SayPro Grants Management for Syria response —

Position: Grants Manager

Country Programme: Syria

Base: Erbil, Iraq (with some travel to programme hubs)

Starting date: June/July

Duration of contract: 12 months with possible extension

Line Manager: Programme Quality Director

About the mission:

PIN has been working in Syria since 2012, providing emergency relief and early recovery support to conflict-affected communities. Programmes for conflict-affected communities in Syria focus mainly on Emergency Food Assistance (in-kind, voucher and cash based), WASH, Shelter, and Education, in addition to Early Recovery and Livelihoods activities. PIN’s contribution to the Syria humanitarian response is amongst the largest, with an annual turnover of over $53 million, engaging over 400 fulltime staff members across Northern Syria and cross-border response hubs in neighbouring countries.

About the role:

With guidance and supervision from the Programme Quality Director (PQD), the Grants Manager will be responsible for the overall coordination of all proposal development and reporting across PIN’s Syria response. S/he will lead the grants unit (comprised of 2 Grants Officer) in developing quality reporting and proposal products, and ensuring information sharing and archiving to facilitate capturing of lessons learned.

Duties and Responsibilities:

Reporting & Grants Management

• Ensure regular updating of reporting and compliance guidelines for key donors outlining requirements for programme implementation, procurement and distribution, information collection and storage, and reporting;
• Act as overall supervisor and quality assurance for collection, compilation, review, quality control and editing of both quantitative and qualitative donor, internal and cluster reporting, with support from the Grants Officer/s;
• Ensure that all reports are in-line with the relevant donor requirement in terms of structure and content, including mainstreaming of protection, gender, ‘do no harm’ and conflict sensitivity;
• Supervise the Grants Officer/s to maintain an internal tracking database of donor, internal and cluster reporting timelines, and ensure that the grants unit coordinates with Programme Managers, and the MEAL team/s to ensure that all appropriate data collection and compilation take place on schedule;
• Organize and lead the project kick-off and closure meetings, as well as the mid-term grant reviews as applicable;
• Overseeing capacity building of field teams in reporting, donor compliance and project development.

Proposal Development Coordination

• With support from PQD, lead the Grants Unit and Senior Management Team (SMT) in the development of concept notes, proposals and situation analyses – coordinating the development process with all relevant departments (programmes, MEAL, finance, logistics, HR), including designing logical frameworks, setting realistic and measureable targets, and developing narrative proposals & budgets;
• With support from PQD, lead the preparation and submission of the project modifications and extensions as applicable;
• Ensure a proper contract management through coordinating the contract review and approval process from the CP perspective.

Information sharing /communication/data collection;

• Ensure comprehensive grant files, donor guidelines and resources are maintained, up to dated, archived and are available for use;
• In coordination with the PQD, lead quarterly review processes for all grants to assess progress against plans, lessons learned, and identify core action points for implementation;
• Liaise closely with the MEL Coordinator to ensure all data and assessments support the donor reporting requirements and the proposal development process;
• Be a designated focal point for donor communication as requested.

Suitable candidates for this position should possess:

• At least 3-years’ experience of working within a humanitarian and/or development organization;
• Demonstrated experience in leading the coordination of successful large-scale proposals to key institutional donors, including ECHO/EC, USAID, FCDO (UK Aid), Swiss Development Cooperation (SDC), UN OCHA, etc.;
• Demonstrated experience in leading quarterly, semi-annual, interim and final reporting to the core donors outlined above;
• Strong grasp of programme cycle management and quality standards in humanitarian programming;
• Experience of working in complex and volatile contexts (familiarity with the humanitarian context in Syria is an advantage);
• Strong organizational, critical analysis and problem-solving skills;
• Ability to work effectively with key IT processes and software packages (including MS Work, Excel and Teams);
• Excellent communication and coordination skills, including fluent spoken and written English, with strong report writing and editing skills.

Living Conditions / Environmental Conditions:

• This position is based in Erbil. The accommodation is in a PIN Guesthouse with individual guestrooms and shared bathroom, living room and kitchen. All sites have internet;
• Security situation in Erbil is generally good with a potential for a good social life with restaurants, bars and gyms and a large expat community;
• Team members are expected to conduct themselves in a professional manner and respect local laws, customs and PIN’s policies, procedures, and values at all times and in all in-country venues.

PIN Offers:

• Salary range as per PIN salary scale (subsistence allowance of 1 200 EUR is already included): 3 300- 3 400 EUR.
• Accommodation in PIN’s guesthouse on PIN’s expenses
• 25 days of paid leave annually;
• Reimbursement of travel expenses with travel to the country of residence once per every 6 months of completed work;
• Regional flights twice per year. The international staff has PIN’s support in leaving the base after every 3 months.
• Reimbursement of the costs of visas and vaccinations; assistance with visa application procedure;
• Free 24/7 medical helpdesk and psychological consultation available online;
• Reimbursement of the medical check-up before and after the deployment;
• Travel health insurance;
• Hostile Environment Awareness Training (HEAT)
• E-learning platform, frequent webinars and other opportunities for your capacity building
• In addition, a team of dedicated colleagues fosters a friendly and fair work atmosphere.