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Monitoring, Evaluation, Reporting, and Grants Coordinator (MERGC)

Peace Corps Monrovia, Liberia, Liberia
3 years - 6 years
Others
$ 00
Wed Jan 31, 2024
Full-time
Tue Jan 17, 2023
Job Summary
The MERGC is a member of the Programming Training and Evaluation. The MERGC plays a critical role in PC Liberia’s ability to deliver quality programming and training, engage communities and stakeholders, and support Volunteers. With the support of the MERGC, the Programming, Training, and Evaluation department (PTE) continues to develop and implement systems that reinforce rigor and quality assurances in compliance with Peace Corps Washington mandated Volunteer Reporting and Grants (VRG) systems. Peace Corps Liberia staff members use data and tools managed by the MERGC to strengthen project management as well as enhance organizational learning. The MERGC assists
Volunteers, communities, and program managers to measure and understand the outcomes of their
collaborations. The MERGC supports staff in providing Volunteers with feedback on their work. The data managed by the MERGC is used to provide regular reports on Volunteers’ activities to relevant stakeholders as part of mutual accountability and transparency. In addition to management of Volunteer reporting systems, the MERGC is also responsible for
managing Peace Corps Liberia’s Volunteer grants system through coordination with the DPT, Deputy
Director of Programming and Training (DDPT), Program Managers (PMs), PC Washington Staff, and USAID Liberia.
Job Description
Major Duties and Responsibilities:
Functional Area # 1 Monitoring, Evaluation, and Reporting (50%)
• Ensure high rates of reporting from PCVs
• Review and verify accuracy of Volunteer reported data on an on-going basis.
• Manage data cleaning activities
• Identify gaps in data collection, develop recommendations for system and operation procedure
improvements, and communicate directly to the PTE team
• Assist PTE team with the review of Volunteers’ reports and support PMs in giving feedback and guidance to Volunteers
• Analyze Volunteer reporting data and provide periodic updates about achievement against targets in the Logical Project Framework (LPF), the VRG, and other PC targets (e.g., Annual Volunteer Survey)
• Assist PTE team with analyzing reported data to improve program activities, training, and decision making
• Collaborate with the Information Technology Specialist to ensure that PC Liberia provide smartphones and/or tablets are compatible with VRG data entry needs.
• Provide telephone, text, and email, support to Volunteers as well as a system of regular reminders on how to collect and record activities in the VRG and on other report forms.
• Make occasional field visits to Volunteer sites to assess, monitor and verify Volunteer and host agency record-keeping, helping to improve these systems and bring them in line with Peace Corps reporting requirements. Develop and share site visit reports with relevant programming
staff.
• Perform other monitoring, evaluation, and reporting duties as assigned.
• Serve as PC/Liberia’s M&E Champion to liaise and collaborate with other PC countries to create an M&E culture in all programs
• Ensure that project frameworks are updated as necessary with relevant and appropriate Peace
Corps Standard Sector Indicators and Post-Developed Indicators and work with the DPT and Program Managers in developing monitoring and evaluation plan for all project plan areas
• Assist in completing annual status reports for Post, HQ, and partnership reports.
• Coordinate with Communications Specialist in the development of external reports and social media postings by providing clear and current reports data on an as needed basis.
Functional Area # 2 Small Grants Projects Coordination (30%)
• Manage all grant entries in the VRG database.
• Develop innovative dissemination strategies to share results of ongoing projects to internal audiences.
• Coordinate and foster strong and productive partnerships with grant partners including the Small
Projects Assistance Teams at PC Washington and relevant personnel at USAID Liberia.
• Provide grant program management oversight, including:
• Program expertise: Understand grant program rules and requirements; keep abreast of updates/best practices for grant programs and convey updates to the small grants committee and Volunteers
• Communicate with Peace Corps/headquarters: Primary liaison with Peace Corps Headquarters on grant program(s); contact Peace Corps Headquarters grant program points of contact with questions and program updates; draft and submit all required program reports to Peace Corps Headquarters
• Grant files: Establish and maintain official grant files in alignment with Peace Corps records management plan both in shared drives and in the VRG
• Provide Expert support in project design, including:
• Understand Project Design and Management tools and ensure consistency within post in accordance with MS 720 and the Peace Corps Small Grants Handbook.
• Provide Volunteers with feedback on grant applications in coordination with small grants committee
• Communicate potential activities and prohibited activities with staff and Volunteers
• On a regular basis communicate with Volunteers and Counterparts about the Small Project Assistance (SPA) grant program funded by USAID and Peace Corps Partnership Program (PCPP) program and provide advice to PCVs on accessing grant funds and developing
projects.
