Venezuela – Partners and Grants Manager (National) At COOPI – International Cooperation

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About COOPI

COOPI Cooperazione Internazionale is a secular and independent NGO, founded in Milan in 1965. It carries out development projects to contribute to the fight against inequality and emergency programs to support people affected by natural disasters or conflicts. Currently, COOPI is present in 33 countries in Africa, the Middle East, Latin America, and the Caribbean.

Since 2019, COOPI has maintained a presence in Venezuela, and in July 2020, it launched a regional program implemented in partnership with Venezuelan organizations and in coordination with local and international institutions, within the framework of existing response plans. In recent years, COOPI has expanded its interventions and currently carries out projects funded by various donors in Caracas, Sucre, Delta Amacuro, Bolívar, and other states across the country, in the areas of protection, health, WASH (Water, Sanitation, and Hygiene), environment, food security, institutional strengthening, and emergency response.

Within the framework of the growth and diversification of its portfolio, COOPI Venezuela seeks to strengthen the management of grants and alliances through a specialized function that ensures contractual monitoring, the quality and timeliness of reporting and formulation processes, and effective coordination with partners of current consortia and donors.

Job objective/description

Under the supervision of the Country Coordinator and with functional support from the Program Coordinator, the Partners and Grants Manager will be responsible for ensuring the coordinated management of COOPI Venezuela’s grants and partnerships portfolio, guaranteeing the timely monitoring of contractual obligations, proposals, modifications, reporting and coordination processes with partners.

The position will act as a focal point for the planning and monitoring of the main grant management processes, facilitating coordination between Programs, Operations, Administration, MEAL, Project Managers, partners, Regional Coordination and Headquarters.

It will also support the institutional and contractual coordination of the ÍNTEGRAS Consortium and future alliances or consortia in which COOPI exercises leadership functions, adapting the level of coordination to the complexity and characteristics of each alliance.

The position will coordinate closely with Programs, project teams and Country Administration, articulating their respective contributions to ensure coherent, timely management aligned with the commitments made to donors and partners.

Areas of responsibility

Grant portfolio management:

  • Maintain an up-to-date consolidated calendar of contractual obligations, reports, modifications, audits, deliverables, and key milestones for all mission projects.
  • Monitor the deadlines and responsibilities associated with each grant, alerting well in advance about deliverables and risks of non-compliance.
  • Ensure the proper flow of information between Project Managers, Program Managers, Operations Managers, Administration Managers, MEAL Managers, Country Coordination Managers, Regional Coordination Managers and Headquarters Managers.
  • Keep the main contractual documents, approved versions, modifications, communications with donors and documentation relevant to the management of each grant organized and accessible.
  • Support the interpretation and internal dissemination of contractual requirements and donor guidelines.
  • Identify compliance, reporting or contract management risks in a timely manner and escalate them to the responsible functions.

Reporting and contract monitoring:

  • Coordinate the schedule and process for preparing interim and final narrative reports.
  • Request and consolidate input from Project Managers, technical teams, MEAL, Administration and partners.
  • Review the coherence, integrity, and consistency of the reports before their validation by Programs and Country Coordination.
  • Ensure consistency between narrative information, indicators, operational execution, and financial data, in coordination with the responsible areas.
  • Follow up on donor comments and requests for clarification until their closure.
  • Maintain version control and traceability of the main documents sent and approved.
  • Coordinate the review and consolidation of reports and other deliverables, articulating the technical validation with Programs and technical teams, and the financial validation with Country Administration.

Formulation and modifications of projects:

  • To coordinate, in close collaboration with Country Coordination and Programs, the processes of preparing new proposals, concept notes and expressions of interest.
  • Establish formulation schedules, distribute responsibilities, and ensure the timely delivery of the various components.
  • Consolidate the contributions of Programs, MEAL, Administration, Operations, project teams and partners.
  • Ensure consistency between narrative, logical framework, indicators, timeline, operational plan and budget.
  • Coordinate the processes of contractual modification, extensions, realignments, addenda and rescheduling.
  • Prepare or consolidate the justifications and documentation required by donors.
  • Keep information on funding opportunities up to date and support Country Coordination and Programs in planning the pipeline of proposals.
  • Support the formulation of new proposals based on the strategic priorities and technical guidelines defined by Country Coordination and Programs, ensuring their proper translation into project documents.Partner and alliance management:
  • Maintain a consolidated view of institutional partners, co-applicants, co-partners and implementing organizations linked to COOPI projects.
  • Facilitate contractual and documentary coordination with partners during formulation, implementation, reporting and closure.
  • Follow up on partnership agreements, reporting schedules and other partner obligations, in coordination with Management and project managers.
  • Facilitate due diligence processes, institutional documentation, and capacity monitoring when appropriate.
  • Identify recurring difficulties in alliance management and propose improvement measures.
  • Contribute to the strengthening of COOPI’s internal tools and procedures for member management.
  • Coordinate with the Project Managers the monitoring of the implementing partners in the contractual, documentary and reporting aspects, articulating the requirements of the grant with the operational management of the project.

