Partnership Assistant

Assignment

Under the supervision of the Project Manager and Transparency and Compliance Manager, the partnership assistant is responsible for support and guide CSOs that receive financial support, to ensure the projects they implement are in line with all guidelines; and any other activity as required. Specifically, the partnership assistant will provide close follow up on sub-grants implemented with project partners in North, Mount Lebanon and South Lebanon.

Background

ACTED is an International Non-Governmental Organization registered in France with global operations in Central and South Asia, Europe, Middle-East and Africa. ACTED has been active in Lebanon since 2006 operating mainly in the North and Beirut and Mount Lebanon governorates of the country. ACTED is implementing the project titled “Towards an Active Participation of Civil Society in the Reform Process” funded by EU with the main objective to contribute to a more enabling environment for civil society in Lebanon, fostering the engagement of civil society organizations both at policy and local development levels through the implementation of the “EU Roadmap for Engagement with Civil Society in Lebanon”.

Through this intervention ACTED aims to strengthen the role and contribution of CSOs in policy making at the local and national levels in the fields of health, education and environment (including Water and Energy). In addition to strengthening their contributions to the local development process in addressing basic needs of marginalized groups in rural areas.

Functions

The partnership assistant shall :

Support and Guide CSO in implementing all FLAT Compliance Guidelines:

• Support on activities related to launch of a call for proposals for priority projects identified through a consultation process with various stakeholders and social partners and implementation of priority projects.
• Support CSOs in the development of proposals that include information related to project type activity, objectives/outcomes, deliverables, implementation methods, timetable, staffing, and budgets; in close coordination with project partners.
• Coordinate the preparation and timely submission of sub-grant applications, amendments, and related budgets.
• Support and guide CSOs that receive financial support, to ensure the projects they implement are in line with all guidelines.
• Ensure CSOs understand project and donor’ requirements for each specific sub-grant through training and coaching
• Ensure day-to-day mentorship of CSO partners, and meeting regularly with each based on an agreed upon schedule.
• Ensure that the reporting guidelines, formats, and deadlines for each sub-grant is communicated clearly.
• Compile and file all sub-grants related financial, logistics, administrative, and program information in the designated project Compliance folder. During this time the partnership assistant should ensure that all Compliance folders are duplicated (photocopied) regularly with any arrival of a new document;
• Follow-up of the Compliance process at base level by ensuring the regular transfer of the project(s) Compliance documentation to the Compliance office;
• Ensure the centralization of all Compliance folders at the Compliance office;
• Perform other duties as required

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   Support ACTED’s compliance and accountability:

• Provide timely supplementary quality control of the Compliance documentation by checking the accuracy and consistency of the information between the related documents and report discrepancies immediately to the department concerned for corrective action;
• Comply with the Audit Department Code of conduct.

Reporting:

• Participate in the preparation of a Monthly sub-grants / Compliance Report giving as much detail as possible for all existing CSO sub-grants’ process and implementation that are ongoing and completed.

Internal Coordination 

• Submit daily activity reports to the line manager;
• Ensure accuracy of reported data, by following internal guidelines;
• Refer complaints and delays to relevant ACTED’s staff;
• Follow internal security guidelines; 
• Keep an accurate filling system;
• Participate in internal lessons learned workshops and project feedback.

Knowledge, skills

• University degree in relevant field such as Business, Economics, development;
• 1-2 years of field experience in similar position working closely at community level and/or with local authorities and partners.
• Knowledge of and experience with grant management and documentation, specifically sub-grant application, and budget.
• Knowledge of and experience with project compliance, monitoring and evaluation, specifically documentation.
• Strong leadership and coordination skills;
• Fluent in Arabic, with excellent written and verbal English skills and the ability to work in an international context;
• Excellent interpersonal skills and external relations;
• Excellent organizational skills and attention to detail;
• Independent, adaptable, flexible and hardworking;
• Strong humanitarian motivation and understanding of international assistance.
• Prior experience using basic computer software required, notably in word and excel;
• Previous experience working with a variety of stakeholders in humanitarian or development aid.