Awards & Sub-awards, Budgeting Officer

Work Location: Aleppo/Damascus/Qamishli

Position Summary

The Awards & Sub-Awards Officer supports the effective management of Organization’s donor-funded portfolio across Syria operations, covering both the award (budgeting, financial monitoring, and reporting) and sub-award (partner due diligence, contracting, monitoring, and close-out) management cycles. Under the direct supervision of the Awards & Sub-Awards Coordinator, the position assists in pre- and post-award processes, including proposal budget preparation, financial monitoring and reporting, and sub-recipient due diligence, contracting, and monitoring, ensuring compliance with donor and Organization policies throughout. The Officer works closely with program, finance, partnership, and operations teams to ensure budgets are accurate, expenditures are aligned with donor requirements, financial reports are complete and timely, and sub-recipients comply with donor regulations, Organization policies, and project requirements.

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 organnization.

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:

• Support the preparation of proposal budgets and budget amendments in line with donor rules and Organization policies.

• Assist in consolidating cost estimates from program, HR, and operations teams.

• Ensure proposed budgets include accurate shared costs and align with internal templates.

• Help maintain the Country Office Master Budget and update it upon new awards or revisions.

• Support in developing budget tools, templates, and guidance for internal use.

2.Award Setup, Monitoring, and Reporting:

• Support grant setup in Organization’s financial systems and ensure fund codes and chart fields are correctly established.

• Prepare monthly BVAs and pipeline updates for review by the Coordinator.

• Assist in analyzing budget variances and expenditure trends; flag potential overspending or underspending to relevant budget holders.

• Support the preparation of donor financial reports, ensuring completeness and compliance before submission.

• Contribute to grant close-out by verifying expenditures, ensuring reconciliations, and archiving supporting documents.

3.Partner Assessment and Due Diligence:

• Support the pre-award due diligence (DDA) process for potential partners by collecting and reviewing documentation.

• Assist in assessing partners’ financial systems, risk levels, and compliance readiness.

• Maintain partner DDA tracker and ensure all required documents are properly archived.

• Support preparation of partner risk ratings and mitigation plans.

4.Sub-Award Management and Monitoring:

• Assist in drafting and reviewing sub-award agreements and amendments to ensure financial and compliance accuracy.

• Track sub-award deliverables, reporting timelines, and payments.

• Review partners’ financial reports for accuracy, completeness, and eligibility of costs.

• Ensure timely submission of required documents, reconciliations, and cash advance settlements.

• Support desk reviews, site visits, and partner monitoring exercises in coordination with the Coordinator.

5.Capacity Building and Partner Support:

• Support in organizing and documenting partner capacity-building activities.

• Provide day-to-day guidance to partners on financial reporting templates, documentation standards, and compliance requirements.

• Track progress of partners’ corrective actions and follow-up on outstanding issues.

6.Compliance, Documentation, and Coordination:

• Ensure all budgets, sub-award agreements, and reports comply with donor and Organization standards.

• Assist in reviewing IPIAs and award modifications under the guidance of the Coordinator.

• Maintain complete and proper documentation for each award and sub-award, including agreements, reports, correspondence, and financial documentation.

• Prepare summaries and trackers for outstanding advances, payment reconciliations, and partner status updates.

• Support the preparation of award and sub-award sections in donor or audit reports.

• Ensure award and partner information is properly recorded in Organization systems.

• Support communication between Finance, Program, Partnership, and RMU teams to ensure accuracy and timeliness in financial management.

Required:

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field.

• Minimum 3 to 4 years of experience in budgeting, financial reporting, grants management, or donor-funded NGO projects.

• Strong analytical and numerical skills.

• Advanced Excel skills and financial analysis capabilities.

• Strong organizational skills and attention to detail.

• Ability to work under pressure and meet deadlines.

• Excellent communication and coordination skills.

• Fluency in English (spoken and written

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-centred 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.

How to apply

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