• Provide accurate information to staff regarding SPA funded trainings and ensure that proposals and reports are submitted accurately and on time
• Manage project review and approval processes, including:
• Receive grant applications from Volunteers and disseminate to small grants committee members and appropriate Program Managers
• Facilitate communication with Volunteers to follow up on requested application revisions
• Ensure that funds are available in the proper funding source (including proper program element for SPA) prior to recommending approval of grants
• Coordinate small grant committee activities
• Support project implementation, by:
• If a project is to be canceled, transferred, or amended, the Small Grants Coordinator works with the Volunteer sponsor to report to the relevant Peace Corps/headquarters office
• Manage project tracking and monitoring
• Track the status of all ongoing grant projects through tracking sheets and the VRG
• Make regular monitoring visits to Volunteer sites to track status of grants and write project summaries after visiting SPA projects. Where appropriate, develop success stories using the USAID template for distribution to share with USAID.
• Provide status updates to the Country Director, post staff, and relevant Peace Corps/headquarters staff when asked
• Send reminders to Volunteers about closing grants. Ensure that PCVs obtain and submit required signatures for final sign off and closure
• Ensure that grant completion reports meet all Small Grant Program requirements
• Oversee financial management
• In coordination with the administrative unit and DDPT track grant spending and available funds by grant program and by funding areas (e.g. by SPA program element).
• Work with administrative unit to ensure financial processing of approved grants.
• Supports the determination of funding needs and negotiating new funds as applicable.
• Coordinate with Admin the process of returning leftover SPA/PCPP funds
Functional Area #3 Volunteer Training (20%)
• Train Peace Corps Trainees and Volunteers on PC grant opportunities, policies, procedures, and best practices, including community engagement, grant applications, management, and MRE
• Co-facilitate Project Design and Management workshops in coordination with PTE Staff
• Conduct training for Peace Corps Trainees and Volunteers on how to monitor program activities and impact
• Provide on-going support and training to Volunteers through emails, newsletter articles, and other forums to provide information and improve accuracy of reporting.
• Provide an orientation session on the VRG system to all new staff members and provide periodic refresher trainings to relevant staff
• Provide technical support for all programming and training staff on the M&E process and best practices
• Incumbent performs other duties or assignments, when deemed necessary by the Country Director and/or GSM, for the successful implementation of Peace Corps program(s) and/or operations in Liberia.
Functional Area #4 – Volunteer Safety and Security
• Addresses safety and security proactively by ensuring appropriate assignments for Volunteers and adhering to Peace Corps site development policies and procedures.
• Identifies and immediately communicates Volunteer safety and security concerns or issues to the Safety and Security Manager (SSM) and the CD.
• Ensures prospective sites meet established programmatic and safety/security criteria (e.g., safe
housing, a clearly defined assignment with an organization that shows real interest in working
with a Volunteer, etc.).
• Reviews and references site history files when evaluating potential sites. Incorporates appropriate site-specific safety and security-related information into site history files.
• Ensures designated host country counterparts participate in counterpart orientation/training and
are prepared to work with and support Volunteers, including their role in Volunteer safety and security.
• Maintains communication with each Volunteer and solicits periodic feedback, including information about Volunteer safety and security. Maintains a calendar of Volunteer site visits and completes appropriate number of site visits to assess Volunteer progress, safety and security, and to provide technical guidance and moral support.
• Monitors Volunteer compliance with Peace Corps policies, especially related to safety and security, and initiates corrective action as necessary.
• Participates in the design and implementation of the Emergency Action Plan (EAP).
• Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.
Functional Area #5 – Other Related Activities
• Contribute to periodic revisions project framework(s).
• Periodically serves as post duty officer responsible for weekend and after-hour emergencies.
• Attend all relevant meetings including staff retreats, P&T, Operations and Volunteer support.
• Serve in an “acting” capacity for other positions and/or perform any other duties as assigned by the DPT.
Accepts additional responsibilities as needed that contribute to the achievement of Peace Corps/Liberia’s goals and objectives.

Roles and Responsibilities:
This position is located with the Programming, Training and Evaluation Team and supports the DPT and Training Manger (TM) in providing high quality training resources and delivery to Volunteers and Community Members. This is not a supervisory position. The primary contacts outside of the PTE team are with Peace Corps program and administrative staff in the Monrovia office and M&E, Grants, and VRG staff at Peace Corps Washington. The
incumbent also has contacts at all levels within the host agencies and other local government and private agencies involved either with PC programs or as resources for PC training.
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