Syria Grants Manager – National Position

Title: Syria Grants Manager

Location: Jordan – Amman with travel to the field.

Reporting to: Deputy Country Director (DCD) for Program Implementation

Direct reports: Grants/partnership Coordinators/deputy Manager of the hubs (technical line)

ABOUT Relief International:

Relief International (RI) is a leading non-profit organization working in 16 countries to relieve poverty, ensure well-being and advance dignity. We specialize in fragile settings, responding to natural disasters, humanitarian crises and chronic poverty.

Relief International combines humanitarian and development approaches to provide immediate services while laying the groundwork for long-term impact. Our signature approach — which we call the RI Way—emphasizes local participation, an integration of services, strategic partnerships and a focus on civic skills. In this way, we empower communities to find, design and implement the solutions that work best for them.

RI includes the four corporate members of the RI Alliance: RI-US, RI-UK, MRCA/RI-France and RI-Europe. Under our alliance agreement, we operate as a single, shared management structure.

Position Summary:

The Grants Manager is involved in grants information management and grants management capacity-building efforts. The Grants Manager also supports programmatic and budgetary monitoring, compliance with donors and internal RI rules and regulations. The Grants manager reports to the WoS Deputy Country Director Program Implementation based in Amman and he/she will work closely with the Amman-based technical advisors/focal points for programs and support functions and with the hub-based cross border program teams.

ESSENTIAL RESPONSIBILITIES AND DUTIES

Grants and Compliance

· In coordination with the regional Awards Manager/Sr.Officer, provide guidance to the country office on donor regulations at key phases of the award cycle:

• During project development, work with the grant’s writer manager, technical advisors/focal points for programs and support functions and DCDs (PQ and PI) to ensure the prepared package (including budget) are in compliance with donor grant requirements.

• At the project opening stage, ensure shared understanding of award obligations and requirements is communicated to the relevant focal points at both the hubs and Amman-based program and support focal points, this includes setting up deliverables, donor’s engagement (i.e reporting schedule and special/requirements), payments schedule, etc.

• During implementation, reviews donor compliance including allowable costs, flexibility within budget, advise on procurement from donor compliance perspective in coordination with the operations team.

• Support in drafting various requests to donors such as reprograming of activities, requests for asset procurement, loss reports. etc.

• Follow up on the award closeout for compliance, including audit readiness, disposition plan, and other donor requirements.

• In coordination with the hubs grants/partnership focal points, hub leadership and Amman-based technical focal points and advisors, follow up on the implementation of Audit recommendations.

· In coordination with the Grants focal points in the hub and Amman based technical focal points, organize and lead the Grant Opening and Closing meetings, as well as monthly/regular Grants Review Meetings which include representation from all units of the hub and Amman-based focal points (finance, programs, operations, security, MEL, HR and senior leadership of the hub and Amman based Deputy Country Director) and ensure proper documentation of minutes of meetings and action points for follow up on issues raised.

· Lead the process of updating and reviewing the monthly country portfolio and regular awards monitoring and oversight ensuring compliance to RI and donor requirements.

· Monitor and coordinate the use of grants management tools such as BVAs, procurement planning, recruitment planning and activity plans amongst program teams to ensure accurate tracking of implementation and timely alerts to potential challenges/obstacles.

· In coordination with the Grants focal points in the hub and Amman based technical focal points, organize and lead the periodic Lesson Learned Sessions per grant and ensure proper documentation of minutes of meetings and recommendations for follow up.

· In coordination with the hubs focal points, Amman-based technical focal points for programs and support, and regional program/award focal points, lead on the preparation of award modifications and amendments.

· In coordination with the hubs leadership, Amman-based technical advisors and focal points for programs and support, lead the process of Organizational Capacity Assessment (OCA) and Due Diligence (DD) for partners, and drafting/reviewing of sub-award agreements, modifications, and other contractual documents.

· Lead and coordinate the Enhanced Due Diligence process for partnership using RI-developed tools and processes.

· Contribute to the process of reviewing/revising partnership manual for RI Syria.

· In coordination with RI regional office and HQ, monitor implementation of programs to ensure they are in accordance with donor and RI’s internal requirements.

· Leads the filing system for all grants management files in box folders/future filing systems, and in coordination with Grants/partnership Coordinators of the hubs, maintain and update an online and offline record of RI Syria’s grant portfolio for audit compliance.

Training and capacity building

· To offer training and capacity building (remotely and in person through field visits) to grants/partnership focal points in the hubs on all grants management tools.

· To offer training and capacity building (remotely and in person through field visits) of all staff on RI’s program specific documents.

· Ensure that all staff are aware of and integrate the RI program framework into all programs.

Information management

· To distribute and share with all RI staff copies of all grant-related post award documentation (modified proposal package and budgets, donor approval on notifications and changes, templates and tools, etc.) related to their specific programs. Ensure comprehensive grant files are maintained up to date and are available for use.

· To distribute and share donor and RI regulations-existing and new as they become available.

Safeguarding

• Uphold and promote RI’s commitment to ensuring the safeguarding and safety of the vulnerable communities we serve.
• Consistent with RI’s safeguarding and protection policies, ensure all people who come into contact with Relief International are as safe as possible.

QUALIFICATIONS & SKILLS REQUIREMENTS

This position will require a demonstrated ability to achieve results in a demanding and fast paced environment.

Compulsory:

• A degree in relevant field and/or;
• At least 5 years of work experience in relief or development programs, with focus on grants management and donor compliance functions
• Demonstrated ability to work under deadline pressure.
• Working knowledge of budget development and management
• Experience working in a multi-cultural setting
• Competence with Windows, Microsoft Office
• Ability to work in unstable security environments
• Previous experience and knowledge on donors’ regulations with focus on USAID/BHA and ECHO.
• Fluent written and spoken English required.
• Flexibility, optimism, and a sense of humor are assets and highly valued

Desirable:

• Previous experience of working on Syria Response/ Middle East highly desirable
• Experience working in consortium is highly desirable.
• Arabic language skills

RI Values:

We uphold the Humanitarian Principles: humanity, neutrality, impartiality, and operational independence. We affirmatively engage the most vulnerable communities.

We value:

• Inclusiveness
• Transparency and accountability
• Agility and innovation
• Collaboration
• Sustainability