Awards & Sub-awards Coordinator

Work Location: Aleppo/Damascus/Qamishli

Position Summary

The Awards & Subawards Coordinator, with the support of the Awards & Sub Awards Manager, is responsible for the full life cycle management of the organization’s Syria's awards and sub-awards, covering both pre- and post-award budgeting/proposal development and the management of partner sub-awards.

On the awards and budgeting side, the position works closely with program staff and other stakeholders in the proposal development process, ensuring that proposal budgets are reasonable, cost-effective, and accurate, and reflect the necessary direct and indirect costs. The position works with the Awards & Sub Awards Manager and donor/CI members in developing, negotiating, and finalizing awards/IPIAs, and ensures grant start-up processes are completed correctly, including setting up grants in Organization 's financial management system and participating in start-ups and orientations.

On the sub-awards side, the position strengthens the effectiveness and performance of partner-based operations within Organization 's (WOS) response, working with multiple partners of varying capacity levels. The primary role is to manage the process of granting and overseeing sub-award performance and to mitigate risk through quality due diligence assessments (DDAs), appropriate controls during contracting, and ongoing capacity building of partners in budgeting, financial management, and donor compliance.

Across both award types, the position is responsible for coordinating with Budget Holders to ensure that funds are used as planned and in accordance with donor requirements, that all donor and key stakeholder reporting requirements are met (internal and donor-facing), and that appropriate communication and coordination systems are in place with all stakeholders. The position supports capacity building for staff and implementing partners, ensures proper systems are in place for smooth and timely submission of internal and donor reporting (financial and programmatic), and ensures accountability and close-out requirements are met as an integral part of the award and sub-award lifecycle

The employee is also required to;

1. Remain aware of and comply with safety and security regulations/procedures and bear responsibility for personal safety and security while under contract.

2. Comply with the organization’s Policies which includes but not limited to Safeguarding Policy, Code of Conduct and other organizational and HR policies.

3. The organization has a zero-tolerance approach towards sexual harassment, exploitation and abuse, and child abuse towards any person including our staff, representatives, partners, programme participants and members of the community where we work. We expect all staff, partners and related personnel to share this commitment by understanding, abiding by and working within the organization International Safeguarding Policy and related framework at all times whilst representing the organization.

4. Ensure that all direct team members are aware of their responsibilities with the CI Safeguarding Policy commitments, including signing of the Safeguarding Policy and Code of Conduct, and completing induction and refresher trainings;

5. Depending on specific role and responsibilities, may be requested to comply with the terms of additional policies, guidelines and related regulations, as and when necessary.

Key Responsibilities

1.Budgeting and Proposal Development

• Work closely with the Awards & Sub Awards Manager in developing and maintaining the Master Budget of the country office, ensuring all necessary cost categories of Personnel and Operational are verified with relevant parties, coordinating with HR, Program, and Administration departments.
• Develop donor budget proposals and collaborate with Program Managers, Support Teams, and the Head of Programs, including providing internal budgeting guidelines, templates, and tools for annual budgeting, grant proposal development, and budget modifications.
• Ensure proposal budgets and budget amendments — for both direct awards and partner sub-awards — are in line with donor regulations, and support the development of templates and SOPs related to budget management.
• Review, analyze, and participate with the Awards & Sub Awards Manager in the negotiation of partners' proposals and consolidate them with the primary award for submission to the donor.

2.Budget Management, Financial Monitoring, and Reporting:

• Supervise fund code setup in Organization 's Financial systems ensuring that budgets are correctly entered and using the appropriate chart fields to ensure appropriate entries of actual transactions and monitoring expenses.
• Prepare monthly donor receivable and payable status for submission to the Awards & Sub Awards Manager and recommend/Implement actions for collection of donor receivables or settlement of donor payables in a timely manner.
• Monitor grants’ performance for all donors. Work with budget holders to ensure that key processes and systems are in place to manage grant risk assessments, donor financial compliance and reporting process. Ensure grant budgets align with Organization budgets and forecasts.
• Ensure monthly review of transactions for compliance and eligibility under grants.
• Prepare monthly BVAs for each donor budget and lead on the BVA monitoring meetings and recommend appropriate actions to the budget holders based on the burn rate of awards.
• prepare required donor financial reports and ensure timely review and sign off by Head of Finance and submissions to the donor.
• Prepare periodic management reports for CLT, RMU, SSC and CUSA, e.g., Budget Mate, Pipeline report.
• Manage grant closeout process ensuring that all final expenditures are captured in time, expenses and program commitments fully reconciled against the budget balance and process documented. Ensure all finance files are archived and secured as per the Organization procedures.
• Prepare Monthly time entry allocation and shared

