Grants Manager

ABOUT THE WHITE HELMETS

The White Helmets (WH) is a non-for-profit group with offices in Canada, The Netherlands, Turkey and Syria. We work to support the civilian population in conflict zones through the implementation of a wide range of stabilisation and humanitarian activities, which provide community resilience to millions of people. Our primary focus has been on the Syrian crisis through the work of the Syria Civil Defence and we are looking at expanding our activities to other countries.

The White Helmets is an equal opportunities employer and applications are actively encouraged from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.

Further information about us can be found at www.whitehelmets.org and https://www.syriacivildefence.org

SCOPE OF WORK

The Grants Manager will play a critical role in managing the grant lifecycle from funding agreement signature through grant closeout. This role requires meticulous attention to detail, strong organizational skills, and a deep understanding of donor compliance requirements. The Grants Manager will work closely with the program, programs development, projects management unit, and finance teams to ensure effective and efficient grant management.

TERMS OF REFERENCE

• Duty station: The Hauge – Netherlands
• Line manager: Executive Director
• Line management Responsibility: Grants Controller
• Full-time/Part-time: Full-time

Tasks and activities:

A. Grant Management:

• Oversee the entire grant management process, starting with signing funding agreements, implementation, reporting, and grant close-out, in accordance with the organizations and donor requirements.
• Monitor the progress of grant-funded programs and projects, ensuring compliance with grant agreements and regulations.

B. Compliance Oversight:

• Stay updated on all relevant donor regulations, guidelines, and compliance requirements.
• Ensure that all grant activities adhere to the specific requirements of each donor and funding source.

C. Grant Reporting***:***

• Coordinate and oversee the timely submission of all grant-related reports, ensuring accuracy and adherence to donor guidelines and templates.
• Ensure submissions of narrative and financial reports to donors in collaboration with the finance, programs development, and program teams.

D. Budget and project Management:

• Work with the finance and programs teams to monitor grant budgets and expenditures.
• Identify and address any discrepancies or issues in a timely manner.
• Ensure internal and external meetings to control projects’ progress are taking place as per organization’s policies and practices.

E. Stakeholder Communication:

• Ensure effective communication with donors and partners regarding grant-related matters.
• Facilitate regular communication with internal stakeholders to ensure alignment and understanding of grant requirements and expectations.

F. Risk Management:

• Identify and assess potential risks associated with grant-funded projects and develop risk mitigation strategies.
• Proactively address any compliance or performance-related issues.
• Identify funding gaps and recommend remedies.

G. Capacity Building:

• Provide training and support to staff members on grant management and compliance procedures.
• Foster a culture of compliance and accountability within the organization.

H. Project Closeout:

• Manage the grant closeout process, ensuring that all final reports and requirements are submitted on time and in accordance with donor regulations.
• Coordinate with the finance team to ensure proper financial closure of grants.
• Facilitate and support project audits as required.
• Ensure lessons learned sessions are being held after projects closure.

Required qualifications: Education, Experience and Competencies:

• A bachelor’s degree in a relevant field (such as business administration, international development, or a related field). A master’s degree is preferred.
• Minimum of 5 years of experience in grant management within the non-profit sector.
• Strong understanding of donor regulations and compliance requirements.
• Exceptional project management and organizational skills.
• Excellent written and verbal communication skills in English. Arabic and Dutch are a plus.
• Proficiency in budget management and financial reporting.
• Ability to work effectively under pressure and meet tight deadlines.
• Demonstrated ability to work collaboratively in a team environment.
• Strong analytical and problem-solving skills.
• Strong ability to manage team across countries.
• Diplomacy and solution-oriented thinking.