Awards Coordinator Yemen Aden- National Only

Context

Relief International (RI) is an international non-profit organization that partners with communities impacted by conflict, climate change and disaster to save lives, build greater resilience and promote long-term health and wellbeing.

Our team of more than 7,000 staff and local volunteers work in 15 countries across Africa, Asia, and the Middle East, providing Health and Nutrition, WASH (Water, Sanitation, and Hygiene), Education and Livelihoods programming that creates the foundation for community resilience.

We do this by working with local actors to develop safe and inclusive local programming that is evidence based, conflict sensitive, climate smart, and reaches those in need.

Relief International is an alliance of four organizations with one shared mission, comprised of Relief International, Inc., Relief International-France, Relief International-UK and Relief International-Europe, which operate under a one-team concept under a single senior leadership team.

Job Profile

RI is seeking for a motivated person to support across RI-Yemen humanitarian program portfolio. The role will provide Awards and grant management, reporting, and business development support across the Country portfolio. Working closely with program, MEAL, finance, operations, Area and senior management staff to ensure quality management of post-award grants functions. The AGC will be fully responsible to ensure that all information and data from the field is captured, documented, analyzed and reported in a results-based and timely manner for donors and internal purposes for RI Yemen. This includes, but is not limited to, heavy support finalizing grants, communication, and information management, as well as assisting programs team in other tasks.

Key Responsibilities

Awards Management

• Coordinate the sign-off processes of new grants and modifications as well as pre-financing as per RI procedures, ensuring that all internal RI processes are respected and regional sign-offs secured timely, sending to AMU to facilitate review and signature as per authority matrix.
• Monitor and support the use of grant/project management tools to ensure accurate tracking of opportunities, reporting and programmatic adjustments through the project life cycle.
• Contribute proactively to Project Cycle Meetings in collaboration with relevant project leads to ensure timely, quality implementation of project.
• Together with other grants colleagues, act as custodian of documentation of institutional knowledge and program activities in coordination with relevant Program Manager, MEAL and HR and Finance units.
• Together with other grants colleagues, maintain comprehensive electronic files for programs, and ensure RI colleagues and have access to relevant records and information.
• Under the supervision of the Awards and Grants Manager ensure monthly update and circulation, as needed, of the Country Award Matrix and ensure all relevant information are captured and accurate.

Compliance

• Maintain up to date comprehensive knowledge of donor guidelines relevant to the Yemen portfolio, including but not limited to: BHA, ECHO, UNOCHA, WFP, UNFPA.
• Provide training to RI staff on compliance and donor-specific compliance requirements.
• Closely monitor grants for internal or donor compliance issues, and flag concerns in a timely manner.

Donor relations and Communications

• Liaise with donors and potential donors, and other operational partners, including through attendance at meetings, and representing RI and RI’s interests by maintaining positive and constructive relations.
• In coordination with relevant colleagues, respond to requests from donors for compliance information and respond to donor compliance questions as needed.
• In coordination with Project leads, proactively ensure every grant has a clear and documented communication plan to meet donor requirements/commitments, including but not limited to social media posts, photo and video content, success stories.
• Ensure that relevant staff members are aware of all donor communications, changes in regulations, and meetings or events.
• Facilitate and participate in donor visits and/ or meetings.
• Develop external communication materials including factsheets and program updates.

Reporting

• With input from the program and support teams, actively support the production of high-quality program progress reports as per donors and RI requirements.
• Lead the preparation, quality assurance, compliance, and submission of recurrent in-country donor reports.
• Act as reporting focal point for organizing timely reviews and approvals of narrative/progress reports and related reporting deliverables for managed awards with relevant country and regional teams as needed.
• Ensure reporting preparation and provide hands-on support in anticipation of major reports, including template development and adjustment when relevant in coordination with the Grants Manager and Regional Support Office, RSO.
• Support the Grant Manager in the critical review of project progress and implementation, ensuring tracking against proposal targets/donor commitments through reporting preparation and reviews, participation in grant review meetings.
• Ensure update and circulation of trackers and planning tools framing consolidation and submission timelines.

Partnerships

• Work with relevant program staff to ensure all implementing partners undergo legal vetting and capacity assessment prior to commencing work with Relief International.
• Work with program staff to ensure relevant donor requirements are effectively communicated and understood by implementing partners.
• Roll out sub-grant agreements and contracts clauses with Partners to ensure that they fulfil donors/legal requirements with subsequent financial monitoring.
• Keep track of payment instalments and reporting schedules made to partners and ensured all required reports are received before disbursing the funds

1. Qualifications & Skills Requirements

• Bachelors (Masters preferred) in International Development, communications, journalism, social sciences, or related field in alignment with the relief and development sectors.
• A minimum of 2 to 3 years of progressive experience in reporting, program support and grants management related experience in emergency humanitarian organizations, including field experience.
• Excellent writing skills in English at a native-speaker level and demonstrated ability to write and edit reports and proposals under tight deadlines.
• Knowledge of rules and regulations of major institutional donors such as ECHO, US Government donors (e.g., BHA, USAID), DFID, familiarity with UN agencies funding mechanisms and contractual modalities a plus.
• Extensive working experience in reporting required, communication and advocacy would be an asset.
• Strong analytical skills and strategic planning abilities.
• Computer literacy and excellent documentation skills are a must.
• Ability to proactively identify issues and problem-solving skills to address these.
• Ability to establish and maintain conducive collegial relations and perform effectively as a member of a team.
• Excellent time management and planning capacity.
• Work experience in the Middle East would be an asset.
• Ability to work independently, set priorities, and manage time efficiently.
• Experience in emergency response and conflict/IDP setting desired.

Safeguarding:

• Uphold and promote RI’s commitment to ensuring the safeguarding and safety of the vulnerable communities we serve.
• Ensure that your behaviour inside and outside of work promotes the values outlined with RI’s code of conduct and safeguarding policies.
• Consistent with RI’s safeguarding and protection policies, contribute to ensuring that all those who come into contact with Relief International staff and the communities we serve can be trusted to work safely with them.

1. Behavior and Conduct

• Will ensure the highest standards of behavior inside and outside of work promotes the values in RI’s code of conduct and safeguarding policies
• Will be a model for ethical conduct standards for other team members
• Will ensure own actions and the actions of the teams members they manage do not impact the safety of the RI team and the vulnerable communities we serve
• Will ensure external stakeholders are aware of RI conduct and reporting mechanisms
• Report any concerns

1. RI Values

• Guided by the humanitarian principles of humanity, neutrality, impartiality, and independence, as well as “Do No Harm,” Relief International Values:
• Integrity
• Adaptability
• Collaboration
• Inclusivity
• Sustainability