Position: Grants and Reporting Coordinator (national position)
Location: Gaziantep, Turkey
Reports to: Grants Manager
Duration: 1 year
Established in 1990, Relief International (RI) is a leading global humanitarian, nonprofit organization committed to transforming adversity into renewal for the world’s most vulnerable populations. By partnering with communities on the front lines, RI innovatively bridges the gap between immediate relief and long-term community development, providing them the tools and support they need to gain self-reliance.
Relief International is a registered NGO in Turkey and is based in Gaziantep to implement refugee support programs in Turkey and cross-border programs in northern Syria in health and water, sanitation, and hygiene (WASH).
The Grants and Reporting Coordinator will be an integral member of the Grants Unit at RI Turkey. The Grants Unit serves as the facilitator for grants management processes in country and ensures compliance with donor requirements at all stages of the project lifecycle. The Grants Unit’s responsibilities include, but not limited to, ensuring timely and quality reporting, facilitating grant opening and closeout processes, advising on donor rules and regulations, maintaining grants related information and files, coordinating proposal development processes, capacity building of staff and implementing partners, and developing internal and external communication materials.
Reporting to the Grants Manager, the Grants and Reporting Coordinator will provide support in all areas of the Grants Unit’s work, with detailed responsibilities described below. He/she will be primarily supporting grants for Northwest Syria programming.
Reporting and Grants Management
- With inputs from RI’s Programs, Technical Teams, M&E, and other departments, help produce high quality program progress reports as per donor and RI requirements;
- Facilitate review of donors reports by the country management as well as the Regional Support Office, incorporate feedback received, and address all questions and comments;
- In coordination with the M&E department, ensure that data reported to donors is accurate, complete, and consistent;
- Ensure that donor reports are submitted in a timely manner and that the submission package is complete (e.g. with financial report, asset inventory, evaluation reports, and other required annexes);
- Coordinate RI response to any questions and comments from donors on reports submitted;
- Maintain an up-to-date tracker of all reporting deadlines and ensure that responsible staff who contribute to reports are aware of reporting deadlines, templates, and requirements;
- Build capacity of staff and implementing partners on report writing as needed.
Information and Knowledge Management:
- Gather and disseminate information on emergency situations, and IMC’s response to internal and external stakeholders.
- Assist the County office in developing sitreps, fact sheets, human interest stories, etc.
- Support development of knowledge products to capture learnings from management and implementation of grants in the form of case studies, success stories, etc.
- Enable institutional memory within the office through development and maintenance of record keeping of reports, proposals and other material developed for reporting and fundraising.
- Support institutional learning by making the best use of institutional knowledge, and support use of these learnings in future program development and implementation.
- Work closely with Grants Manager to ensure the effective utilization of grants monitoring systems in terms of projections and forecasting, the monitoring of expenditure, negotiations with donors for budget modifications and completion of project reports.
- Facilitate reviews for budget versus actual expenditure reports to ensure adherence to spending plans, donor budget variance restrictions and other donor requirements. Support follow-up actions to resolve identified problems.
- Support the Grants Manager in proposal development and grant modification processes, including conducting desk review, contributing to the writing process, preparing budget narratives and other essential annexes, etc.;
- Support the Grants Manager in monitoring program implementation and spending to ensure compliance with donor rules and regulations as well as internal RI procedures and advise program and support teams on various donor compliance issues;
- Assist with the organization of grant opening, closing, and monthly meetings, take meeting minutes, and follow up on action points;
- Maintain a database of grant documents and do regular file audits to ensure that filing is comprehensive and up-to-date;
- Provide day-to-day administrative support to the Grants Unit and perform other tasks as assigned by the supervisor;
- Other responsibilities as assigned.
Qualifications & Requirements
- Masters/Graduate degree in development studies, social sciences, or related field preferred;
- Fluent writing skills in English and ability to proofread and edit documents;
- Excellent listening skills in English and ability to take detailed meeting minutes and capture critical discussions and action points;
- At least three years of work experience in relief or development programs, preferably with an international non-governmental organization;
- Understanding of donor reporting, grants management, and program development processes;
- Familiarity with the rules and regulations of major institutional donors such as ECHO, USAID/OFDA, US State Department, etc.;
- Excellent critical thinking skills and ability to exercise good judgment and solve problems quickly and effectively;
- Strong inter-personal communication skills and ability to work well in a team and in a multi-cultural setting;
- Proficiency in Microsoft Office;
- Flexibility, optimism, and a sense of humor are assets and highly valued.
- We uphold the Humanitarian Principles: humanity, neutrality, impartiality and operational independence.
- We affirmatively engage the most vulnerable communities.
- We value
- Transparency and accountability
- Agility and innovation
All RI staff, volunteers and interns must adhere and respect these values.
All Relief International members (staff, volunteers and interns) are committed to the RI policies such as, RI Code of Conduct, Child Protection Policy, Reporting Conflict of Interest, Reporting Misconduct, Reporting Sexual Exploitation and Abuse. All new comers are expected to adhere to all these policies.
This job description is not an exhaustive list of the skills, effort, duties and responsibilities associated with position.