Grants and Compliance Coordinator

Job Title: Grants and Compliance Coordinator

Job Location: Syria - Damascus

Report to: Country Representative

Job Style : Full-Time

JOB SUMMARY

 The Grants and Compliance Coordinator supports the effective management of UITYD’s Syria grant portfolio by ensuring timely, accurate, and compliant donor reporting; maintaining complete grant records and trackers; coordinating donor communications; and verifying that programmatic, financial, procurement, and contractual actions are aligned with approved donor agreements, budgets, policies, and applicable regulations. The role places particular emphasis on grants funded by United Nations agencies and other institutional donors, including preparation and follow-up of FACE forms and supporting documentation, expenditure tracking, reporting calendars, and compliance checks throughout the grant lifecycle.

MAIN DUTIES AND RESPONSIBILITIES

The Grants and Compliance Coordinator has the following responsibilities and duties:

Grant Management and Donor Reporting:

• Maintain a comprehensive grants portfolio tracker covering agreements, amendments, budgets, reporting schedules, payment tranches, key deliverables, donor conditions, and close-out requirements.
• Coordinate the preparation, consolidation, quality review, and timely submission of narrative, financial, and other donor reports in line with contractual requirements.
• Lead the preparation, review, and tracking of UN Harmonized Approach to Cash Transfers (HACT) documentation, including Funding Authorization and Certificate of Expenditures (FACE) forms, supporting schedules, and required evidence.
• Establish and maintain reporting calendars, send advance reminders to responsible departments, and follow up until inputs and approvals are complete.
• Review donor reports for consistency across narrative achievements, indicator results, expenditure figures, workplans, budgets, and supporting documentation.
• Coordinate responses to donor comments, clarification requests, spot checks, audits, verification exercises, and monitoring findings.
• Support grant start-up, implementation reviews, amendments, no-cost extensions, budget revisions, and grant close-out processes.

Financial Tracking and Grant Compliance:

• Track expenditures against approved budgets in coordination with Finance and program budget holders, using budget-versus-actual reports and other grant monitoring tools.
• Identify underspending, overspending, ineligible costs, budget variances, and delayed expenditure posting; promptly escalate risks and propose corrective actions.
• Verify that expenditures are charged to the correct project, budget line, period, and donor-approved category.
• Ensure financial supporting documents required for donor reporting, reimbursement, liquidation, and verification are complete, consistent, and readily retrievable.
• Support reconciliation of advances, donor installments, receivables, and grant balances, including timely follow-up on pending financial actions.
• Maintain an up-to-date matrix of donor rules, cost eligibility requirements, reporting templates, procurement thresholds, visibility obligations, and documentation standards.

Contract, Procurement, and Operational Compliance Review:

• Review contracts, memoranda of understanding, sub-awards, partnership documents, purchase requests (PRs), procurement plans, and related operational documents to confirm alignment with donor agreements and approved budgets.
• Confirm that requested goods, services, quantities, specifications, delivery periods, procurement methods, and budget codes are eligible and consistent with approved project documents.
• Check compliance with donor-specific procurement conditions, competitive bidding requirements, authorization levels, sanctions requirements, branding/visibility rules, and record-retention obligations.
• Document compliance observations and required corrective actions clearly before commitments are made or documents are approved.
• Coordinate with Supply Chain, Finance, Programs, HR, and Operations to resolve compliance gaps while avoiding unnecessary delays to project delivery.
• Support due diligence and compliance review of implementing partners, vendors, consultants, and other third parties, as applicable.

Donor Relations and Coordination:

• Serve as a focal point for routine grant-related communication with donors, particularly UN agencies, under the direction of the Country Director.
• Prepare professional correspondence, meeting briefs, donor updates, action trackers, and follow-up notes.
• Participate in donor meetings, grant reviews, kick-off meetings, monitoring visits, and close-out discussions; record decisions and ensure agreed actions are completed.
• Support the development and review of concept notes, proposals, budgets, logframes, and donor applications when requested.
• Promote clear, timely, and consistent communication between UITYD Syria, headquarters, donors, and implementation partners.

Documentation, Risk Management, and Capacity Building:

• Maintain complete, organized, and audit-ready electronic grant files, with appropriate version control and secure access for online collaboration.
• Monitor grant risks and compliance issues, maintain action logs, and escalate material concerns to the Country Director and relevant technical leads.
• Track donor recommendations, audit findings, management actions, and deadlines through closure.
• Develop practical checklists, templates, and guidance notes to strengthen grant compliance across departments.
• Provide orientation and coaching to project and support teams on donor requirements, FACE forms, reporting responsibilities, documentation standards, and grant controls.
• Contribute to continuous improvement of UITYD’s grants management systems, workflows, and internal coordination.

QUALIFICATIONS AND SKILLS

Should have the following skills, education, and experience:

Educational Qualification

• Bachelor’s degree in business administration, finance, accounting, international development, law, public administration, or a related field.
• A relevant master’s degree is an advantage.

1. Experience

• At least three years of relevant experience in grants management, donor compliance, financial monitoring, program operations, or institutional donor reporting within an NGO or humanitarian organization.
• Demonstrated experience with UN agencies or other institutional donors; practical experience preparing or reviewing FACE forms is strongly preferred.
• Experience reviewing donor agreements, budgets, procurement documentation, contracts, purchase requests, and supporting financial records.
• Experience supporting audits, spot checks, donor monitoring, grant amendments, and close-out processes.
• Experience in the Syria humanitarian or recovery context is strongly preferred.

2. Technical Skills

• Strong understanding of grant-cycle management, donor compliance, cost eligibility, internal controls, and documentation requirements.
• Strong analytical ability, with close attention to financial figures, deadlines, contractual conditions, and inconsistencies across documents.
• Excellent organization, follow-up, and record-management skills across multiple grants and competing deadlines.
• Strong written and spoken English and Arabic, including the ability to draft professional donor correspondence and reports.
• Advanced proficiency in Microsoft Excel, Word, Outlook, and online collaboration platforms; ability to work effectively in a remote or hybrid environment.
• High integrity, discretion, accountability, and commitment to humanitarian principles.
• Ability to communicate diplomatically, coordinate across departments, and raise compliance concerns constructively.
• Ability to work under pressure, prioritize effectively, and deliver accurate work with limited supervision.

ABOUT UITYD

UITYD is a global humanitarian organization providing medical and health services to people in need. With administrative operations based in Gaziantep, UITYD oversees comprehensive humanitarian and operational programs that extend across all regions of Syria.

CODE OF CONDUCT The Code of Conduct reflects the profession's core set of beliefs and values of care, respect, trust, and integrity. The postholder must comply with UITYD’s Code of Conduct and all applicable policies, including safeguarding, prevention of sexual exploitation and abuse, child protection, anti-fraud and anti-corruption, conflict of interest, confidentiality, data protection, sanctions compliance, and whistleblowing.

CHILD PROTECTION POLICY Child abuse in all forms is unacceptable, and the organization recognizes its responsibility to protect children from harm in all areas of its work. The organization is committed to ensuring a child-safe environment and is applying a zero-tolerance approach towards any kind of child abuse and exploitation.

DISCRIMINATION, ABUSE AND HARASSMENT POLICY The organization provides equal employment opportunities to all employees and applicants for employment and expressly prohibits and will not tolerate any form of discrimination, abuse, harassment (sexual or otherwise). Any suspected violation must be reported through the appropriate UITYD channels.

Safeguarding & Code of Conduct All employees must adhere to protection policies, principles, and rules of conduct. Strict compliance with safety and ethical standards is required. Employment is subject to UITYD policies, applicable law, satisfactory references, and required screening and verification.