Grants / Partnership and Reporting Officer / Pending Donor Approval

1. Position Purpose

The Grants, Partnership and Reporting Officer is responsible for supporting the management of donor grants, coordination with partners, preparation of reports, and monitoring of grant compliance across all projects of Aid Gate Organization (AGO).

The position supports proposal development, grant tracking, donor reporting, partnership coordination, and documentation management to ensure that projects are implemented in accordance with donor agreements, organizational policies, and reporting requirements.

The role works closely with program, finance, logistics, MEAL, HR, and senior management to ensure timely submission of reports, proper communication with donors and partners, and accurate documentation of project activities.

The position is based in Erbil and may require travel to field locations and partner offices across Iraq.

2. Key Duties and Responsibilities

2.1 Grants Management, Grant Tracking, and Contract Administration

• Support the overall management of all donor-funded grants from the stage of agreement signature through implementation, reporting, amendment, and close-out, ensuring that all grant conditions, reporting obligations, and compliance requirements are clearly understood and followed by all departments involved in project implementation.
• Review grant agreements, contracts, partnership agreements, and donor correspondence in detail to identify key obligations including reporting deadlines, financial rules, procurement conditions, staffing limitations, visibility requirements, and audit provisions, and ensure that these obligations are communicated to relevant departments.
• Maintain a comprehensive grants tracking system containing updated information on all active grants, including donor name, project title, duration, budget, reporting schedule, key deliverables, amendments, and special conditions, and ensure that the tracking system is regularly updated.
• Prepare internal grant summary sheets for each project outlining key conditions, reporting deadlines, budget structure, and compliance requirements, and share these summaries with program, finance, logistics, MEAL, and management teams.
• Monitor implementation progress against approved grant timelines and workplans, and follow up with responsible teams to ensure that activities are implemented according to approved proposals.
• Track reporting deadlines for narrative, financial, and other required reports, and send reminders to responsible staff in advance of deadlines to ensure timely submission.
• Ensure that any grant amendments, extensions, or budget revisions are properly documented, approved, and filed.
• Maintain organized grant files containing agreements, amendments, reports, correspondence, and approvals in both electronic and hard copy formats.
• Support grant close-out procedures, including preparation of final reports, verification of documentation, and archiving of files.
• Ensure that all grant documentation is stored in a secure and organized manner to allow easy access during audits or donor reviews.

2.2 Donor Reporting Coordination and Report Preparation

• Coordinate the preparation of narrative, financial, and supporting reports required by donors, ensuring that reports are accurate, complete, and submitted within the required deadlines.
• Develop reporting schedules for each project based on grant agreements and ensure that all departments are aware of upcoming reporting requirements.
• Collect narrative inputs from program teams, financial data from finance department, procurement information from logistics, and indicator data from MEAL team, and compile these inputs into draft reports.
• Review draft reports carefully to ensure that information is consistent with approved proposals, workplans, budgets, and donor guidelines.
• Ensure that reported activities correspond to actual implementation and that all results are supported by proper documentation such as attendance sheets, beneficiary lists, photos, or monitoring data.
• Verify that financial information included in reports matches accounting records, budget tracking sheets, and approved budgets.
• Ensure that donor templates, formats, and reporting instructions are followed correctly, including formatting, language, and required annexes.
• Check that required attachments such as financial statements, procurement lists, activity reports, and visibility evidence are included with reports.
• Coordinate internal review of reports by management before submission.
• Submit reports to donors after approval and maintain records of submission.
• Maintain a reporting archive for all projects to ensure that all submitted reports are available for audit and reference.
• Support preparation of final reports at the end of projects and ensure that all deliverables are completed.
• Assist during donor monitoring visits related to reporting and provide requested documentation.

2.3 Proposal Development and Application Support

• Support preparation of project proposals, concept notes, expressions of interest, and applications to donors, ensuring that proposals follow donor guidelines and organizational standards.
• Collect technical inputs from program teams, financial inputs from finance department, and operational inputs from logistics and HR, and compile them into proposal documents.
• Assist in drafting proposal sections such as background, objectives, activities, implementation plan, risk analysis, and sustainability when requested.
• Ensure that proposal formats follow donor templates and instructions, including page limits, required sections, and annexes.
• Coordinate preparation of proposal budgets with finance department and verify that budget lines correspond to proposed activities.
• Prepare required annexes such as organizational profile, staff CVs, workplans, logframes, and declarations.
• Check proposals for completeness before submission and ensure that all required documents are included.
• Maintain records of submitted proposals including donor name, submission date, status, and outcome.
• Support revision of proposals when donors request clarification or additional information.
• Assist in preparation of joint proposals with partners and ensure that roles and responsibilities are clearly defined.
• Maintain proposal files in an organized archive for future reference.
• Support preparation of concept notes for new funding opportunities.

