HI has been supporting the Afghan people since 1987, starting its operations in Pakistan. Since 1996, HI has been operating across Afghanistan in order to launch victim assistance interventions, working at different levels of the society and adopting a cross-sectoral approach. While present on the ground to directly support victims of the conflict through the provision of a range of services – from physical rehabilitation, to mine risk education and inclusive livelihoods – HI has been continuously advocating to increase the rights of victims and other people with disabilities in the country. In particular, and in line with its global strategy and priorities, HI has been advocating to reduce the use of landmines and conventional weapons. Acknowledging the need to respond to the urgent emergency crises combined with longer term, chronic gaps in the provision of services, HI has steadily expanded its range of activities and services in order to support the most vulnerable people, enhancing their resilience while strengthening participation and inclusion of all individuals.

Job Purpose:

Under the responsibility of the Grants Manager, the Grants Officer contributes within the Programme/country where she/he is based by ensuring timely donor reporting (financial and narrative), coordination and information sharing with field staff in order to get the information on time and support to proposal writing.

Responsibilities:

Responsibility 1: Grants management

Responsibility 1.1: Coordinate the project reporting phases

• In liaison w/ all relevant departments, lead / contribute to the writing, review, and submission of high-quality narrative reports, ensuring they accurately reflect project progress and status in a transparent, timely, and professional manner.
• Under the supervision and management of the Grants Manager, address donor comments and feedback on proposals and reports promptly, coordinating with relevant departments to ensure resolution and compliance.
• Conduct field monitoring visits to ensure compliance with donor requirements, assessing the progress of grant-funded activities, and identifying challenges or opportunities for improvement, and communicate findings and recommendations to the Grants Manager and the Business Development Officer.

Responsibility 1.2: Donor compliance

• Support the Grants Manager in guiding and informing program and finance teams on donor-specific guidelines and best practices.
• In support of the Grants Manager, raise and handle contractual issues and link with headquarters / partners
• Organize Grant Opening and Grant Closing Meetings for all relevant staff members / departments to ensure coherence in the understanding of the grant design across departments and bases, as well as to promote sharing of achievements and lessons learned
• Under the Grants manager management, contribute to the management of any dispute with donor on the grants, mobilize HQ unit concerned (Financial controller, Institutional funding compliance & risks Manager, IPO, etc.)

Responsibility 1.3 Development of CE, NCE, and MR (Cost Extensions, Non-Cost Extensions, and Modification Requests)

Under the supervision and management of the Grants Manager and Field Business Development Specialist, support in the following tasks:

• Cost Extensions (CE): Preparation and submission of financial and narrative justifications for additional funding required to complete project activities, ensuring compliance with donor guidelines.
• Non-Cost Extensions (NCE): Drafting and processing requests for additional time to complete project activities without requiring additional funding, ensuring timely submission and donor approval.
• Modification Requests (MR): Coordinating the development of requests for budget reallocations, activity adjustments, or project scope changes, ensuring alignment with donor policies and internal procedures.

Responsibility 1.4: Inter departmental collaboration

• Contribute to the interactions / communications w/ the project partners, in liaison w/ the operations department.
• Contribute to / lead inter departmental meetings such as kick offs, inter service meetings and close out meetings to ensure that grant-related aspects are effectively integrated into organizational planning, decision-making, and operational alignment, and that ongoing grants-related issues and upcoming priorities are highlighted.

Responsibility 2: Financial Reporting and Budget Management

Responsibility 2.1: Expenditure Monitoring

• Collect and organize financial data from project teams for review by the Grants Manager.
• Assist in checking that expenditures align with approved budgets by flagging discrepancies for the Grants Manager.

Responsibility 2.2: Compliance and Risk Monitoring

• Track financial records and consumption rates using predefined templates or tools provided by the Grants Manager.
• Highlight any unusual spending patterns or data inconsistencies for further analysis.
• Help prepare draft documents for budget adjustments or donor communications, as directed.

Responsibility 2.3: Financial Tracking Tools

• Update and maintain financial tracking tools with current data provided by the Finance or Project teams.
• Distribute updated budget tools to relevant staff as instructed by the Grants Manager.

Responsibility 2.4: Financial Reporting

• Gather required financial documents and data for donor reporting.
• Assist in organizing data into donor-specific formats under the Grants Manager’s supervision.
• Double-check data entries for accuracy before submission to the Grants Manager.

Responsibility 2.5: Financial Audits and Documentation

• File and archive financial documents, ensuring all necessary records are easily accessible for audits.
• Assist in assembling documentation required for donor or internal audits.
• Respond to routine audit inquiries by locating and providing requested information.

Responsibility 3: CRM Management

• Overseeing the conversion of approved proposals into formal contracts, ensuring compliance with donor requirements.
• Updating the status of contracts in the CRM system, providing detailed information on submission stages, report approvals, and overall progress.
• Managing and generating contractual amendments and import signed documents into the system.
• Tracking and managing reporting deadlines through the contract management system's action functionalities.

Qualifications and Skills:

• Bachelor Degree from a recognized University (Social Sciences, Development Studies, Public Health, International Relations, Project Management or related degree)
• At least 3 years’ experience in the relevant field with INGOs.

Soft Skills

1. Communication and Coordination:
   • Strong ability to liaise with multiple departments (finance, operations, MEAL) and donors.
   • Skilled in addressing donor feedback and facilitating internal collaboration.
2. Problem-Solving and Risk Management:
   • Proactive in identifying financial and operational risks and proposing mitigation strategies.
3. Training and Capacity Building:
   • Ability to train and mentor staff on donor-specific rules, financial tracking, and reporting practices.

Application Process:

Applicants can login to the online application system by copying and pasting the following link into their web browser https://airtable.com/appX0ZN2pcc5HmcMP/shrlM13AHdmNp1Sp4 to submit their details and upload their required documents prior to the deadline.

Important notes:

• Please note that only the applications received through the online platform will be considered for this position.
• It is important to note that applications received after the deadline will not be considered. Therefore, timely submission is crucial.
• After the review process, please be aware that only candidates who have been shortlisted will be contacted for the next stages of the recruitment process. If you do not hear from us within one week from the closing date , please consider that your application has not been shortlisted for further process.

- HI has got strong stand on protection of beneficiaries.

"The Role Holder will have to create and maintain an environment which prevents sexual exploitation and abuse and promotes the implementation of the code of conduct"

HI promotes and upholds the principles of equal opportunities and its policies (PSEAH, Child Protection etc). HI has a zero tolerance approach to any harm to, or exploitation of, a vulnerable adult or a child by any of our staff, representatives or partners. Recruitment to all jobs in HI includes, in particular, criminal
record checks and the collection of relevant references. Safeguarding our beneficiaries is our top priority in everything we do.

Individuals with disabilities and female candidates are especially encouraged to apply. We are committed to fostering a diverse and inclusive environment and strongly value the unique perspectives and contributions that you can bring to our team.