Dünya Doktorları Dernegi (DDD)/Mececins du Monde Turkey (MDM-T)  is a Turkish based humanitarian non-governmental organisation that facilitates access to healthcare for populations affected by armed conflict, violence, natural disasters, disease, famine, poverty and exclusion.

Our organization collaborates with partners and key stakeholders to implement projects that facilitate access to primary and secondary-level healthcare services to respond to the medical needs of displaced population.

DDD is the 16th member of the Doctors of the World International Network that is committed to meeting the health needs of vulnerable people globally.

Mission

Since 2015, DDD implements programs in both Turkey and Syria providing refugee and IDP communities with free access to healthcare services. DDD works with a range of humanitarian professionals and technical experts to provide Primary Healthcare (PHC), Mental Health and Psychosocial Support (MHPSS)services as well as sexual and reproductive health (SRH).

Since the beginning of the Syria and Iraqi crises, Turkey has become host to over 3 million refugees, migrants and asylum seekers which led to an increasing demand for health services. In this context, DDD’s intervention aims to assist local public health systems in providing and improving access to health and health related services to vulnerable populations among refugees and migrants in Turkey, specifically in Hatay, Izmir and Istanbul. In Syria, DDD runs health facilities in Idlib and Afrin provinces to deliver health-related services to IDPs. 

Hierarchical & Functional links

Base at DDD Head Office in Kabataş, Istanbul, the Grants Coordinator is under the line management of the Deputy General Director.

Close functional links with MEAL department and Operations/Programme, other departments and Grants Management units in external partners and the Organization’s Network according to established procedures.

The Grants Coordinator will directly supervises the Reporting Officer, the Communication Officer, the Partnership Officer and the Liaison Manager.

Essential Duties

• Proposal writing
• Fundraising support
• Grants Management and Supervision
• Donor Reporting
• Internal and External Communication

• Capacity Enhancement
• Donors and Partners Relation
• Reporting

• Other related tasks

Responsibilities

• Proposal writing
• Proactive engagement with donors and funding opportunities;
• In collaboration with relevant units/staff and in line with internal organizational set procedures, lead drafting process of concept notes, technical proposals, whilst ensuring consistency and quality throughout, including log-frame;
• In collaboration with Communications/Liaison unit assure necessary consultations with national stakeholders during drafting process;
• Assure adherence and coherence with national regulations and relevant/applicable standards;
• Whenever relevant, attend Donors meetings/visits, record and disseminate the information shared;
• Support the line manager in preparing training modules on proposal/reporting duties for field staff and partners;
• Fundraising Support

• Analysing the current fundraising landscape, including research of prospective donors and how to reach them;
• Studying and recommending structural changes to improve the functioning of the organisation and its fundraising efficiency;
• Setting and achieving realistic time-limited fundraising targets, agreed in consultation with other managers;
• Help foster a concise and coherent short and mid-term operational strategy for the organisation and to articulate type of resources/funding needed to meet operational strategic objectives;
• Creating a broad, sustainable and diverse fundraising portfolio to secure long-term income development;
• Ensuring the effective integration of fundraising, communications, mass mobilisation and campaign strategies;
• Building, managing, and analysing M&E tools and concepts, and using the analysis to form integration into marketing campaigns and donor relations;

• Grants Management and Supervision

• Serve as focal/resource person for donor rules and regulations;

• Provide technical supervision at DDD level in terms of donor compliance and grant management and ensure that all program and support department staff are aware of requirements and conditions of grant agreements, including by providing a help-desk on donor related rules and regulations and delivering trainings
• Ensure systematic adherence to donors’ guidelines, compliance and strategic orientations;
• Ensure consistency, quality and coherence between narrative and budget proposals in coordination with Finance unit;
• Support in the production of partnership agreements, supervising the compliance between financial and technical aspects and general partnership management;

• Provide guidance on donor rules and regulations during project implementation and reporting processes;
• Advise on compliance issues with contracts/protocols/agreements in place implicating DDD
• Work closely with Communication/Liaison Manager to assure coherence with national regulations, rules and laws;
• Keep track of and report on applicable standards (international and national);
• Develop an accountability strategy and supervise its implementation at program level
• Continuously apply learning, innovations and best practices from project evaluations, field visit reports and project reports (both internal and external, including other NGO and donors) to new proposals
• Document, analyze, and share lessons learned from proposal writing, reporting and donor compliance processes
• Ensure key controls are in place for effective management of funding portfolio and donor compliance

