Reporting officer in Medicos del Mundo

Medicos del Mundo has been operating in Ukraine since August 2015 and is currently implementing an emergency response and recovery program in different regions in Ukraine: Kharkiv, Zaporizhia, Chernihiv and Kyiv oblasts. 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 management of the Grants Senior Officer, 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, and reporting. 

The Reporting Officer will contribute to the development of high-quality project 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. To ensure efficient processes and contract monitoring, the Reporting Officer will create and maintain tools and grants files and records and stay updated on donor reporting. 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 Grants Senior Officer with tasks related to the management of donor’s contracts, reporting, compliance and monitoring. 

 Duties and Responsibilities:

Reporting

• Coordinate donor reporting processes as outlined at mission and HQ level; together with the relevant departments, the Grants Officer will collect the information/inputs and ensure the timely submission of high-quality programmatic reports. 
• 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;
• 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. 
• Follow up with Field Coordinators and MEAL team on program implementation and collection of data according to means of verification.

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

• Assist the Grants Senior Officer in designing project proposals in response to various proposals such as Call for Proposals or Concept Notes (CN). 
• 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 Program teams in defining indicators and beneficiary counts. 
• Ensure the respect for MdM Ukraine standard operating procedures and the validation procedure defined by HQ.
• To support the Grants Senior Officer to ensure in a timely manner any answer to a donor request. 
• Ensure follow-up and tracking of submitted proposals. 
• Under the management of the Grants Senior Officer, 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. 
• Set up and update database for donor guidelines and regulations and create fact sheets for main donors; · 
• Inform Program and support teams on any changes to existing donor guidelines and regulations; · 
• Efficiently coordinate with and provide support to the Grants Senior Officer and the coordination team with tasks related to participation in consortiums and partnerships. 

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

Hierarchical & Functional links

Line Manager: Grants Senior Officer

Based in MdM Coordination Office, in Kyiv with possible visits to other locations

Background of the candidate

 Education

University degree in political sciences, international relations or related field

 Humanitarian experience

 at least 1 year in a similar position with international organization

 IT

Excellent knowledge of Microsoft Office, KoBo tools, etc.

Language

Fluent Ukrainian and English (written and spoken)

 Skills required: 

• Ability to work in emergency contexts 
• Good 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 
• Very Good level of English 
• Office pack proficient user level
• Experience of using participatory approaches.
• Ability to adhere to requirements for confidentiality of records.
• Ability to prioritize and work with short deadlines.
• Ability to concentrate for lengthy periodsand perform accurately with adequate speed
• Ability to work both independently and within a team environment.
• Very good verbal and written communication skills.
• Facilitation skills desirable.

We offer:

• CONTRACT LENGTH: 06 Months with possibility of extension;
• Medical insurance.
• Full -time job
• Location: Base  Kyiv

SALARY

Medicos del Mundo’s Salary charts - Starting Gross Salary for this role is UAH 62 706

Priority will be given to internal candidates during the selection process

Applicants must send CV at follow e-mail address included the REFERENCE description noted below:

 recruitment.mdmukraine@gmail.com 

 Every application unanswered within 15 days after deadline must be considered as desestimated. 

 Please note:  

Medicos del Mundo promotes equal opportunities for all people. We establish positive action measures for those who, due to functional diversity or social and / or cultural exclusion, belong to under-represented groups in the positions offered.

As a result, no candidate with a valid profile will be rejected because of a functional diversity or for being culturally or socially excluded for reasons of birth, ethnicity, race, sex, gender or any other personal, social or cultural condition.

Any member of the MdM team must adhere to the beneficiary protection and anti-fraud and corruption institutional policies.

 https://www.facebook.com/mdm.ua.no