Position Title: Grants Coordinator (Re-Advertisement)
Vacancy Number: 422-2024
Number of Positions: 1
Location: Derik
Department: Grants and Finance
Reports to: Grants Manager
Travel Rate: 20 %
Posted: April 8, 2024
Time Frame: April 8, 2024 to April 22, 2024

Overview:
CHF Internationals’ Office of Humanitarian Assistance (OHA) has developed a strategy for the organization’s response to the Syria crisis, anchored in a field presence. Specifically, OHA is commencing responding directly in Syria, intensifying CHF’s assistance to Syrian IDP’s. This will be done through an approach to programming where projects will be focused on the sustainability rather than relief delivery.
CHF is a fully registered organization in Iraq and Syria and is currently building its humanitarian response professionals in Iraq and Syria. CHF intends to hire a full-time Grants Coordinator for a multi-year USAID funded project “Growing Agriculture and Incomes in Syria (GROW) Activity” in Northeast Syria.
This position will report to the Grants Manager.

Job Summary:
The Grants Coordinator will manage the Grants Under Contract (GUCs) component and will lead the grants team in different offices. The Grants Coordinator will make sure that grants are directly linked to one of the three GROW objectives. The Grants Coordinator will draft a grants manual and will make sure it’s approved by USAID. In this manual the Grants Coordinator will describe how to leverage the grants fund through working closely with other USAID-funded activities, donors and other partners- particularly private sector actors- to maximize USG investments, and to ensure strong coordination with preexisting public and private investments. This position requires frequent travelling to field (project implementation locations, partners offices and communities, etc.).
The Grants Coordinator will supervise a team of two Grants Officers.

DUTIES AND RESPONSIBILITIES:
The overall responsibility of Grants Coordinator will be to oversee and manage complete cycle of sub grant component under GROW project.
They key job responsibilities for this role are as under (but are not limited to):
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Contribute to the development of the subgrants management manuals, tools and procedures.
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Prepare Request for Applications (RFA and Annual Program Statements (APS) and ensure these are submitted for approval in a timely manner.
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Lead the process of announcement of Solicitations.
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In Coordination with technical program team, review the applications ensure completeness and eligibility. Make sure that cost proposals submitted by applicant are in line with the USAID’s cost principles.
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Ensure grants data base and all relevant templated are updated regularly.
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Facilitate and Participate in the Grants Review meetings and present the applications for vetting.
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Lead the process of Pre-award assessments.
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Prepare approval packages for the successful applicants.
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Prepare subgrant agreement package in line with CHF policies & templates, and donor flow-down requirements.
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Maintain the subgrant complete Master file including but not limited to selection memos, negotiation memos, budget reviews, subgrant agreements, modifications, closeouts, etc. And ensure the execution of subgrant documents is in line with CHF and donor regulations and procedures.
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Review extension and amendment requests in coordination with the Program Team and prepare the modification package.
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Negotiate grant agreement, modifications, amendments, and other key documents and requests by subgrantees.
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Coordinate closely with technical and operational teams in CHF to ensure quality and timely delivery of the subgrants deliverables.
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Ensure deliverables, milestones, etc are completed and approved by CHF technical team before releasing financial obligations.
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Oversee the Grants Filling System to ensure Sub-grants Files maintained and updated in hard and soft copies in compliance with donor’s and contractual obligations.
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Coordinate the maintenance and update of the Grants SharePoint site.
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Consolidate CHF sub-grants’ tracking tool and ensure projects are tracked in a timely manner.
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Ensure the timely and complete close-out of subgrants.
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Support in preparation for audits and donor visits.
Sub Grant Finance and Compliance:
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Ensure timely and correct submission of all partners’ financial reports in accordance with subgrant agreement terms, review reports for reasonableness and coherence with program plans and reports.
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Supervise Grants Officers in the process of reviewing liquidation documents of all expenses in financial reports to verify sub-grantees’ compliance with their policies, donor regulations and the sub-grant agreement requirements.
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Review & validate cash requests from subgrantees to ensure the amounts requested are reasonable/correct and in line with the subgrant agreement terms of payment. Ensure all subgrantee expenditures are allowable, allocable, and reasonable according to the approved budgets in grant agreement (i.e. budgetary controls).
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Review sub-grantees’ cost proposals, negotiate and analysis the cost for consistency and reasonability.
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Monitor sub-grantees projections and analyze the sub-grantees financial performance and burn rates.
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Facilitate and review budget modification requests and coordinate with program team to ensure changes align with program activities.
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Undertake regular financial reviews, report findings to CHF concerned staff and give appropriate recommendations to subgrantees in areas that need improvement when applicable, create compliance plans based on the findings in areas that need correction when applicable.
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Maintain subgrants financial tracking systems to track subgrants agreements, financial reports, and outstanding advances/balances to be paid and share relevant information as appropriate.
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Coordinate and work collaboratively with grants team, compliance department and CHF’s partners to ensure adherence to compliance requirements, keep the team updated regarding updates in the donors’ regulations. Procurement:
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Work closely with the CHF technical departments to ensure Procurement Plans are followed.
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Review and validate solicitation documents drafted by sub-grantees as required in the agreements.
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Advice partners’ procurement staff on best procurement practices. Reporting:
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Prepare monthly, quarterly, and annual reports on sub-grantees activities.
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Provide updates and reports on grant activities to Program teams and senior staff.
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Prepare Ad hoc reports as requested. Financial & Grants Monitoring:
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Prepare Financial Monitoring plan for all sub grantees.
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Lead the process of financial monitoring, conduct compliance visits and desk review and record findings for follow up and capacity building needs. Training and Capacity Building:
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Provide on job training to the Grants Officers
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Leads formal trainings for Subgrantees on CHF and donor rules and regulations in the Financial Management and Grants Management areas.
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Identify areas for building the capacity in partner organizations in the Financial Management and Grants Management areas and work with the Partnership & Capacity Building Coordinator to help address these needs and improve areas of weakness.
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Train and guide the Grants team, GROW Program Staff and partners on grants implementation documentation requirements and general procedures and requirements.

