Grants and Administrative Coordinator

FHI 360, Washington DC, United States

Skill Required:, HR and Admin
Preferred Experience: 
5 years
Closing Date for Applications: 
30th October, 2019

Job Description

A core member of the Crisis Response project team and is one of the first staff members on the ground to support FHI 360’s start up activities in humanitarian settings. They will be responsible for writing concept notes and proposals as well as managing the capture/start up phased administrative, human resource (HR), and budgeting activities as the program(s) develop. Also provides administrative and project support to established humanitarian programs.


  • Participate in capture and project start-up activities in resource-scarce humanitarian emergencies and program development initiatives.
  • Develop concept notes and unsolicited proposals for United States Agency for International (USAID) and/or the Office of U.S. Foreign Disaster Assistance (OFDA), including the gathering and editing of technical sections, compiling budget inputs, and ensuring swift submission in line with donor regulations and the organization's business development procedures.
  • Manage full-cycle personnel recruitment while adhering to local labor code for field operations in collaboration with project team colleagues, including identification of personnel needs, preparation of position requisitions, job description development and publications, short-listing and interviewing of candidates, and preparation of offers.
  • Responsible for donor communications, including formal and informal reporting and developing communication products for the organization’s Corporate Communications Department.
  • Act as HR point of contact during the initial phase of response operations, ensuring project activities fully comply with the organization’s HR policies and procedures.
  • Identify HR, Finance, and Administration staffing needs for field missions.
  • In consultation with Corporate determine the HR, finance, and administrative costs and manage budget allocated for administration-related activities, including expense forecast and pipeline analysis.
  • Ensure field offices have appropriate processes in place to identify and archive audit- relevant project documentation.
  • Contribute to and coordinate with inter-agency HR and administration working groups while on assignment.
  • Work with the director of the project team and home office support staff to develop protocols to standardize the project's approach to the scale up of programs in an emergency and/or in development phase. This may include the development of new staff orientation manuals, compliance and regulation assessment checklists, and corresponding training materials for staff.
  • Provides support to program management teams, administratively and technically, such as troubleshooting, updates to work plans, travel coordination and program activities monitoring.
  • Supports program/project to provide high quality deliverables to clients. Develops, reviews, and/or translates reports, briefing papers, press releases, and presentations as necessary for one or multiple projects/programs.
  • Documents and shares project accomplishments, challenges, and lessons learned among
  • internal and external partners.

Applied Knowledge & Skills:

  • Working proficiency with relevant USAID/OFDA or other applicable policies and regulations.
  • Demonstrated experience assessing local regulatory climate and developing compliant field administrative policies and procedures in emergency response operations.
  • Operational familiarity with international humanitarian architecture and core coordination processes for large-scale emergencies.
  • May promote Prevention of Sexual Exploitation and Abuse (PSEA) standards and Red Cross and NGO Code of Conduct.
  • Excellent verbal and written English skills required. French or Arabic language skills advantageous.
  • May work in insecure locations with minimal infrastructure or amenities.
  • Ability to analyze and interpret data, identify errors and prepare reports.

Problem Solving & Impact:

  • Exercise judgment within well-defined procedures and practices to determine appropriate action.
  • Interact frequently with more experienced team members.
  • Understand quality and timeliness goals for projects.

Supervision Given/Received:

  • May have supervisory responsibility on deployments to the field.
  • Works under immediate supervision and guidance of more experienced professionals.
  • Refers deviations, problems, and unfamiliar situations in assignments to supervisor.
  • Receives instructions for new, difficult, or unusual assignments.
  • Work is reviewed to ensure that final results and methods used are technically accurate and in compliance with instructions or established procedures; review of work increases with more difficult assignments.
  • Reports to Project Manager.

Education: Bachelor's Degree or its International Equivalent in Business Administration, Communications, Human Resource Management or Related Field.


  • Requires a minimum 5 years of experience writing proposals, reports, and/or other materials for donors. Preference given to candidates familiar with USAID/OFDA,, as well as HR management experience in emergencies; diverse range of geographic experience preferred.
  • Minimum of one year of experience working in security compromised areas preferred.
  • Prior work experience in a non-governmental organization (NGO), government agency, or private company of progressive program management experience in humanitarian assistance or related industry experience in a relevant technical area.
  • Articulate and professional and able to communicate in a clear, positive fashion with clients and staff.

Typical Physical Demands:

  • Typical office environment.
  • Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
  • Ability to sit and stand for extended periods of time.
  • Ability to lift 5-50 lbs.

Technology to be Used: Personal Computer, Microsoft Office 365 (i.e. Word, Excel, PowerPoint, e-mail), office telephone, cell phone and printer/copier.


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