The United Methodist Committee on Relief (UMCOR) is a not-for-profit organization dedicated to alleviating human suffering around the globe. The purpose of UMCOR’s Haiti mission is to provide emergency response, early recovery and transitional development assistance in disaster affected communities in Haiti. UMCOR-Haiti seeks a Grant Distribution Assistant to provide short term support to two (2) high-profile Small-Medium Enterprise (SME) training projects currently underway.

Essential Function:
The Grant Distribution Assistant will work closely with UMCOR’s Livelihoods team in disbursement of small grants to about 700 beneficiaries in Port-au-Prince and Cabaret. He or she will work closely with the Operations Department to facilitate the grantmaking process, financial reconciliation and the distribution of the goods received or vouchers to beneficiaries. This position requires great attention to detail, work ethic, interpersonal skills, organizational skills, and teamwork.
Primary Responsibilities:
• Assist with the delivery of small grants to project participants and support appropriate coordination and communication between program, finance and other administrative staff to ensure that all grantmaking activities are smoothly implemented.
• Develop small grants management database to collect beneficiary data, information and product requests.
• Develop a good working understanding of each project’s goals and strategies, and determine what each program will need in terms of technical assistance to successfully implement the appropriate small grants delivery mechanism
• Manage data entry of all beneficiaries’ received business plan proposals and save all proposals for reference and decision making
• Acknowledge receipt of grant recipients/ business plans, review participants’ plans and maintain systems for tracking individual business plan proposals within the office
• Coordinate routine correspondence with small grant recipients and meet regularly with them to assess their performance and address any concerns.
• Coordinate the planning and delivery of these small grants and support the Operations Department during the product tender process by collecting data regarding participants’ needs on time, this in close collaboration with UMCOR’s Procurement Officer as needed.
• Assist with preparation and dispatching of goods procured for project participants and help them to manage and maintain the goods received in good conditions, including maintaining storage facilities, develop stock control card.
• Provide, in coordination with the Livelihood Coordinator and HOM, reports to the donors and UMCOR HQ as needed
• Maintain systems for collecting and tracking receipt of small grants by recipients and generating reports
• Maintain electronic files related to all aspects of the small grants cycle, including: grant disbursement, correspondence with prospective recipients of these grants and program staff materials related to participant recommendation.
• Keep informed of the “best practices” in the small grants management field and recommend improvements to the grants management process
• Provide back up for the Livelihood Coordinator as requested.
Events Coordination
• Manage all logistics related to meetings with project participants
• Secure and contract meeting venues in collaboration with the Senior Operations Manager (meeting space, accommodations, a/v, food)
• Develop event budgets and monitor expenditures
• Assist in producing invitations, disburse invitations
• Manage preparation and copying, packing and mailing of meeting materials
General Administration
• Attend staff meetings as needed or requested
• Upon request, provide assistance with writing, editing for materials of a general nature, or materials of another program area
• Respond to routine inquiries via phone and e-mail
Finance
• Become familiar with UMCOR’s rules, procedures and processes around procurement, internal controls, financial reconciliation and management.
• With the Livelihoods Coordinator, Director of Finance and Senior Operations Manager assist with small grants distribution and financial data reconciliation and preparation for the sub-grantees reports

Supervised By: Livelihoods Coordinator

Knowledge of and experience in the nonprofit sector and application of best practices in grantmaking; analytical capabilities; high ethical standards; strong written and verbal communication skills; attention to detail and high degree of personal organization; ability to manage a fast-paced heavy workload; ability to problem solve and exercise good judgment; ability to work independently; sense of humor and ability to work in a team approach to get things done. Familiarity with grants management and good knowledge of Microsoft Word and Excel is a plus. A bachelor’s degree or two to three years experience in a relevant nonprofit setting are indicators of appropriate ability. Fluent in Creole, French and English. Experience working in livelihood projects and the distribution of grants is a plus
Capacity to work effectively and harmoniously with a team of colleagues from varied culture.

Supervised By: Livelihoods Coordinator

Work Hours: This is a 3-month renewable position requiring 40 hours per week. Additional hours are occasionally required. Work generally occurs Monday through Friday between 8:00 a.m. and 4:00 p.m.

Starting salary will depend on skills and experience. UMCOR also offers benefits including medical and health insurance coverage

All CV must be backed up with a letter of intention, copies of certificates and at least three references