3.Award/IPIA and Sub-Award Compliance and Policy Development

• Coordinate the review and finalization of awards/IPIAs with appropriate country office staff, ensuring Organization policies are met.
• Negotiate terms and conditions with the donor or CMP and ensure provisions are acceptable, monitoring ongoing compliance with these provisions.
• Review partner funding agreements to ensure financial aspects are accurate and in accordance with the implementing guidelines of donors and Organization .

4.Sub-Award Due Diligence, Risk Assessment, and Capacity Building

• Conduct pre-award due diligence assessments (DDAs) of potential sub-recipients covering financial, operational, and legal capacity.
• Review partner capacity, compliance history, and risk level, and recommend risk mitigation measures such as targeted capacity building or closer monitoring.
• Supervise assessment of partner organizations' financial systems and reporting quality, including audits and follow-up on corrective action plans.
• Oversee the development and coordination of partners' capacity building plans on financial management, and support capacity building activities on financial reporting and internal controls.

5.Sub-Award Monitoring, Compliance Oversight, and Documentation

• Regularly monitor sub-recipient performance, both programmatic and financial, including site visits, desk reviews, and compliance audits.
• Ensure timely and accurate submission of required reports and supporting documentation from partners according to Organization standards, and share Organization 's comments with partners for resolution within the agreed period.
• Manage partner payments, maintain a tracking tool for outstanding advances and payment reconciliation with PeopleSoft, and manage and review outstanding accruals for each partner.
• Maintain a complete file for each award and sub-award (agreements, reports, communications, etc.) and support audits or donor reviews involving awards and sub-awards.

6.Team Supervision, Coordination, and Other Duties

• Provide functional and direct supervision of the finance team based in Syria (Damascus, Aleppo, Hasakeh), and regularly work to increase team capacity and skills.
• Facilitate and provide basic training, technical support, and guidance to program staff — particularly Budget Holders — for skills improvement in budget approval, reporting, and internal controls.
• Ensure the annual Performance Management & Assessment is carried out on time for direct reports.
• Collaborate with Program, Finance, Grants, Procurement, and Legal teams to ensure award and sub-award activities align with overall project and donor requirements, and facilitate communication between internal teams and sub-recipients.
• Review periodic staff extension/recruitment requests to ensure positions are adequately funded before approval, and undertake other duties as assigned by the supervisor.

Required:

• Bachelor’s degree in accounting or finance or equivalent combination of education and work experience
• Minimum 6-8 years of experience in budgeting, financial reporting, grants management within NGOs or donor-funded projects"
• Min. 3 years of experience with career progression to management role
• Well organized and ability to act in a professional and ethical manner
• Firm belief in teamwork, gender equality, participatory approach and sustainable development.
• High level of expertise in using Microsoft Word & Excel
• Fluent English reading, writing and speaking skills
• Detail oriented
• Multi-tasking
• Ability to work under pressure
• Excellent interpersonal skills, ability to work under minimum supervision
• Ability to complete tasks and produce high quality output
• Should be customer focused, communicating with impact, and managing performance effectively.
• Proactive in problem solving, initiating actions, and making operational decisions

Safeguarding Commitments

The organization has a zero-tolerance approach toward sexual harassment, exploitation and abuse, and child abuse. We will carefully examine allegations and investigate, and take appropriate disciplinary action where this is needed, taking into consideration the rights and interests of the survivor, consistent with the organization’s survivor-centered approach. We make very clear that sexual harassment, exploitation and abuse, and child abuse in any form, perpetrated by our staff, partners or other related personnel, towards anyone, will not be tolerated.

We provide equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, national origin, age, handicap, disability, or marital status.

كيفية التقديم

Application Procedure

All suitable candidates are required to submit their application through the link below:

https://forms.gle/EWCwhLevKK3CZdZQA

The closing date for application is 19th July 2026

At all stage of the recruitment and selection process, the organization will not request for any candidate to provide any financial details, money transfers or payments to be considered for any position or selected for a role.

Only short-listed candidates will be contacted