Syria Award & Partnership Manager

Terms of Reference (TOR)

Position: WoS Award and Partnership Manager

Location: Amman with frequent travel to the field

Reports to: WoS Deputy Country Director Program Implementation

Direct Reports: Not directly – Dotted line (Awards and Partnership Coordinators within hubs)

Duration: 12 months (renewable).

Critical interface: Hub Team Leaders, Hub Grants and Reporting Coordinators, Deputy Chief of party andWOS Grants and Reporting Manager.

About Relief International.

Relief International 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

About our Programs

Relief International is one of the leading providers of healthcare services in Syria delivering healthcare to over 1 million people annually. Through a network of hospitals, healthcare centers and mobile medical units, Relief International delivers healthcare services to communities in some of the most isolated areas of the country. These services take many forms and integration with protection , starting with lifesaving care at our hospitals and clinics and woman and safe spaces. RI has a solid Syria program with over 400 direct staff and approximately 1500 indirect staff working across three main thematic sectors of intervention in Health& Nutrition, Protection and Livelihood

Position Summary:

The Awards and Partnership Coordinator is the central focal point at the Syria Country Office for partnerships and is responsible for coordinating partnership activities across all departments and hubs. The role is also involved in Awards information management and Awards management capacity-building efforts. The Awards and Partnership Manager also supports programmatic and budgetary monitoring, compliance with donors and internal RI rules and regulations. The Awards and Partnership Manager reports to the WoS Deputy Country Director Program Implementation (DCD-PI) 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

Awards and Compliance

• In coordination with the regional Awards Management team, provide guidance to the country office on donor regulations at key phases of the award cycle.
• In coordination with Grants and Reporting Manager as well as heads of program and support functions, lead on donor pre-qualification process.
• During project development, work 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 in drafting various requests to donors such as reprogramming of activities, requests for assets procurement, loss reports, waivers, modifications … etc.
• Drive 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 hubs Awards and 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 Awards Management and Partnership focal points in the hub and Amman 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.
• Lead the process of updating and reviewing the monthly country portfolio and regular awards monitoring and oversight ensuring compliance to RI and donor requirements.
• In coordination with the hubs focal points, Amman-based technical focal points for programs and support staff, and regional program/award focal points, lead on the preparation of award modifications and amendments.
• Monthly complete Awards Management Matrix and share it with 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.
• Support WOS SMT 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

• Lead the process of reviewing/revising partnership manual for RI Syria.
• Act as a centralized partnership focal point at RI Amman Management Team coordinate partnership mainstreaming through all programmatic and support functions.
• Develop and maintain strong working relations with new and existing partners.
• Support the Hub Awards and Partnerships Coordinator in facilitating partner screening, vetting and due diligence processes using third party online platforms and RI-developed tools.
• As support to the Hubs, involve different programmatic and support departments at Amman Management Team in review of partner Standard Due Diligence Questionnaire.
• Draft/review sub-award agreements, sub-award agreement modifications, and other contractual documents.
• Support Hub Awards and Partnership Coordinator in establishing the initial version of Project Implementation Tool for partners and ensure its regular update.
• In coordination with Hub Awards and Partnership Coordinator and other relevant Hub and Amman based 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.
• In coordination with Hub Awards and Partnership Coordinator and WoS Grants and Reporting Manager, ensure that partners’ reports are delivered on time, in complete package, and in alignment with RI and donor requirements.
• Review partner reports to ensure compliance to RI and donor rules and regulations.

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.
• Ensure that WOS 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 Amman based 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.

• In coordination with Grants and Reporting Manager, ensure establishment and maintenance of effective filing system of project documentation.

• In coordination with Grants and Reporting Manager and Awards and Partnership Coordinators of the hubs, update an online and offline records/files to ensure 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 existing and new donor and RI regulations.

  Culture and leadership
  Ensure a positive and productive work environment that is free from harassment and bullying.
  Ability to demonstrate sensitivity and understanding of diversity and cultural differences, gender issues and the commitment to equal opportunities.
  Ability to demonstrate and uphold RI’s values and ethics

QUALIFICATIONS & REQUIREMENTS

This position demands a dynamic individual with a demonstrated ability to achieve results in a demanding and fast paced environment. Female candidates are highly encouraged to applied.

Key desirable qualifications:

• A degree in relevant field and/or;
• At least 5 years of work experience in relief or development programs, with focus on awards management, partnership and donor compliance functions
• Previous experience and knowledge of donors regulations with focus on USAID/BHA, UNOCHA, 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 Windows, Microsoft Office package
• Ability to work in unstable security environments
• Fluent written and spoken English required.

Desirable:

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

Key competencies:

• Adaptable and flexible
• Strategic thinking
• Strong writing and analytical skills
• Solution oriented and positive thinking
• Solid organizational and planning skills
• Self-critic, curious and eager to develop further professionally
• Communicate with impact and respect

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Relief International is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Relief International (RI) is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to RI’s Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct e-learning courses upon hire and on an annual basis.

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