Grant Manager – Syrian Arab Republic

Contract duration: 1 year with possibility of extension

Start date: As soon as possible or October-November 2024

Country Program: Syria Response

Base: Erbil, Iraq (with occasional travel to program/field offices), other regional base can be discussed

Line Manager: Country Programme Coordinator (CPC)

About the mission:

PIN has been active in Northern Syria since 2012, providing emergency assistance and early recovery support to conflict-affected communities. Programs for conflict-affected communities in Syria mainly focus on emergency food assistance, WASH, shelter/NFI and education, as well as early recovery activities. PIN’s contribution to the humanitarian response in Syria is one of the largest, with an annual turnover of over $55 million, involving over 500 full-time staff in Northern Syria and cross-border response centers in neighboring countries.

General summary of the position:

With guidance and supervision from the Country Programme Coordinator (CPC), the Grants Manager will be responsible for the overall coordination of grant management, including proposal development and reporting on PIN’s Syria response, amendment processes and further proposal development of the existing grants (continuation) and to new donors. He/she will lead the grants unit (comprising 1-2 Grants Officers) in developing quality reporting and proposal deliverables, and ensuring information sharing and archiving to facilitate the capture of lessons learned.

Terms of reference

Tasks and responsibilities:

Reporting & Subsidy Management

• Ensure regular updating of reporting and compliance guidelines for major donors, outlining requirements for programme implementation, procurement and distribution, information collection and storage, and reporting;
• Act as general supervisor and quality assurance officer for the collection, compilation, assessment, checking and editing of both quantitative and qualitative donor reports, with support from the grant officer(s) in accordance with standard reporting procedures.
• Ensure that all reports are structured and content-oriented in line with relevant donor requirements, including the integration of protection, gender, non-harm and conflict sensitivity;
• Oversee grants officer(s) to maintain an internal donor database and reporting timelines and ensure grants department collaborates with key program and MEAL staff to ensure appropriate data collection and compilation occurs in a timely manner.
• Lead the coordination of the designated changes in the WoS project;
• Lead the grants unit in organizing grant review meetings, including general kick-off and closing meetings;
• Ensure that grant files, donor guidelines and resources required for this are up to date, archived and available for use;
• Ensure that donor communications are archived, with the support of the grant officer(s).

Coordination of proposal development

• With support from CPC, lead the grants unit and coordinate with Country Management Team (CMT) in the development of concept notes and proposals. Coordinate the development process with all relevant departments (Programmes, MEAL, Finance, Logistics, HR), including designing logical frameworks, setting realistic and measurable targets and developing narrative proposals and budgets in accordance with the standard proposal development procedures.
• Support the CPC and Country Management Team in mapping sources of funding and identifying and exploring potential new sources of funding in line with the PIN strategy and principles.
• Support the Communications Department in developing external communications tools relevant to donor visits/meetings/reports; draft written communications to donors as requested by the Grants Manager.
• Other tasks and duties as assigned by the manager, based on current needs and capabilities.

CPC may occasionally take the lead (supervise) on important priority grants and/or replace the grant manager in his absence.

Requirements:

• At least 2 years of experience working in the programs/MEAL/grants departments within a humanitarian and/or development organization;
• At least 1 year of work experience in subsidy-related projects;
• Demonstrable experience in leading the coordination of successful multi-million dollar proposals to major institutional donors such as ECHO/EC, USAID (FFP, OFDA), DFID and UNOCHA;
• Demonstrable experience in leading interim and final reporting to the core donors mentioned above;
• Strong knowledge of all phases of programme cycle management and quality standards in humanitarian programming;
• Experience working in complex and unstable contexts (familiarity with the humanitarian context in the MENA region is an advantage);
• Strong organizational, critical analysis and problem-solving skills;
• Excellent communication skills, including fluent spoken and written English, and exceptional report writing and editing skills.

What we offer:

• Salary according to PIN salary scale: EUR 2,450 – 2,550 gross, depending on previous experience, plus EUR 1,350 subsistence allowance
• 25 days paid annual leave;
• Maximum 10 sick days per year;
• Accommodation in PIN’s guesthouse at PIN’s expense
• Reimbursement of travel expenses with travel costs to the country of residence once every 6 months of completed work;
• Additional regional flight tickets every six months (i.e. between AL flights)
• Reimbursement of visa and vaccination costs; assistance with the visa application procedure;
• Reimbursement of the medical examination before and after the deployment;
• Travel insurance health insurance