Grants Coordinator

Global Communities Gaziantep
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Position: Grants Coordinator

Location: Gaziantep, Turkey

Timeframe: Subject to funding

 

BACKGROUND:

Global Communities’ (GC) 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 to respond directly in Syria, intensifying GC’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.

GC is a fully registered organization in Turkey and is currently building its humanitarian response professionals.  GC intends to hire a full-time Grants Coordinator (SOW herein) to implement projects, while based in Gaziantep through humanitarian assistance programming.    

 

RESPONSIBILITIES:

GC is seeking a grant professional to be based in Gaziantep.  The Grants Coordinator will be a key member of the Grants Unit and will oversee the subgrant cycle from the opening to close-out.

The Grants Coordinator is responsible for the following:

  • Prepare subgrant agreement package in line with GC policies & templates, and donor flow-down requirements.
  • Maintain the subgrant complete 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 GC and donor regulations and procedures.
  • Review extension and amendment requests in coordination with the Program Team and prepare the modification package.
  • Negotiate grant agreement, modifications, amendments, and other key documents and requests by subgrantees.
  • Coordinate closely with technical and operational teams in GC to ensure quality and timely delivery of the subgrants deliverables.
  • Ensure timely processing of subgrants disbursements.
  • Ensure deliverables, milestones, etc are completed and approved by GC technical team before releasing financial obligations.
  • Contribute to the development of the subgrants management manuals, tools and procedures.
  • 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.
  • Coordinate the maintenance and update of the Grants SharePoint site.
  • Consolidate GC sub-grants’ tracking tool and ensure projects are tracked in a timely manner.
  • Co-facilitate Grants Opening and Close-out meetings with the Partnership & Capacity Building Coordinator.
  • Ensure the timely and complete close-out of subgrants.
  • Support in preparation for audits and donor visits.
  • Subgrants Finance and Compliance:
    • 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.
    • 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.
    • Review & approve cash requests from subgrantees to ensure the amounts requested are reasonable 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).
    • Review sub-grantees’ cost proposals, negotiate and analysis the cost for consistency and reasonability.
    • Monitor sub-grantees projections and analyze the sub-grantees financial performance and burn rates.
    • Facilitate and review budget modification requests and coordinate with program team to ensure changes align with program activities.
    • Undertake regular financial reviews, report findings to GC 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.
    • Maintain subgrants financial tracking systems to track subgrants agreements, financial reports, and outstanding advances/balances to be paid and share relevant information as appropriate.
    • Coordinate and work collaboratively with grants team, compliance department and GC’s partners to ensure adherence to compliance requirements, keep the team updated regarding updates in the donors’ regulations.
  • Procurement:
    • Work closely with the GC technical departments to ensure Procurement Plans are followed.
    • Review and validate solicitation documents drafted by sub-grantees as required in the agreements.
    • Advice partners’ procurement staff on best procurement practices.
  • Reporting:
    • Prepare monthly, quarterly, and annual reports on sub-grantees activities.
    • Provide updates and reports on grant activities to Program teams and senior staff
  • Training and Capacity Building:
    • Provide on job training to the Grants Officers and Assistants.
    • Leads formal trainings for Subgrantees on GC and donor rules and regulations in the Financial Management and Grants Management areas.
    • 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.
    • Visit the subgrantees to conduct compliance reviews and provide mentorship and coaching.
    • Train and guide the Grants Dept personnel as well as GC Program Staff and partners on grants implementation documentation requirements and general procedures and requirements.
  • Any other assignment by the supervisor.

 

QUALIFICATIONS

EDUCATION AND TRAINING

  • 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

  • Required: A minimum of 5 years’ experience working with international NGOs or UN agencies on grants and financial management.
  • Experience managing Subgrants funded by USG (USAID/BHA, BPRM), and UN (UNOCHA, UNHCR, WFP) and familiarity with donor regulations, procedures, and requirements.
  • Experience working with LNGOs in Turkey and NWS in subgrantee relationship.
  • Strong Knowledge of USG rules and regulations, especially as they apply to subgrants management.
  • Experience establishing and building capacity of subgrantees.
  • Previous knowledge and experience in Syria.

 

TECHNICAL SKILLS          

  • Experience in finance aspects of grant/contracts administration and management.
  • Excellent negotiation and problem-solving skills.
  • Excellent interpersonal and communication skills.
  • Proficient in MS Office applications with an excellent command of excel and other database applications.
  • Computer/word processing and standard office software skills
  • Willingness and commitment to working with local partners.
  • In addition, must be flexible, adaptable, culturally sensitive, a strong team player, willing to perform assigned and additional duties and collaborate under challenging conditions.

 

LANGUAGES     

  • Required: Fluency in written/spoken Arabic and written/spoken English.

 

SUPERVISORY RESPONSIBILITIES            

  • This position directly supervises Grants Officer.

BASED in Gaziantep, Turkey

Reporting:

  • Reports directly to the Senior Finance & Grants Manager.

 

Disclaimer:

Global Communities 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 Global Communities 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. Global Communities 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 Global Communities’ Safeguarding Policies. 

Level of contact with children for this position is

High☐

Medium☐

Low ☒

•                      Global Communities does not charge any fees at any stage of the recruitment process.

Global Communities

Our Vision
We envision a world where everyone has the freedom, means and ability to live and prosper with dignity.
Our Mission
Our mission is to create long-lasting, positive and community-led change that improves the lives and livelihoods of vulnerable people across the globe.
About Global Communities
We don’t tell the community what to do, they tell us.
Global Communities is a global development organization committed to working in partnership with communities worldwide to bring about sustainable, impactful changes that improve the lives and livelihoods of the vulnerable.
Development is not something we do for people; it is something we do with them. We believe that the people who understand their needs best are the people of the community itself.
We make a difference by engaging with communities, governments, the private sector, and NGOs as partners for good—bringing together complementary strengths and shared responsibilities to work toward common goals.
Global Communities has existed for more than 60 years. Until 2012, we were known as CHF International and, before that, the Cooperative Housing Foundation. We are a non-profit organization.
What distinguishes our work?
The power of what we do lies in our ability to develop relationships that put the people of the community at the forefront of their own development. Enriched by the ability to build trust and understanding, it is our heartfelt focus on community and partnership that distinguishes our work.
Global Communities currently works in more than 20 countries around the world in Africa, Asia, Europe & the Caucasus, Latin America & the Caribbean and the Middle East.

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