JOB DESCRIPTION
Title
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Awards and Partnership Coordinator
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Location
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Gaziantep, Türkiye
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Travel
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%5
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Job Family and Level
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Professional JF – P6
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Pre hire checks
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This role is classified as requiring standard pre-employment checks due diligence
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- Scope
Keep all sections below if not applicable, confirm None. Do not delete the fields.
Responsibility:
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RI Türkiye Country Office
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Department:
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Grants
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Reporting to:
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Country Director
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Direct reports:
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Grants Officer
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Budget responsibility:
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N/A
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Relationship management
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Partner NGOs, Donor Grants Focal Points, Regional Support Office Grants Dept, Global Support Office Grants Dept
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- Context
About Relief International
Relief International (RI) partners with communities impacted by conflict, climate change, and disaster to save lives, build greater resilience, and promote long-term health and well-being.
Currently, RI is active in 14 countries around the world, including some of the most fragile: Afghanistan, Iran, Iraq, Jordan, Lebanon, Myanmar, Pakistan, Philippines, South Sudan, Sudan, Syria, Turkey, and Yemen.
Relief International includes the four corporate members of the RI Alliance: Relief International Inc., Relief International-UK, Relief International-France and Relief International-Europe Under our alliance agreement, we operate with a single, shared management structure.
About our Country Program/ Regional Programs
RI established operations in Türkiye in 2013. RI is headquartered in Gaziantep and has a presence in Hatay, Kilis, Adiyaman, Malatya, Kahramanmaras, Adana, Mersin, and Istanbul. Key sectors of focus in Türkiye include Health Water Sanitation & Hygiene (WASH), Protection, and Livelihoods.
- .Job Profile
Under the supervision of the Country Director (CD) the Awards and Partnership Coordinator helps ensure compliance with donor requirements at all stages of the project lifecycle and facilitates effective management of RI Turkey’s grants and partners in coordination with other departments (e.g. Programs, Technical Units, Finance, Operations). This includes, but is not limited to, ensuring timely and quality reporting to donors, facilitating grant opening and closeout processes, advising on donor rules and regulations, support coordinating proposal development processes, and capacity building of staff and implementing partners.
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- Key responsibilities
Context background
Awards Management & Compliance
- Advise program teams, support departments, and implementing partners on donor rules and regulations (e.g. ECHO, BPRM, CDP) as well as RI’s internal requirements and actively promote increased awareness of key compliance issues across the organization;
- Ensure the submission of high-quality narrative reports to donors by drafting and coordinating work plans with the relevant departments as well as reviewing and editing reports following donor requirements and the RI writing guide;
- Maintain up an up-to-date reporting schedule and ensure information sharing to all relevant staff within the mission so that reports are adequately anticipated;
- Organize and lead grant opening meetings with the participation of program and support departments to develop a common understanding of the programmatic, operational, and financial aspects of a new grant and of our contractual requirements.
- Organize and lead grant closing meetings to facilitate a timely closeout of a grant, support full expenditure of the budget, and ensure that all contractual obligations will be met (e.g. final report, asset disposal);
- Lead monthly grant review meetings with representation from all relevant departments to review progress towards programmatic and financial targets (including BvA review), facilitate collective problem-solving to avoid delays in program implementation, and allow for early identification of modification requests;
- Support the DCD to coordinate the preparation of modification requests for donors, including proposal revision, budget realignment, and other changes, in compliance with donor guidelines;
- Strengthen RI staff capacities (i.e. grants and program team) on report writing, donor compliance, etc.
- Act as Country Awards Focal Point (CAFP) and liaise with the Middle East regional team on all grants management matters such as reviewing grant agreements, obtaining grant codes, requesting waivers and derogations, etc.;
- Participate in Award Compliance Call and notate on the Compliance items for further follow up.
- Maintain a comprehensive and up-to-date filing system on all aspects of grants management.
Partnership Management
- Collaborate with relevant staff to identify partnership opportunities with local and national civil society organizations through regular stakeholder analysis processes and networking with actors in Turkey;
- Oversee, facilitate, and coordinate all aspects of partnership life cycle management, from stakeholder analysis, partner identification, due diligence, project development, agreement, start-up, implementation, monitoring through to close-out, coordinating effectively with all program, operations and finance components;
- Coordinate pre-award due diligence processes for all new partnerships, including through vetting, coordinating the pre-award assessment with other departments, analysis of risks associated with the award and the identification and implementation of appropriate measures to manage the risks, working with other departments as appropriate;
- Coordinate the organizational capacity assessments of all new partners using RI standard tools as per the partnership management framework;
- Support the development of sub-grant agreements and any subsequent modifications;
- Coordinate and ensure the effective startup of partnership, including sub-grants opening meetings and close out meetings with partners, programs, MEAL, technical and other departments, as relevant.
