Job Description

Position: Business Development & Reporting Coordinator

Locations: Sana’a

Technical Supervisor: Project Coordinator

Vacancy Reference Number: BDRC- SNA/24

JOB PURPOSE:

The Business Development and Reporting Coordinator will take the lead on the business relationship development with the IR family and external donors. He/She will assess the program needs, identify potential donors, and take the lead in the development of concept notes and proposals as per the requirements of donors. Manage all the requirements of the donors including all the program and financial reports. The post holder will lead the coordination between technical and operational teams in Islamic Relief Yemen to ensure proposals are developed in line with program needs, that reports accurately reflect program progress, and that all submissions to donors reflect Islamic Relief’s standards. S/he will be the primary point of contact of Islamic Relief Yemen for Islamic Relief family offices globally and the (HQ) on all funding opportunities. S/he will build positive working relationships with the field offices, different stakeholders, and donors. The post holder is also expected to work closely with the finance department and other support functions to ensure accurate proposal budgets and financial reports.

KEY ACCOUNTABILITIES

Job Responsibilities:

Business Relationships:

• Build effective relationships with IR family members for funding program priorities highlighted in the country strategic plan of IRY and HRP.

• Identify potential bilateral and multilateral donors, understand their priorities, and match them with the funding needs of IRY programs.

• Build and maintain relationships with all the relevant donors.

• Keep intel of emerging funding opportunities with IR family and institutional donors.

• Maintain effective communication with IR family and institutional donors. Ensure quality reporting and be responsible as the core focal person for IRY for all donor requirements.

• Participate in developing policies and objectives for the Programmes unit.

• Keep the system up to date with donor budgets and timeframes, so it reflects an accurate picture of the portfolio at all times.

• Work closely with the MEAL coordinator to collect data and information that will support the progress and quality of ongoing reporting and proposals.

Proposal Development and Coordination

• Maintain effective engagement with sectoral programs and field offices to develop concept notes and proposals as per the laid-out process of IRY.

• Keep the program team fully updated about donor expectations and guide them to ensure proposals are in line with donor requirements.

• Coordinate roles and responsibilities and agree on timeframes with the program teams, and ensure deadlines are adhered to.

• Facilitate project design meetings and coordinate different sectoral teams to work together on proposal development.

• Ensure all budgets are reviewed and approved by the finance department before submission.

• Coordinate with donors and the regional office team to ensure they feed into the project design and review proposal documents before submission.

• Constantly review and develop standardized templates and material such as concept notes, donor briefings, and statements as required.

• Coordinate both internally and externally, to ensure that prior to submission all proposals are reviewed and approved by the relevant parties as outlined in the process.

Donor Reporting

• Coordinate the preparation and submission of financial and narrative reports by working with finance, project coordinators, and project officers to gather and assemble inputs.

• Circulate timely reminders in accordance with deadlines.

• Review and finalize all donor reports before submission, ensuring consistency between financial and narrative reports and that they meet acceptable quality standards.

Representation and Relationships

• Develop and maintain positive working relationships with Programmes, Operations, Finance, Field Office teams, and all other colleagues.

• Represent Islamic Relief with donors, regional office teams, and local authorities as required.

• Coordinate and communicate with relevant authorities and stakeholders while planning new programs within the framework.

PERSON SPECIFICATION

A) EDUCATION/TRAINING

Required:

• First-degree university in business administration, business development, or relevant major.

• Proficiency in computer applications (MS Word, Excel, PowerPoint).

• Very high level of professional spoken and written English.

B) EXPERIENCE

Required:

• At least three years’ experience in business development and coordination, proposal development, donor reporting, grant and contract management, and/or project cycle management for institutional donors such as ECHO, DFID, USAID and/or UN agencies.

• At least 5 years of working experience in humanitarian response with an INGO & NGO or UN agency.

• Sufficient knowledge in preparing or reviewing budgets and financial reports.

• Experience working constructively with colleagues from different cultural backgrounds.

Desired:

Experience with other different funding entities C) Competencies

Skills:

• Strong communication skills, written and verbal, including negotiating, influencing, and facilitating difficult conversations and decisions.

• Positive attitude to work and excellent collaboration and teamwork skills, able to work constructively with different viewpoints to achieve results.

• Capacity to proactively identify and solve problems, take decisions independently, and make suggestions to improve ways of working.

• Highly organized, including time management, and ability to meet deadlines, manage multiple priorities, and work under pressure.

• Flexibility and willingness to support the team and department in work outside of this job description.

• Demonstrated capacities to establish and maintain strong, collaborative working relationships with government officials, local organizations, communities and other stakeholders.

• Strong understanding of the aims and principles of Islamic Relief.

• Good writing and reporting skills.

• Ability to multi-task and meet deadlines.

Desired:

• Thorough knowledge of INGO grant management systems and processes.

• Skilled in running training and capacity-building sessions.

Other COMPETENCIES

Core Values (Required):

• Commitment

• Diversity and Inclusion

• Integrity

Core Competencies (Required):

• Communication

• Working with People

• Drive for Results

Functional Competencies (Required):

• Formulating strategies and concepts

• Planning and Organizing

Safeguarding

• Understanding of and commitment to safeguarding, child safety, and protection from sexual abuse and exploitation principles.

PROBLEM-SOLVING (Thinking Environment)

• Ability to deal with a complex situation and solve issues and problems.

WORKING CONDITIONS AND LEVEL OF TRAVEL REQUIRED

• This position is located in Sana’a - Yemen but will require some travel to the targeted areas