Grants Coordinator

HAMAP-Humanitaire

Beirut, Lebanon

HAMAP-Humanitaire in Lebanon

Halte aux Mines AntiPersonnel (HAMAP)-Humanitaire is a French NGO, established in 1999 in order to contribute in the struggle against mines and the risks it presents to civilian population. HAMAP-Humanitaire is active in 13 countries and pursue a mission of support to local partners from the need assessment, through project conception and to its sustainable implementation. HAMAP-Humanitaire diversified its field of activity, to encompass three sectors: Engineering (WASH, construction, energy), Health and Mine Action.

Job Information

Contract Duration: 9 months (with possibility of extension)

Duty station: Beirut, Lebanon (with trips throughout the country according to security situation)

Working hours: Full-time

Requirements

Minimum education: bachelor’s or master’s degree

Minimum experience: 5 years

Required travel: Yes

Job status

No of jobs: 1

Published date: 26th June 2024

Deadline date: 3rd July 2024

Start date: ASAP

Description

HAMAP-Humanitaire is launching a mine action Project in Lebanon to support the crisis and post-crisis response of local actors. It looks to select, support and build capacities of local actors (partners) with a focus on EO RE, NTS and transition toward demining. In particular this will be focused on the southern areas affected by the ongoing conflict. HAMAP is now seeking for a Grants coordinator; the role will have an overall responsibility of HAMAP Lebanon support function management, specifically Finance, HR, Administration and Logistics and ensuring support functions are in accordance with HAMAP operational standards and guidelines. Beside the internal function, the role will be responsible to follow-up on partners use of granted budgets and their reporting.

Under the direct supervision of the HAMAP-Humanitaire Country Coordinator for Lebanon, the successful candidate will be the main national personnel for HAMAP-Humanitaire localization of Mine Action project in Lebanon. She or He will be assisted in this function by one personnel.

Hierarchical and organizational links:

Reports to: Country Coordinator for Lebanon

Coordinates with: Operations Management Advisor

Main Responsibilities:

1. Overview the organization’s support functions in Lebanon, ensure they operate in line with policies and procedures in a timely and cost-efficient manner
2. Follow-up on partner reporting and usage of budgets, providing capacity building when and where required.
3. Developing HR, Finance, admin and logistics documents.

Main Duties:

• Overview the support functions
• Manage one personnel assisting the Grants Coordination in admin and logistics, with focus on prioritization and follow-up.
• Ensure all support function related tasks are timely taking care of in line with internal policies and procedures, either by himself or herself, or by the Admin-Logistics Assistant.
• Ensure timely documentation of all support function related tasks and reporting to the Coordination.
• Lead and ensure annual planning for support function services and key performance indicators are met and linked to HAMAP country wide strategy.
• Ensure that support service functions' requirements, such as timeframes and budgets, are included in future project planning.
• Ensure that resource mobilization is feasible and satisfies the demands of support functions and program needs.
• Ensure that support functions services are adequate to meet program requirements.
• Serve as the focal point for the self-assessment of compliance, risk matrix, compliance control, and results agreement.

In detail for each main support function, this includes but is not limited to:

• Human Resources
• The position will be responsible for all HR related task for the small HAMAP-Humanitaire in Lebanon team (2 national and 2 international personnel).
• This includes HR planning, recruitment, hiring, orientation, facilitation of performance reviews, staff training, payroll preparation, and social security contribution and tax calculations.
• Develop recruitment plans and monitor the recruitment process according to organizational policies and applicable laws and regulations.
• Develop job descriptions, advertisements, screening CVs and conducting telephone screenings, coordinating with line managers and interview teams, participating in candidate interviews, and ensuring documentation is gathered, documented, and filed.

§ Supervise the offboarding process of employees, including exit interviews, and review the data collected for retention considerations.

• Administration
• Supervise and assist the Admin-Log Assistant in the development of an annual plan for crucial administration activities of the HAMAP Lebanon office.
• Link with the Lawyer regarding all needs for legal assistance and action, in coordination with the Country Coordinator for Lebanon.
• Supervise the Admin-Log Assistant to ensure travel and hotel arrangements, utility services and bills, assets, visa and residency applications, border crossing clearances, rental and lease contract tasks are done in a timely manner and are able to meet the operational demands of the HAMAP Lebanon office.
• Supervise the Admin-Log Assistant in building the necessary cooperation with local authorities and relevant international and local non-governmental organizations on administrative matters.
• Supervise and guide the Admin-Log Assistant as he or she submits and updates all HAMAP official documents, including financial report, taxation, social security, registration and more, to ensure the efficient management of all programs.

§ Participate in official meetings and relevant NGO coordination meetings, in coordination with the Country Coordinator for Lebanon, and update the senior management of critical issues and actions points.

• Logistics
• Supervise and assist the Admin-Log Assistant in the development of an annual procurement plan of the HAMAP Lebanon office.
• Supervise the Admin-Log Assistant to ensure that all country office purchases adhere to established policies and procedures.
• Supervise the Admin-Log Assistant to ensure procurement, fleet duties are done in a timely manner and can meet the operational demands of the HAMAP Lebanon office.

§ In coordination with the Coordinator for Lebanon, Supervise and advise the Admin-Log Assistant in international procurements tendering to ensure adherence to internal procedures, donor rules, and on-time product delivery.