- Support the development of a tailored capacity building plan for each partner (as needed) to address the gaps identified through due diligence and organizational capacity assessments and monitor the successful implementation of those plans;
- Conduct capacity building assessments and activities for partners, including training workshops and one-on-one mentoring of key staff on donor rules and regulations, report writing, and other areas as needed;
- Ensure and coordinate feedback process to partners with regards to the quality and performance of the partnership against the sub-award i.e. partnership scorecards;
- Maintain a comprehensive and up-to-date filing system on all aspects of sub-grants management;
- Update the awards tracker on a monthly basis. Carry out pre-award assessments of potential new sub grants
- Improve partnership practices by periodically assessing RI Turkey’s partnership management approach considering diverse perspectives (both RI’s and partners’), developing case studies to capture lessons learned and best practices, and making recommendations for improvement.
Program Development
- Support DCD with the proposal development processes in country, including reviewing and improving draft proposals and concept notes, and addressing feedback from the country management and regional team;
- Ensure that the entire proposal package adheres to donor guidelines and meets the selection criteria;
- Contribute to the development and implementation of the country fundraising strategy, including conducting donor mapping, researching donor priorities and interests, and identifying new funding opportunities;
Communication and Visibility
- Ensure RI-Turkey visibility materials are aligned with internal and donor guidelines;
- Ensure coordination with donors’ communication focal points to coordinate visibility activities and obtain necessary approvals as needed.
3. Policy and Strategy Development
- Ensure effective resource management and maximize cost-effectiveness and value for money throughout the program.
- Lead the annual financial operational planning process in close collaboration with the Country Director and supported by the Regional Finance Manager.
- Ensure that a proper common cost allocation methodology is used that is aligned with global cost allocation policies. Update the allocation drivers, when necessary, revise common cost allocation tables regularly in coordination with the NWS finance team to avoid any gaps or surpluses in project budgets.
- Develop consistent procedures for CO exchange rate management, identify areas of currency mismatch, and design and implement exchange rate management systems that align with global exchange rate policy to avoid losses.
Behavior and conduct
- Ensures that behavior inside and outside of work promotes the values in RI’s code of conduct and safeguarding policies
- Acts with integrity and holds themselves accountable for being respectful, inclusive and professional
- Reports any concerns
Management and leadership
- Supporting the CD and DCD in donor relations and other relevant stakeholders;
- Contribute to strategic planning exercises and other mission program exercises.
- Staff management
- Supervise the grants and reporting officer, including day-to-day management, developing of work plans, training plans, regular staff appraisal and performance reviews.
- Facilitate regular meetings with the officer to ensure regular information sharing
- In collaboration with the team members, identify individual training needs and ensure access to training and professional development resources appropriate to their skill gaps/needs.
- Ensure a positive and productive work environment which 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
5. Qualifications
Essential criteria
- At least three years of experience in award management
- Substantial experience in partnership management with an INGO
- In depth knowledge of donors compliance for partnership sub granting and management, with experience dealing with US, EU, UN, ECHO, CDP etc. donors
- Experience working with local partners in humanitarian responses
- Knowledge of core elements and approaches to working in partnerships, including capacity strengthening, monitoring and mapping
- Strong organizational, analytical and administrative skills, including a strong ability to focus on details, quality assurance, and donor requirements.
- Ability to work under pressure and to meet challenging deadlines.
- Excellent relationship skills and ability to communicate in all forms (written, verbal, negotiation, presentation skills, etc.)
- Willingness to travel, sometimes at short notice, as required for the successful implementation of the role.
- High proficiency in English speaking and writing
- 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
How to apply.
- To apply for this post, please send your CV and CL to the email [email protected] stating the title as "Awards and Partnerships Coordinator."
- The cover letter should be no more than 2 pages long and explain why you are interested in this post with Relief International and how your skills and experience make you a good fit.
Due to limited resources, only short-listed candidates will be contacted
Females and people with disabilities are highly encouraged to apply.
Relief International has a zero-tolerance policy for unlawful harassment, sexual exploitation, and abuse. Relief International is committed to protecting our staff and the communities we work with from abuse and harm, including sexual exploitation, sexual abuse, and sexual harassment.
All staff are expected to abide by our Code of Conduct.
Recruitment to all roles in Relief International includes a criminal records self-declaration, references, and other pre-employment checks, which may include police and qualifications checks.
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