2.4 Partnership Coordination and Partnership Agreement Management

• Support coordination with local, national, and international partners involved in project implementation, ensuring that partnership arrangements follow donor and organizational requirements.
• Prepare partnership agreements, Memorandums of Understanding (MoUs), and sub-grant agreements in coordination with management, ensuring that roles, responsibilities, budgets, reporting requirements, and compliance conditions are clearly defined.
• Maintain updated records of all partners, including contact information, agreements, reporting schedules, and performance status.
• Track partner reporting deadlines and follow up to ensure that partners submit required reports on time.
• Review partner narrative and financial reports to ensure accuracy, completeness, and compliance with donor rules.
• Verify that partner expenditures and activities correspond to approved budgets and workplans.
• Ensure that partners follow donor regulations related to procurement, finance, HR, safeguarding, and visibility.
• Support communication between AGO and partners regarding reporting, implementation, and compliance issues.
• Organize coordination meetings with partners to review progress and discuss challenges.
• Prepare partnership files including agreements, reports, correspondence, and approvals.
• Monitor partner performance and report any concerns to management.
• Support capacity building of partners when required to improve reporting and compliance.
• Maintain partnership tracking tools and databases.
• Ensure that partnership documentation is available for audit and donor review.

2.5 Compliance with Grant Conditions and Donor Requirements

• Ensure that project implementation follows the terms and conditions of grant agreements, donor regulations, and approved proposals, and that all departments understand and apply these requirements.
• Review project documentation regularly to verify compliance with donor rules related to procurement, finance, HR, asset management, reporting, and visibility.
• Check that approvals, signatures, and authorization levels follow donor and organizational procedures.
• Verify that project expenditures are within approved budget limits and correspond to project activities.
• Ensure that procurement actions follow approved thresholds and competition rules.
• Confirm that activity implementation matches approved workplans and logframes.
• Ensure that donor visibility and communication requirements are respected in project activities, materials, and reports.
• Support preparation for donor monitoring visits, evaluations, and audits by ensuring that required documentation is complete and organized.
• Maintain compliance checklists for each grant to track adherence to donor conditions.
• Follow up with departments to correct any compliance issues identified.
• Report serious compliance risks to management.
• Maintain records of compliance reviews.
• Support internal and external audits by providing grant documentation.
• Ensure that all grant files are properly archived after project completion.

2.6 Coordination with Internal Departments for Grant Implementation and Reporting

• Maintain regular and structured coordination with all internal departments, including program, finance, logistics, HR, MEAL, and senior management, to ensure that project implementation, reporting, and documentation are aligned with donor requirements and organizational procedures.
• Communicate grant conditions, reporting schedules, and compliance requirements to all departments involved in project implementation, ensuring that each department clearly understands its responsibilities under the grant agreement.
• Coordinate with program teams to collect accurate information on project activities, progress, challenges, and achievements for use in donor reports and internal updates.
• Coordinate with finance department to obtain financial data, expenditure reports, and budget tracking information required for donor reporting and grant monitoring.
• Coordinate with logistics and procurement teams to obtain procurement records, asset lists, and delivery documentation needed for reports and audits.
• Coordinate with MEAL team to obtain monitoring data, indicator tracking, beneficiary statistics, and evaluation results required for narrative reports.
• Coordinate with HR department to verify staffing information, contracts, payroll records, and timesheets related to donor-funded projects.
• Follow up with departments to ensure that requested information and documents are submitted on time.
• Organize internal meetings to review reporting progress and address any delays or missing information.
• Provide guidance to departments on donor requirements related to documentation and reporting.
• Ensure that communication between departments is clear and that responsibilities are properly assigned.
• Support project planning meetings to ensure that planned activities comply with grant conditions.
• Maintain internal tracking sheets showing responsibilities, deadlines, and reporting status for each project.
• Inform management of any delays, risks, or issues related to reporting or grant implementation.

2.7 Donor and Partner Communication and External Coordination

• Support communication with donors, partners, and external stakeholders in relation to project implementation, reporting, and grant management, ensuring that communication is professional, accurate, and consistent with organizational policies.
• Prepare official emails, letters, and responses to donor requests when instructed by management.
• Maintain records of all correspondence with donors and partners, ensuring that communication is properly archived.
• Assist in responding to donor questions related to project progress, reports, budgets, or documentation.
• Support preparation of briefing notes, summaries, and presentations for meetings with donors or partners.
• Coordinate preparation of documents required for donor meetings, monitoring visits, or evaluations.
• Assist in organizing donor visits, including preparation of schedules, documents, and supporting materials.
• Support communication with partner organizations regarding reporting requirements, deadlines, and compliance issues.
• Ensure that communication with partners is consistent with partnership agreements.
• Maintain updated contact lists for donors, partners, and stakeholders.
• Support preparation of official letters, MoUs, and agreements when required.
• Follow up on action points resulting from donor or partner meetings.
• Ensure that all external communication reflects correct project information.
• Maintain confidentiality when handling sensitive communication.