• Finance 

§ The position will be responsible for all Finance related tasks for the Mine Action Localization project managed by HAMAP-Humanitaire in Lebanon (most of the budget being delegated to partners, see below).

• Follow-up on partners reporting:
• Prepare calls for expression of interest, ensuring all information are included such as draft contracts and evaluation criteria, in link with the Country Coordinator for Lebanon.
• Review applications received and contribute to the evaluations.
• Prepare grants agreements and amendments, following-up with grant recipients on needed support documents and signatures.
• Maintain effective communication and cooperation with grants recipients on projects’ implementation, financial and project reporting.
• Ensure projects narrative, operational and financial reports are received on time.
• Review and validate partners’ financial reports, providing feedback and coaching when necessary.
• Contribute to determine organizational capacity building needs of partners, and provide financial accounting planning and grant management support, raising other needs internally.
• Organize regular and systematic follow-up to monitor grants projects' implementation progress, including financial and narrative reporting.
• Support operational cooperation between HAMAP’s and the partners’ technical personnel.
• Maintain monthly tracking of the project’s implementation, including financial and narrative reporting.
• Organize and archive all data related to projects implemented, including financial and operations data.

§ Assist in preparing project Final Report.

• Developing HR, Finance, Admin and Logistics documents
• Ensure existing HR, Finance, Admin and Logistics internal policies and procedures are known of all HAMAP Lebanon personnel and applied, providing training sessions when required.
• Conduct audits, internally and toward partners, to identify non-conformity and opportunity for improvement.
• Report findings and propose correction and corrective measures in link with Coordinator for Lebanon.
• Develop new policies, procedures and tools to adapt them to the specific environment of Lebanon and to enhance accountability, transparency and efficiency, in link with Coordinator for Lebanon and Headquarters.
• Review transposition of HR policy to HAMAP Lebanon context and applicable laws. Review efficiency of current procedures.
• Contribute to the development of new global policies and procedures in link with HQ.
• Develop plans for monitoring, expense forecasting and managing the budget lines for support services for the HAMAP Lebanon office.
• Manage the HAMAP Lebanon cash and bank books, payroll, social security payments, cash flow, cheque book, etc.
• Ensure an effective and low-risk cash flow in compliance with HAMAP's norms and regulations.

To candidate

If your profile fits what we are looking for and that you are available at the required dates, please send us your candidature. To do so, prepare a resume and a cover letter and complete the short questionary application form available on our Facebook page HAMAP-Humanitaire in Lebanon

Skills

Required Competencies:

Behavioral

• Takes responsibility and manages constructive criticism.
• Works effectively with all HAMAP staff, partners and project’s stakeholders.
• Promotes continuous learning; communicates clearly.
• Takes initiative and drives high levels of performance management.
• Plans work, anticipates risks, and sets goals within area of responsibility.
• Displays mastery of subject matter.
• Contributes to a collegial team environment.
• Creates a respectful office environment free of harassment and retaliation, and promotes the prevention of sexual exploitation and abuse (PSEA);
• Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation.
• Displays awareness of relevant technological solutions.
• Works with internal and external stakeholders to meet resource needs of HAMAP.

Technical

• Effectively applies knowledge of relevant Human Resources, Finance, Admin, Logistics theories and practices and recognizes their application within existing HAMAP-Humanitaire and Partners processes.
• Delivers Human Resources, Finance, Admin, Logistics solutions customized to the needs of HAMAP-Humanitaire and its Partners.
• Anticipates and understands internal and external issues and opportunities that may impact the support functions landscape of HAMAP and its Partners.
• Adapts best support functions practices to the requirements of HAMAP-Humanitaire and its Partner to facilitate the achievement of strategic objectives.

Required Qualifications:

Education

§ Bachelor or master degree in Management, Administration, Law, Logistics, Accounting or a related discipline preferably from an accredited academic institution;

Experience

• At least 5 years’ experience in support function roles, grants management and/or policy development, with growing responsibilities.
• Proven experience in managing different grants provided to third parties within an humanitarian organization.
• Hands on experience in developing support function policies, procedures and tools including Excel.

Languages

§ Fluency in Arabic and either or both of French and English.

Rules of conduct:

While working for HAMAP-Humanitaire, completing the entrusted tasks, or presenting his/herself as working for the NGO, the following is expected by the future employee:

• Systematically reporting to in-line manager his/her activities and seeking approval before to undertake any unplanned activity.
• Acting in a proper way, according to HAMAP-Humanitaire values, with all actors: this excludes any discrimination on basis of nationality, ethnicity, religion, class, gender, sexual orientation or political affiliation.
• Respecting the various local habits and customs, as well as the country laws and rules, in order to preserve HAMAP-Humanitaire respectability.
• Respecting a strict confidentiality regarding HAMAP-Humanitaire documents, projects (ongoing and future), prospects of development, stakeholders and providers, unless instructed differently by the Country Director.
• Avoiding any use of the job position in HAMAP-Humanitaire for personal purposes.

To candidate

If your profile fits what we are looking for and that you are available at the required dates, please send us your candidature. To do so, prepare a resume and a cover letter and complete the short questionary application form available on our Facebook page HAMAP-Humanitaire in Lebanon