Partner Management Officer

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Job Description

The Partner Management Officer is a national staff role. Considering the high number of anticipated local partners collaborating with Tdh, this person will be responsible for coordinating between the Tdh program, administration, logistics, and finance departments, and linking with local partners on day-to-day documentation and follow up to ensure the successful implementation of partners��� projects on the ground.. The job holder is the focal point for follow-up with Tdh���s local partners in Iraq.

Main responsibilities:

�� Documentation and Information Management

�� Maintain an up-to-date tracker of all local/national partners collaborating with Tdh in Iraq.

�� Follows up with local partners on logistics, financial, and HR documentation to ensure complete and comprehensive partners��� files, including proper archiving of partner���s records.

�� Compliance and Audit Support

�� Support external donor audits, in coordination with the Grants Officer, Finance, and… Logistics Departments by ensuring completeness of documentation. Ensures up-to-date partners��� files, including reports are available to support audits.

�� Prior to donor visits, as well as audits, s/he is responsible to verify that documentation is complete and compliant with donors and Tdh��� documentation policies;

�� For all new donors, s/he is responsible to develop a one-pager summarizing the main key compliance and standards��� information relevant for Tdh;

Lead site visits to partner���s organizations to assess adequacy of internal controls, compliance with applicable laws and regulations, and partner policies and procedures. Report findings to program management including proposed follow-up with sub-grantees based on issues surfaced;
Perform on-going monitoring and assessment of partner capacity to accurately record and post all transactions;
Ensure adequate response and monitoring to implement recommendations of all financial audits and partner capacity assessments;

�� Capacity Building of Partners

�� Ensure all donor guidelines and requirements are respected by Tdh partners; In this respect, contribute actively to strength the capacity of local partners by organ-zing training(s) and providing regular follow-up support on sub-grants procedures and other related topics as needed.

�� For all new donors, s/he is responsible to organize session(s) with the partner��� Senior Management and Programs/Support teams, aiming to introduce, explain in detail and correlate Tdh��� specificities to the new donor��� guidelines

Advice on general accounting principles and basic accounting records to be maintained by partners;
Advice on general HR principles and basic policies and management and monitoring tools to be maintained by partners;
Advice on general logistics principles and basic policies and management and monitoring tools to be maintained by partners;
Through formal training, on the job support and monitoring, build the capacity of local partner staff in grants/contract compliance;
Detail site findings and ensure implementation of recommendations/corrective action plan and follow-up requirements;

�� Finance Management

Support timely agreement development/review/approval, both at the level of Tdh and partners, ensuring adherence to both internal and donor requirements;
Ensure timely receipt and review of monthly expenditure reports from Local partner organizations;
Approve local partner budget updates and liquidation reports for the Tdh finance team to process;
Ensure documentation of local partner liquidation reviews outlining justification of all rejected expenses and detailing improvements required;
Support follow up actions to resolve any identified problems;
Monitor the budgets and expenses at least on a monthly basis and ensure that the commitments to local partners do not exceed the available budget;
Take the lead in monitoring timely local grants closure engaging both finance and program staff well in advance of closure deadlines and advising on issues related to staffing, disposition and reporting;
Review advances payments to partner���s and ensure that the advances to Partner���s organizations are liquidated in a timely manner;

�� Procurement and Logistics Follow-Up

�� Ensure procurement, warehousing and stock management and assets activities are carried out as per Tdh and donors��� requirements;

�� Ensure proper reporting of all logistics activities in a timely manner and in line with the agreement for procurement and support management of stock, and assets;

�� Assist the partners��� logistics team to develop and/or update their logistics policy, procedures and monitoring tools;

�� Due Diligence

�� Support the Operations Manager in the screening of potential national and international partners

�� Support the Operations Manager in completing the Due Diligence process for partners, including partner communication, completion and revision of documentation packages and partner reviews processes

�� Liaise with Tdh department to ensure internal reviews are completed timeously

Ensure all partners are effectively assessed; categorized and all corrective actions are fully implemented.
Be the part of planning and implementation of institutional capacity assessment and periodic review of potential new partner organizations;
Actively participate in program meetings as appropriate to effectively plan and collectively coordinate financial and programmatic activities in conjunction with local partners;

�� Security

�� Comply with Tdh Security Regulations

�� Reports any security/safety incident and/or risk to the security focal point, line management and/or Country Representative

�� Other

�� Undertake all other duties that may be determined by the Country representative and that are compatible with the job.

�� Maintain and ensure a culture of strict confidentiality ��� inter Tdh staff and between Tdh staff and non Tdh employees.

Tdh Global Code of Conduct and Risk Management Policies:

Fully complies with Tdh���s Global Code of Conduct and systematically reports any breach to the Code through the whistleblowing procedure: raises awareness within the Foundation on abuse and violence and the rights deriving therefrom, respecting the rights and dignity of children, members of the communities, and our own Staff

Commits to respecting Risk Management Policies including Safeguarding Policies (Child Safeguarding Policy, Policy on the Protection against Sexual Exploitation and the Directive on Staff Misconduct at the Workplace), Safety and Security Policy and Anti-Fraud/Corruption and Prevention of the Financing of Criminal Activities Policies

Commits to reducing the risk of abuse and harm by developing a culture of open and informed leadership within the organization and in our work with children and the communities in which we intervene in.

Qualifications & Preferred Skills

Competencies

Graduate in Accounting, Financial Management, Public Administration or related subject;
�� Minimum 3 years��� relevant professional experience in donor funded projects/programs, grant management/coordination, program development, fundraising in humanitarian settings with INGOs within Iraq.

�� Strong experience and knowledge of humanitarian, early recovery, and development funding contexts of Iraq.

�� Excellent communication, coordination, influencing, and interpersonal skills

o Fluency in English and Arabic required (spoken and written).

o Kurdish fluency desirable.

�� Excellent computer skills in MS Excel, MS Word, MS PowerPoint, E-mail communication, Internet

�� Ability to travel frequently to Tdh and partner offices across Iraq

�� Excellent organizational skills

�� Flexibility in working overtime when needed.

�� Demonstrated ability to prioritize large workloads, consistently meet deadlines, and adapt to a complex and challenging work environment.

Proven ability to work as part of a team.
�� Personal qualities: Works well in and promotes teamwork, comfortable in a multi-cultural environment, flexible, and able to handle pressure well.

�� Good understanding of the contractual obligations / requirements of large donors.

�� Direct working experience in ensuring grant compliance with donors��� regulations through training, monitoring, and support. Familiarity with guidelines for a wide range of donors, not limited to ECHO, US, UN, German, and SDC is mandatory

How To Apply

Application Process and Deadline:

Application should contain the following two attachments:
��� CV
��� Cover letter

Application should be submitted to ��� [email protected] ��� with writing the exact subject (Partner Management Officer ��� Erbil)

Otherwise CV���s not be accepted.

Link to CV���s will be disregarded.

Only short-listed candidates will be contacted.

Deadline Date
2022-01-31

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