JOB DESCRIPTION

Context

Relief International (RI) is an international non-profit organization that partners with communities impacted by conflict, climate change and disaster to save lives, build greater resilience and promote long-term health and wellbeing.

Our team of more than 7,000 staff and local volunteers work in 15 countries across Africa, Asia, and the Middle East, providing Health and Nutrition, WASH (Water, Sanitation, and Hygiene), Education and Livelihoods programming that creates the foundation for community resilience.

We do this by working with local actors to develop safe and inclusive local programming that is evidence based, conflict sensitive, climate smart, and reaches those in need.

Relief International is an alliance of four organizations with one shared mission, comprised of Relief International, Inc., Relief International-France, Relief International-UK and Relief International-Europe, which operate under a one-team concept under a single senior leadership team.

Job Profile

The Awards and Partnership Deputy Manager (A&P DM) is the central partnership focal point for the Northwest, South, and Central Syria and is responsible for coordinating partnership activities across all relevant departments. The role is also involved in Awards information management and Awards management capacity-building efforts. The A&P DM also supports the programmatic and budgetary monitoring, compliance with donors and internal RI rules and regulations. The position is also responsible for supervising the Awards and Partnership Coordinator and providing him/her with the relevant technical and operational support and guidance. The A&P DM reports to the A&P Manager and supports the A&P Manager in working closely with the country-level technical advisors/focal points for programs and support functions and with the hub-based program teams.

Key Responsibilities

Awards and Compliance

In coordination with the A&P Manager, provide guidance to the Hubs and country office on donor regulations at key phases of the award cycle.

Assist the A&P Manager in leading the donor pre-qualification process in coordination with the Grants and Reporting Manager, as well as heads of program and support functions.

During project development, assist the A&P Manager in working with the Grants and Reporting Manager, technical advisors/focal points for programs and support functions and DCD PI) to ensure the prepared package (including budget) are in compliance with donor grant requirements.

Ensure shared understanding of award contractual and general compliance obligations and requirements is communicated to the relevant focal points at both the Hubs and Amman throughout the award cycle.

Support the A&P Manager in drafting various requests to donors such as reprogramming of activities, requests for asset procurement, loss reports, waivers, modifications, etc.

Assist the A&P Manager in driving the award closeout processes within the Country office, including providing technical/ compliance support on compliance, audit readiness, disposition plan, and other donor requirements.

In coordination with the A&P Manager and A&P Coordinator and country-level technical staff, organize and lead the Award Opening and Closing meetings, as well as monthly Award (Grant) Review Meetings, documenting and following up on action points.

Coordinate the use of Project Implementation Tools that incorporate procurement planning, recruitment planning and activity plans amongst program teams to ensure accurate tracking of implementation and timely alerts to potential challenges/obstacles.

Assist the A&P Manager in leading the process of updating and reviewing the monthly country portfolio and regular awards monitoring and oversight, ensuring compliance with RI and donor requirements.

Assist the A&P Manager in leading the preparation of award modifications and amendments.

Assist the A&P Manager in completing the Monthly Awards Management Matrix for submission to the Award Management Unit.

Support CO Finance lead in facilitating different donors spot-check and verification missions, review management response and advise on donor special languages and precautions to mitigate potential risks.

Partnership Management

Support the A&P Manager to coordinate partnership mainstreaming through all programmatic and support functions at the country level.

Develop and maintain strong working relations with new and existing partners.

Support the A&P Coordinator in facilitating partner screening, vetting and due diligence processes using third-party online platforms and RI-developed tools.

As support to the A&P Coordinator, involve different programmatic and support departments at the country level in reviewing
the partner Standard Due Diligence Questionnaire.

Draft/review sub-award agreements, sub-award agreement modifications, and other contractual documents as delegated by the A&P Manager.

Support A&P Coordinator in establishing the initial version of the Project Implementation Tool for partners and ensure its regular update.

In coordination with the A&P Coordinator and other relevant Hub and country-level
functions, ensure facilitation of Partner Award Opening and Closing meetings, as well as monthly Awards/BVA Review Meetings based on partner-submitted Program Implementation Tools and BVAs.

Assist the A&P Manager in ensuring that partners’ reports are delivered on time, in a complete package, and in alignment with RI and donor requirements.

Training and Capacity Building

In coordination with different functions, support the Hubs in facilitation of Organizational Capacity Assessment, identifying areas where partners need capacity building support, and development of tailor-made Capacity Building Plan involving RI programmatic, support and technical functions.

Support the Hub and relevant functions at different levels in developing capacity building materials and in facilitating trainings to the partners.

Ensure day-to-day mentorship for partners, and meeting regularly with each partner for coordination and follow-up.

Assist the A&P Manager in ensuring that country-level key function leads and Project’s partners understand donors’ requirements through training and coaching.

Offer training and capacity building (remotely and in person through field visits) on award management tools/forms to relevant RI Hub and country-level staff.

Conduct regular capacity-building sessions on donor compliance for RI staff and partners.

Information and Data Management

Establish and maintain a system of partnership performance evaluation and management.

Maintain an up-to-date tracker of partner reporting deadlines and ensure that responsible RI and partners’ staff are aware of reporting deadlines, templates, and requirements.

Assist the A&P Manager in ensuring the establishment and maintenance of an effective filing system of project documentation.

In coordination with the A&P Manager, Grants and Reporting Manager, and A&P Coordinator, update online and offline records/files to ensure an effective audit trail.

Distribute and share with all RI staff copies of all post-award documents (modified proposal package and budgets, donor approval on notifications and changes, templates, and tools, etc.) related to their specific programs.

Distribute and share with all RI staff partners existing and new donor regulations.

Behavior and Conduct

Will ensure the highest standards of behavior inside and outside of work,
promote the values in RI’s code of conduct and safeguarding policies.

Will be a model for ethical conduct standards for other team members.

Will ensure own actions
and the actions of the team members they manage do not impact the safety of the RI team and the vulnerable communities we serve.

Will ensure external stakeholders are aware of RI”s conduct and reporting mechanisms.

Report any concerns.

Person Specification

Essential Criteria

A bachelor’s
degree in a relevant field and/or;

At least 5 years of work experience in relief or development programs in Syria, with a focus on awards management, partnership, and donor compliance functions.

Previous experience and knowledge of donor regulations with a focus on USAID/BHA, UNOCHA, WHO, ECHO, UNFPA, FCDO, and foundations.

Demonstrated ability to work under deadline pressure.

Working knowledge of budget development and management.

Experience working in a multi-cultural setting.

Competence with the Microsoft Office package.

Ability to work in unstable security environments.

Fluent written and spoken English and Arabic required.

Desirable Criteria

Previous experience of working in the Middle East.

Experience working in a consortium.

RI Values

Guided by the humanitarian principles of humanity, neutrality, impartiality, and independence, as well as “Do No Harm,” Relief International Values:

Integrity

Adaptability

Collaboration

Inclusivity

Sustainability

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements