
• Efficiently coordinate with and provide support to the Program Coordinator and the coordination team with tasks related to participation in consortiums and partnerships. This list of tasks is not exhaustive and may change as determined by the needs of the organization and of the successful candidate

This list of activities is not exhaustive and may change depending on the situation.

Hierarchical & Functional links

Hierarchical link: Program Coordinator

Functional link: Coordination team

Based in Kyiv, with possible visits to other locations

REQUIREMENTS:

Education: University degree in political sciences, international relations or related field

Humanitarian experience: 2 years

IT: Excellent knowledge of Microsoft Office, KoBo tools, etc.

Language: Fluent Ukrainian, English and Russian (written and spoken)

Skills required :

• Ability to work in emergency contexts
• Excellent knowledge of the Project Cycle Management tools
• Ability to work quickly, under pressure, and with short deadlines
• Necessity to manage priorities and to adapt them daily according to the context
• Flexibility to adapt to changing requirements
• Cultural sensitivity and ability to work in a multi-cultural environment
• Ability to listen and share decisions
• Ability to communicate effectively with contacts from various organizations and agencies
• Team player
• Excellent level of English
• Office pack proficient user level
• Experience of using participatory approach
• Ability to adhere to requirements for confidentiality of records.
• Ability to prioritize and work with short deadlines.
• Ability to concentrate for lengthy periods and perform accurately with adequate speed
• Ability to work both independently and within a team environment.
• Excellent verbal and written communication skills.
• Cultural sensitivity and ability to work in a multi-cultural environment.
• Facilitation skills desirable.

Personal skills required:

• Ability to listen and share ideas and opinions
• Excellent writing skills
• Team player