QUALIFICATIONS: EDUCATION AND TRAINING:
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A university degree in Business Administration, Economics, Finance, or another related field. Or a combination of experience and education working in this sector.

WORK EXPERIENCE:
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Should have a minimum of 4 years’ experience working with international NGOs or UN agencies on grants and financial management.
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Experience managing Subgrants funded by institutional donors.
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Experience of managing sub grants under (USAID/BHA, BPRM) programming is highly preferred.
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Experience working with LNGOs in Syria (especially NE Syria) in subgrantee relationship.
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Strong Knowledge of USAID rules and regulations, especially as they apply to subgrants management.
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Experience establishing and building capacity of subgrantees.
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Previous knowledge and experience in Syria.
TECHNICAL SKILLS:
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Experience in finance aspects of grant/contracts administration and management.
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Excellent negotiation and problem-solving skills.
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Excellent interpersonal and communication skills.
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Proficient in MS Office applications with an excellent command of excel and other database applications.
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Computer/word processing and standard office software skills
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Willingness and commitment to working with local partners.
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In addition, must be flexible, adaptable, culturally sensitive, a strong team player, willing to perform assigned and additional duties and collaborate under challenging conditions.
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Excellent people management skills
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Willingness to travel inside NE Syria to different project locations and Sub grantee offices.
Languages:
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Required: Fluency written/spoken English, (Kurdish and Arabic is a plus).
Application:
To apply for this position please follow the link here 

before or by April 22, 2024.
Please be advised that only shortlisted candidates with required experience will be contacted for the interview.
Notice: You can apply for the same position once only from your (Gmail) account and you can edit if needed.

Disclaimer:
CHF is an equal opportunity employer. As an international humanitarian organization, we highly respect and value diversity and ensure that all qualified applicants receive consideration solely based on required experience and capabilities regardless of their race, color, gender, sexual orientation, age, ethnicity, religion, disability or marital status. All CHF employees, regardless of their position, are prohibited from engaging in any form of discrimination, harassment, exploitation or abuse (physical, sexual, emotional or verbal), or in any other way breach the rights of others to thrive in a safe and supportive environment.
We consider Humanitarian Principles as an integral part of our relief and humanitarian work across the globe and are fully committed to promoting the recognition of human rights, especially the safeguarding of children, women, and adults at risk. We believe we are accountable to those in the communities we serve, and as such, it is our responsibility to ensure that, we as an organization, must not contribute in any way to harming or exposing those communities to further risk. CHF applies zero tolerance to any act of exploitation, abuse, harassment and discrimination in every aspect of its work.
Therefore, as part of our recruitment process, a range of pre-employment checks/screenings will be conducted in conformity with CHF Safeguarding Policies.
Level of contact with children for this position:
Medium
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CHF does not charge any fees at any stage of the recruitment process