Projects and Partnerships Support Assistantnew

Mission

The REACH team – based in Damascus – has been supporting the humanitarian response in Syria since 2013 through the implementation of various assessments, including yearly Multi-Sector Needs Assessments (MSNAs), Humanitarian Situation Monitoring, Joint Market Monitoring Initiative, Area-Based Assessments, and other assessments as necessary. REACH is continuing to explore new and innovative ways to effectively inform the humanitarian and early recovery responses in Syria.

Under the direct supervision of the IMPACT Country Representative (CR) and technical supervision of the IMPACT Regional Projects and Partnerships Manager (RPPSM), the REACH PPSA is responsible for supporting the identification, development and management of grants within the IMPACT/REACH Syria mission. The ideal candidate would be eager to work within a dynamic and motivated team and will have a clear focus on project development as a tool to improve the efficacy of the humanitarian and recovery response in Syria. The priorities will be determined together with the RPPSM and the CR.

NUMBER OF REQUIRED CANDIDATES: 1
Damascus

OBJECTIVES

1. Grant management

• Proposal development and contracting with donor agencies
• Continuous follow-up of project implementation and progress against contractual requirements
• Contractual reporting; deadline guardkeeping
• Support to formalisation of downstream/unfunded partnerships and due diligence / vetting of partners

1. Support to positioning and fundraising

• Support to day-to-day coordination with sister organisation, Acted
• Stakeholder analysis; donor mapping
• Regular monitoring of funding opportunities for Syria

Cross-cutting: Filing and archiving of all relevant documentation on dedicated server and database

FUNCTIONS

1. SUPPORT TO Positioning and Fundraising

All of the below tasks are in support of the CR, and involvement may vary according to the profile, seniority and context.

1.1 Context Analysis

• Support to analysis of Syria’s socio-economic situation, (donor) trends, funding trends, needs and gaps. Regularly conduct stakeholder analysis, who does what and where.

1.2 Strategy development and Fundraising

• Based on the IMPACT country strategy, support the identification of funding opportunities and donors to ensure funding continuity as well as support the diversification of IMPACT’s donor portfolio through tracking funding opportunities, also potentially engaging with donors and donor working groups.
• In line with IMPACT strategy and expertise, contribute to partners mapping, to support identifying potential relevant international and/or local partners (academia, think tanks, national and international NGOs, private sector partners, etc.) as well as funding opportunities in Syria

1.3 External relations

• In coordination with the CR, support the overall cooperation with Acted in relation to project development and grants management ensuring communication is regular and timely and synergies are sought and built.
• Contribute to establishing, maintaining and improving active and regular working relationships with donors and, where relevant, act as point of contact for formal/informal donor communication.
• Establish, maintain and improve active and regular working relationships with IMPACT partners, NGOs, UN agencies, relevant working groups, consortia and academia in relation to project implementation and proposal development.
• Maintain an up to date directory of donors, international and local NGOs, other partners and stakeholders.
• Ensure fundraising activities are appropriately tracked in the Funding Tracker (or similar tool), which is updated on a regular basis to log latest negotiations and proposal possibilities with donors.

2. Grant Management

2.1 Proposal Development

• Oversee project proposal conceptualisation, and the development of other fundraising documents (e.g. expressions of interest, concept notes) in line with IMPACT country strategy, donor requirements and in close collaboration with IMPACT/Acted, as well at the IMPACT HQ and Regional Projects and Partnerships Support (PPS) and Finance teams.
• Liaise with the CR, Research Managers and other relevant departments to ensure proposals are relevant and technically sound, as well as with other internal stakeholders such as Finance for the budget and other budget related documents (e.g. budget narrative)
• Ensure validation of all proposals before submission to IMPACT HQ PPS / RPPSM, and validation from IMPACT HQ PPS / RPPSM, as well as relevant HQ partner’s through partner’s field focal point (where relevant) is sought.
• Address and coordinate the timely response and submission to all comments by donors on proposals in liaison with relevant staff in country, IMPACT HQ PPS / RPPSM and Finance teams.

2. 2 Contracting

• In coordination with the CR and IMPACT HQ PPS / RPPSM, review/negotiate proposals and/or contracts with donors, ensuring requirements are clear and understood.
• Contribute to due diligence exercises of funding partners in liaison with HQ PPS / RPPSM.

2.3 Project Implementation and Follow up

• Ensure the timely completion of grant related processes such as the Reporting Deadline Tracker.
• Ensure timely kick-off meetings are held involving all project components and focal points. Ensure the establishment and regular update of project progress, key findings and success stories (including key M&E findings – where relevant).
• Ensure that all contractual obligations are clearly defined and communicated internally in terms of deliverables as well as narrative and financial reporting requirements, in close coordination with HQ PPS / RPPSM and (as relevant) with Acted’s Project Development (grants) and Finance departments.
• When any issue is identified in meeting contractual deliverables/requirements in the given timeframe and budget, inform relevant staff in country and suggest potential solutions that would meet donor rules. Ensure ad-hoc requests from donors are addressed in liaison with the CR, Research and Support teams.

2.4 Reporting

• Oversee the development of quality project narrative and M&E reports (in support of donors’ requests), reflecting the progress and status of projects in a transparent, timely and professional manner, in liaison with IMPACT HQ PPS / RPPSM and Finance.
• In a timely manner and well ahead of contractual deadlines, liaise with Research teams when preparing reports, and with Finance to ensure coherence and alignment between financial and narrative reports by crosschecking the matching of data in the narrative and financial reports.
• Oversee the monthly PPS check and ensure smooth and regular communication with IMPACT HQ PPS / RPPSM.
• Where relevant, ensure regular coordination with Acted’s Project Development, Finance and other departments at all stages of project development and implementation, including consultations for donor discussions, participation in project kick off and lessons learnt meetings, and drafting of donor reports or amendment requests.

3. Ad hoc & Cross-cutting

• Other tasks falling within his/her functions as requested by the CR and IMPACT HQ PPS.

In relation with all aforementioned tasks, ensure continuous and rigorous filing and archiving of key documentation and information, via IMPACT’s dedicated online server and project database. Implement and oversee the country-specific filing system for grant management, under the technical guidance of the RPPSM.

TECHNICAL SKILLS

Academic:

• Excellent academic qualifications, preferably including a Bachelor / Master’s degree in relevant discipline or demonstrable skills in this area.

Work experience:

• At least 1 year of relevant work experience in project development, grant management, partnerships management or M&E in humanitarian or development organisations.
• Grant management with institutional humanitarian donors is a definite asset.

Language / Communication skills:

• Excellent spoken and written communication skills in English and Arabic.

Communication/reporting skills:

• Coordination, organisational and planning skills required, including ability to manage large workloads with attention to detail, effectively meet deadlines, through an excellent ability to multi-task and prioritise in complex environment.

Level of independence:

• Ability and willingness to work autonomously.

Software skills:

• Applicant must have strong skills in Microsoft office products, including Word, Excel, Outlook/SharePoint, and PowerPoint. Experience with Adobe Suite is an asset.

Cross-cultural work environment:

• Ability to operate in a cross-cultural environment requiring flexibility.
• Positive work ethic and desire to work in the humanitarian field.