• Donor Reporting

• Track, summarize and periodically inform in advance on all donor reporting requirements or partners according to existing contractual obligations of DDD;
• Lead report drafting process in collaboration with all relevant departments and in line with set internal procedures;
• Ensure timely preparation, review and provision of detailed and quality reports on program progress to donors
• Ensure success stories are systematically shared by the communications unit and incorporated into donor reports
• Support monitoring and assist program teams with implementation or donor compliance challenges
• Facilitate information sharing and reporting with internal and external audiences

• Contribute to update and validate the information sharing with donors (updates on programs, partnerships etc.);

• Support the preparation of M&E Reports that contain summary data, reviewing overall performance against targets and making overall recommendations, including best practices identified and lessons learnt;
• Assist MEAL Department to ensure that data reported by Field Coordinators meets the dimensions of data quality i.e. reliability, accuracy, timeliness, completeness and integrity;

• Internal and External Communication

• Ensure proper filing (soft and hard copies) of all project documentation in the mission;

• Oversee production and proper dissemination of internal reports (SitRep and others);
• Assist MEAL Department to organize the regular production of Program Communication Document such as maps, briefing, videos;
• Assist MEAL Department to Produce data for communication purpose (Regional Dashboard, Snapshot etc.);
• Capacity Enhancement

• Enhance the capacity of staff to improve MEAL systems, program development and fundraising strategies;
• Developing and improving the effectiveness of the organisation-wide oversight, monitoring and coordination of fundraising and reporting;

• Donors and Partners Relation
• Supporting, developing and improving existing donor relationships, ensuring that the organisation maintains effective communications and good relations with DDD donor & partners;
• Support operational colleagues prior, during, post Donors meetings/visits;
• Reporting
• Provide regular reporting on activities to the line-manager (bilateral meeting etc.);
• Compilation of donor guidelines;
• Provide a Mission report and/or Handover document at the end of the assignment.
• Other tasks related to the position

• Participate in internal work meetings;
• Report any security related issues to the line manager;
• Support operational organization of field trips and DDD programs;
• Any other relevant duties requested by the line manager.

Compliance & Ethics

Promote and encourage a culture of compliance and ethics throughout Dünya Doktorları Derneği. As applicable to the position, maintains a clear understanding of Dünya Doktorları Derneği and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity. Communicates these values to staff and to partners and requires them to adhere to these values.

Prevention of Sexual Exploitation and Abuse

Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within Dünya Doktorları Derneği and amongst beneficiaries served by Dünya Doktorları Derneği.

NB: considering the purpose and values of the organisation, DDD requests to its employee complete flexibility in term of duties and commitment, as their job description and job title can be adjusted throughout the year according to needs and priorities.

Expected profile

Education & Qualification

• Master’s Degree in relevant field (or, in lieu of a Master’s Degree: Undergraduate degree with minimum 7 years program development work experience)

Professional experience

• At least 5 years of professional experiences, in a similar or equivalent position;
• Proven experience of reporting and proposal writing;
• Knowledge of contracts management;
• Knowledge of health/protection humanitarian programming;
• Knowledge of donor mechanisms; knowledge of donor compliance is an advantage;

Technical Skills and Personal qualities required

• High standard of English writing and editorial skills
• Proficient in the use of MS Office and IT in general;
• Ability to work under a minimum of supervision;
• Organised and able to manage priorities;
• Proactive, adaptable and capacity to take initiatives;
• Proactive approach to identifying solutions;
• Diplomatic and open-mindedness;
• Familiar with multicultural environment;
• Good analytical skills;
• Diplomacy and open-mindedness;
• Professionalism
• Team spirit
• Sense of humour

Languages

• Required: Turkish and English are mandatory (oral and written)

How to apply:

• Please apply with your CV and motivation letter in ENGLISH through our website.

Due to the urgency to fill this post, DDD reserves the right to review the CVs on a rolling basis and selected candidates may be interviewed prior to the closing dates listed, therefore early applications are encouraged.

DDD is not in a position to respond to every applicant individually due to the anticipated high number of applications.

Please note that only short-listed candidates will be contacted for the first interview.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

General Information

DDD retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer a contract with a modified job description or for a different duration, or to offer a contract at a lower grade.