Projects Planning Coordinator

Job Title: Projects Planning Coordinator

Line Manager Projects Planning Manager

Department Programs

Job Purpose

To find and manage relations with partners, developing project proposals in cooperation with the concerned departments within the SCD, and manage the sub-agreements and ensure that all its documents archiving.

Responsibilities

Proposal coordination and management :

· Manage undesignated portfolio, as well as tasks to include determination of internal team deadlines and assignments, quality control of SCD deliverables, and interface with partner staff to convey process updates and bring further clarity to the proposal team’s tasks.

· Support Projects planning Manager to manage large bids/Grants, with tasks to include development and management of team calendars and task lists, coordination and implementation of regular team status checks and updates, follow up on overdue items, and facilitation of meetings and workshops related to proposal/donors requirements deliverables

· Serve as the second point of contact for sub-partners with tasks to include: development and distribution of partner instructions and deliverable templates, assistance to partners who are new to donor requirements, assessment of the quality of partner deliverables in order to delivery timely feedback.

Prepare and edit proposal components. **

· Conduct First draft copy edits and formatting of proposal documents per donor requirements and new business development style guide.

· Prepare selected proposal annexes which may include past performance references, letters of commitment, and supporting cost documentation.

· Design and revise proposal graphics, infographics, and organizational charts.

· Maintain knowledge management systems for new business development, ensuring proposal files, and proposal component parts are kept up to date inconsistent manner to support backstopping handover, and future use.

Review and edit report components.

· Provide regular and timely updates on progress and challenges to projects planning manager and other team members.

· Contribute to drafting of (external) grant progress reports, ensuring the quality and accuracy of technical information provided.

· Archive of the operational reports in liaison with finance, Media, and Reporting teams in the White Helmets departments.

· Consistent with the departments reporting flow put in place grant-specific report tracking tools and system.

Tracker grants management

· Gathering data from the program departments.

· Manage and update the grants tracker on monthly basis.

· Develop and improve the grants tracker accordingly to the grant requirements and activities.

· Coordinate with reporting team to create and develop a dashboard to present the program department activities.

Award Management

· Complete all data entry and follow all processes to ensure funds can be tracked on Grants management and financial systems; draft and upload fund summaries and internal obligated budgets in systems

· First review for draft agreement documents, and negotiate donor terms and conditions in coordination with Compliance and Finance staff; issue Pre Award Letters to partners as appropriate

· Support Projects planning manager to ensure start-up call/meeting with other Departments is planned and executed – review project timeline, deliverables, and donor requirements in detail

· Under the supervision of projects planning manager, ensure any support needed by the Programs team (such as technical advice, Grants management, donor information/compliance, etc.) is identified and coordinate with the relevant departments and staff to meet those needs

· Work collaboratively with Finance, Business development team, other actors, and relevant partners and sub-grantees.

· Serve as second main point of contact on assigned Grants in Program department and with Prim company, and for the donor as appropriate

· Work with Finance and relevant technical staff lead to monitor the rate of spending in programs team including charges such as personnel, travel, consultancy, sub-grant agreements, and troubleshoot and escalate as needed.

§ Respect and implement all principles of protection from sexual exploitation and abuse, and ensuring the safeguarding of children.

§ Work any assigned mission from the management.

Note: the above-mentioned responsibilities are illustrative ones. Another future responsibilities/accountabilities may be assigned to the job depending on the department’s organizational chart or title.

Qualification (Education/Work Experience)

A. Essential:

• University Degree in BA, or other related in humanitarian response
• 3 years of professional experience in program management
• Native or fluent Arabic (Speaking and writing), Advance level in the English language

B. Desirable:

• Master’s Degree in BA, or other related in humanitarian response.
• 4 years of experience in program management

Core & Technical Competencies

Core Competencies:

• Communication
• Creativity
• Stakeholders Orientation
• Teamwork
• Planning and Organizing
• Accountability
• Commitment to Continuous Learning
• Technological Awareness.

Technical Competencies:

• Computer skills (Microsoft Word, Excel, Access, Outlook, PowerPoint) including Power BI, Visio.**
• Excellent Knowledge of Syria humanitarian context
• Experience working in INGO environment supporting donor funded projects.
• Experience coordinating processes with large stakeholder groups