2.8 Documentation Management, Filing, and Grant Records

• Maintain a well-organized filing system for all grant-related documentation, ensuring that all files are complete, accurate, and accessible for reporting, audit, and donor review.
• Maintain separate files for each project including grant agreements, amendments, proposals, reports, correspondence, budgets, and approvals.
• Ensure that both electronic and hard copy filing systems are properly organized and follow approved organizational structure.
• Ensure that all submitted reports, donor letters, and approvals are stored in the correct project file.
• Maintain proposal archive including submitted concept notes, proposals, and donor feedback.
• Maintain partnership files including agreements, partner reports, and communication records.
• Maintain reporting archive including narrative reports, financial reports, and supporting documents.
• Prepare files for internal review, audit, or donor verification when requested.
• Ensure that all documents are properly labeled, dated, and signed where required.
• Ensure that confidential documents are stored securely.
• Support scanning and electronic archiving of documents when needed.
• Ensure that grant files remain complete until project close-out.
• Assist in preparing documentation during project closure.
• Maintain records of grant status, including active, closed, and pending grants.
• Ensure that documentation is retained according to donor and organizational requirements.

2.9 Monitoring of Grant Implementation, Follow-up, and Learning

• Monitor progress of projects against approved workplans, reporting schedules, and grant conditions to ensure that implementation remains on track.
• Follow up with program teams to confirm that activities are implemented according to approved proposals.
• Track action points related to reporting, donor requests, and internal reviews, and ensure that they are completed.
• Support collection of lessons learned and good practices from projects to improve future proposals and implementation.
• Assist in preparation of internal progress summaries for management.
• Maintain tracking sheets showing status of activities, reports, and deliverables for each grant.
• Support preparation of internal review meetings to discuss project progress.
• Assist in preparing information for evaluations, audits, or donor reviews.
• Monitor deadlines for reports, amendments, and grant deliverables.
• Follow up with departments when delays occur.
• Support preparation of project status updates for senior management.
• Assist in preparing close-out summaries at the end of projects.
• Ensure that required documentation is completed before project closure.
• Support improvement of grant management systems based on experience from previous projects.

2.10 Other Duties, Organizational Support, and Professional Responsibilities

• Perform other related duties assigned by the Head of Program, Executive Director, or supervisor in relation to grants management, reporting, partnership coordination, or proposal development.
• Provide support to senior management during periods of heavy reporting or proposal preparation.
• Assist during audits, donor monitoring visits, and evaluations by preparing required documentation and information.
• Assist during proposal development periods by supporting compilation of documents and coordination between departments.
• Support organizational initiatives related to improving reporting systems, grant tracking tools, or documentation procedures.
• Participate in internal meetings, planning sessions, and coordination meetings when requested.
• Ensure that all work is performed in accordance with AGO policies, donor regulations, and professional standards.
• Maintain confidentiality of all project, financial, and donor-related information.
• Ensure that communication with donors and partners is professional and accurate.
• Respect organizational hierarchy and reporting lines.
• Maintain high level of organization, accuracy, and attention to detail in all tasks.
• Represent the organization professionally in internal and external communication.
• Support continuous improvement of grants, reporting, and partnership management systems.

3. Qualifications and Requirements

Education

Bachelor degree in International Development, Business Administration, Management, Social Sciences, or related field.

Experience

• Minimum 3–5 years experience in grants, reporting, or project coordination.
• Experience with NGO / INGO required.
• Experience with donor projects preferred.
• Experience in Iraq preferred.
• Experience with proposals preferred.

Skills

• Strong writing skills
• Strong reporting skills
• Good organization
• Good communication
• Good coordination
• Good computer skills
• Attention to detail
• Ability to meet deadlines

Languages

Arabic required

English required

Kurdish advantage

Interested applicants must apply via the link below

https://aidgateorganization.org/form/form.php

Note:

• Applications not meeting the specified minimum requirements may not be considered.
• The CVs received after the closing date may not be considered.
• Shortlisted candidates will be contacted for an interview that may include a written test of communication and writing skills.

Due to the nature of AGO work activities, AGO demand its employee to have the highest discretion and flexibility qualities. AGO can anytime according to the needs of his mission, and change the work location of his employee. AGO can at any time update tasks on this Job Description according to the evolution of the program or strategy changes. The above-listed tasks are not exhaustive, the employee can be asked to undertake other tasks by the employer according to the competencies, to work over settings time.

• Female candidates are strongly encouraged to apply.
• Candidates are encouraged to apply early, as applications may be screened prior to the vacancy deadline.