Project Management Support - Senior Assistant (Grant Management)

Dutystation: Damascus, Syrian Arab Republic

Functional responsibilities

Under the supervision of the Head of the Project Unit, the Project Management Support - Senior Assistant (Grant Management) will be responsible for the following duties and responsibilities:

• Support the preparation and administration of grant agreements: Assist in drafting, reviewing, and finalizing grant awards, agreements, amendments, and other related documents. Ensure all required documentation is assembled and properly organized, and facilitate the collection of necessary signatures and approvals.

• Track and manage reporting timelines: Monitor grant reporting schedules and proactively follow up with implementing partners (IPs) and relevant programme teams on upcoming, pending, or delayed submissions. Ensure timely delivery of required reports in accordance with grant terms.

• Liaise with the Programme Unit: Maintain regular communication with Programme colleagues regarding the status of ongoing grants. Identify and flag operational or compliance issues to the appropriate team leaders for timely resolution.

• Review and process implementing partner reports: Provide support in reviewing various types of reports submitted by IPs, including financial and asset reports. Assist in the preparation of grant management checklists and ensure all reports meet the required standards.

• Support the preparation of internal reports and data requests: Assist in generating monthly grant management reports, compiling data, and producing ad hoc reports or summaries as requested by the Project Unit or other stakeholders.

• Assist with the management of Calls for Proposals: Support the processing of Calls for Proposals and Concept Notes by uploading documents, acknowledging receipt of submissions, maintaining records, and updating the proposal database.

• Coordinate with the Support Services team: Provide timely and accurate information to the Support Services Officer on grant-related financial transactions, upcoming payments, and the status of new or existing grant agreements.

• Support project closure activities: Assist in the administrative closure of completed projects, including ensuring audits are conducted where required, final reports are reviewed and cleared, and asset disposition is properly managed in line with organizational procedures.

• Maintain and update grant management tools: Support the tracking and updating of grant monitoring tools, including the Implementing Partner (IP) performance or traffic light reports, to ensure effective oversight and follow-up.

Education/Experience/Language requirements

Education:

• Bachelor’s degree or equivalent with 1 year of relevant experience; OR

• High School diploma or equivalent with 5 years of relevant experience.

Relevant work Experience:

• Relevant experience is defined as experience working in grant management, programme support, project management, or other related areas.

• Experience working with International Organizations, Donors, or NGOs is desired.

Language Requirements:

• Fluency in English (writing, speaking and reading) is required.

• Fluency in Arabic (writing, speaking and reading) is required.