Terms of Reference (TOR)
Position: Compliance, Partnership and Operations Manager- Protection and Health Assistance to Syria Together (PHAST) program**
Location: Turkey – Gaziantep (with travel to Jordan)
Duration: 11 Months
Reports to: Chief of Party (COP)
About Relief International.
Relief International (RI) is a leading nonprofit 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.
Relief International includes the four members of the RI Alliance in the USA, UK, France, and Belgium. Under our alliance agreement, we operate under a single, shared management structure with one CEO and one Board of Directors.
About our Programs
RI is active in 16 countries around the world, including some of the most fragile: Afghanistan, Bangladesh, Iran, Iraq, Jordan, Lebanon, Myanmar, Pakistan, Philippines, Somalia, South Sudan, Sudan, Syria, Turkey, and Yemen. Often, RI is the only organization providing assistance to highly vulnerable communities.
· RI employs 7,000+ staff and auxiliary workers
· 97% of staff are in-country nationals
· We only have some 90 ex-pat staff out of 7,000+
· RI spent $125 million in 2019 on our programs.
RI invests in four broad program sectors: Economic Opportunity, Education, Health, and Water, Sanitation and Hygiene (WASH). We design our programs to incorporate The RI Way: local participation, integrated programming, the development of civic skills, and partnerships including with local NGOs, governments, and the private sector.
RI supports solutions that reinforce and improve upon existing in-country systems. Where such systems do not exist or are chronically underperforming, RI’s crisis response lays the foundation for long-term, sustainable change.
The Compliance, Partnership and operations Manager (CPOM) will report to the COP with technical reporting line to the WoS Grants Manager. The position will have a key role in the implementation of a multimillion dollars health grant. The CPOM will work closely with PHAST project management team (PMT) as well as RI’s and implementing partners’ NWS Program, Finance, Operations, and other departments to support implementation and management of the sub-grant with the implementing partner(s), while also supporting RI in building and maintaining robust partnership practices. The CPOM is involved in developing and embedding best practices to comply with donor financial, procurement and compliance rules, monitoring and providing management information on key risks, contributing to the implementation of improved financial, procurement and program management systems and processes to facilitate better donor reporting and compliance.
As a part of PHAST PMT, the position will maintain collaborative/coordination linkages with RI and its implementing partner’s focal points in Turkey (M&E, finance, Safety and Security, HR, operations, Management, Protection, etc.) and RI WoS for various functions.
ESSENTIAL RESPONSIBILITIES AND DUTIES
1. *Partnerships Management and compliance:
· Lead the development of sub-grant agreements and any subsequent modifications;
· Coordinate and support the pre-award due diligence processes and organizational capacity assessments of potential partners using RI’s standard tools;
· Facilitate sub-grant opening, quarterly and mid-year reviews as well as the closing out processes including lesson learned sessions in coordination and participation of the key staff/departments from RI and RI’s implementing partner;
· Support and coordinate review of the consortium's performance in terms of implementation, indicators’ achievements, budget spending, compliance reviews/checks, etc. including RI’s partner(s).
· Monitor and improve sub-grantees’ compliance with donor and RI requirements, and communicate specific compliance requirements to both RI and its partner(s) on timely manner;
· Monitor sub-grantees’ expenditures and conduct variance analysis in collaboration with Program, operations and Finance teams;
· Work closely with the procurement department to ensure compliance with grants procurement guidelines.
· Support the development and monitoring of a capacity building plan for each sub-grantee in collaboration with the relevant staff.
· Conduct capacity building activities for partners, including training workshops and one-on-one mentoring of key staff, on donor rules and regulations, compliance monitoring procedures, report writing, project cycle management, and other areas as needed;
· Monitor, document and report local partner’s performance and compliance with the local regulations and the donor requirements through site visits, audits etc and recommend actions necessary to resolve any identified issues of concerns.
· Facilitate, and advise the chief of party in assessing grant risks and designing risk mitigation measures, and ensure that the grant partners identify and manage attendant risks proactively, mitigating actions are tracked for closure, and that the high-level risks are incorporated in the grant risk register.
· Overseeing tracking and recording of Grant and Donor audits’ schedules and ensure audits are done within agreed timelines, donor requirements and reports issued to the donors within stipulated time.
· Ensure that findings and recommendations from audits and various donor accountability mechanisms are acted upon in a timely and effective manner in consultation with Operations Team.
· Ensure that screening is done for all the project stakeholders so as to determine an individual or entity is not named on a restricted, denied, debarred, designated, or blocked party list.**
· Support the development, piloting, implementation, and assessment of partnership management standard operating procedures (SOPs);
· Develop and roll out other tools and resources needed to effectively manage partnerships;
· Improve partnership practices by periodically assessing RI Turkey’s partnership management approach taking into account diverse perspectives (both RI’s and partners’), developing case studies to capture lessons learned and best practices, and making recommendations for improvement.
· In the event of a competitive selection of implementing partners, lead the call for proposals and partner selection processes;
Reporting and Proposal Development:
· Contribute to donor reporting processes, the incumbent will collaborate and coordinate with RI and SAMS’ key program staff to ensure preparation and submission of timely and high-quality project reports.
· Contribute to proposal development processes, including reviewing and improving partner proposals and budgets;
· Maintain a comprehensive and up-to-date filing system on all aspects of sub-grants management;
· Other responsibilities as assigned by the Grants Manager and COP.
Communications and Information Management:
· Lead the team to ensure that a strategy and systems are in place to guide communication work to meet project obligations, raise awareness and contribute to PHAST’s objectives. **
· Ensure audit readiness for all project files for both implementing organizations.**
QUALIFICATIONS & REQUIREMENTS
This position demands a dynamic individual with a demonstrated ability to achieve results in a demanding and fast paced environment.
· Graduate or preferably master's degree in social sciences, development studies, or business administration, plus experience in Procurement, Accounting, Finance, Management, Auditing;
· Minimum of 5 years’ experience in the NGO sector in Senior Grants/Compliance Management positions.
· At least three years of work experience in relief/emergency programs, preferably with an international non-governmental organization;
· At least two years of experience managing partnerships, particularly with local Turkish and Syrian non-governmental organizations;
· Sound Knowledgeable on grant accounting and experience in donor funding e.g. USAID, DFID, UN etc. requirements.
· In-depth understanding and experience of working with proposals and contracts from donors.
· Strong understanding of grants and sub-grants management and project cycle management;
· Fluent written and spoken English required; language skills in Arabic would be an asset
· Excellent organizational, interpersonal, communication and analytical skills;
· High proficiency in data management and reporting
· Experience in engaging and managing divergent internal and external stakeholders.
· Ability to work well in a team and in a multi-cultural setting;
· Competence in Microsoft Office;
· Flexibility, optimism, and a sense of humor are assets and highly valued.
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.
We uphold the Humanitarian Principles: humanity, neutrality, impartiality and operational independence. We affirmatively engage the most vulnerable communities.
- Transparency and accountability
- Agility and innovation