Support for consortia and alliances:

  • Support the management of consortia and alliances in aspects related to grants, reporting, proposals, modifications and contractual obligations.
  • Facilitate the consolidation of contributions from partners and internal teams for joint proposals, reports, and other deliverables.
  • To monitor commitments, deadlines and documentary requirements related to grants managed in consortium.
  • Support, together with Country Coordination and Programs, the processes of formulation and contractual management with donors and partners.

Internal coordination and quality of grant management:

  • Work closely with Programs to ensure the technical and programmatic consistency of proposals, modifications, and reports.
  • Coordinate with Operations and project teams to monitor progress, milestones, and implementation risks relevant to contractual obligations.
  • Coordinate with Administration the preparation of budgets, financial modifications, reports and follow-up of administrative requirements.
  • Coordinate with MEAL the availability and consistency of indicators, means of verification and reported results.
  • Promote common tools for calendars, reporting, contract tracking, and archiving.
  • Facilitate grant launch, review, and closure meetings when necessary.
  • Contribute to identifying lessons learned and improvements in the mission’s grant management processes.

Donor relations and representation:

  • Maintain, by delegation of the Country Coordination, operational communication with donors regarding reporting, modifications, clarifications and contractual processes.
  • Support in the preparation of meetings, reviews and donor visits by ensuring the availability and consistency of the required information.
  • Support Country Coordination and Programs in follow-up meetings, negotiation and design of new interventions.
  • Represent COOPI in spaces related to grant management and partnerships when required.

Complementary activities:

  • Promote compliance with COOPI’s policies, procedures and Code of Ethics.
  • Contribute to a collaborative work environment and fluid communication between departments.
  • Support the strengthening of the capacities of teams and partners in grant management, reporting and donor requirements.
  • Perform those tasks inherent to the position and requested by the Country Coordination, according to the context and needs of the intervention.

Desired profile

A professional with solid experience in grant management, proposal writing, reporting, and partnership management in humanitarian or international cooperation organizations. We are looking for a highly organized individual with the ability to simultaneously manage multiple donors, projects, and deadlines, coordinate contributions from multiple departments and partners, and produce high-quality documentation.

ESSENTIALS

  • University degree in International Cooperation, International Relations, Social Sciences, Administration, Economics, Law or related areas.
  • At least 5 years of relevant experience in international cooperation or humanitarian action, including demonstrable experience in grant management with institutional donors.
  • Experience in formulating proposals, concept notes, logical frameworks, contractual modifications and preparing/consolidating narrative reports.
  • Knowledge of procedures and requirements of institutional donors, particularly European Union/ECHO and/or United Nations agencies.
  • Experience working with consortia, alliances and implementing partners, including monitoring commitments, reporting and document coordination.
  • Ability to coordinate complex processes with multiple actors, areas and simultaneous deadlines, ensuring coherence between programmatic, operational and financial components.
  • Excellent writing, analysis, synthesis and attention to detail skills, while maintaining a global view of the processes.
  • Strong organizational, planning and prioritization skills, with a focus on results and meeting deadlines.
  • Excellent communication, teamwork and cross-functional coordination skills, with the ability to facilitate agreements and maintain constructive working relationships with internal teams, partners and donors.
  • Empathy, active listening, flexibility and adaptability, especially in demanding work contexts with changing priorities.
  • Autonomy, proactivity and ability to work under pressure and manage several concurrent processes while maintaining rigor and quality.
  • Fluency in spoken and written Spanish and English.
  • Proficient in Microsoft Office tools.
  • Commitment to the principles, Code of Ethics and institutional policies of COOPI.
  • Venezuelan nationality or residence permit in the country.

DESIRABLE

  • Experience with AICS, European Union/INTPA, IOM, UNICEF or other United Nations agencies.
  • Experience in due diligence and management of agreements with local partners.
  • Previous experience with COOPI.

How to apply

Those interested should send their CV, along with a cover letter presenting their candidacy, by email to: reclutamiento.venezuela@coopi.org

Please indicate in the subject line: PARTNERS AND GRANTS MANAGER VENEZUELA.

Deadline: 27/10/2026.

If suitable candidates are available, the application period may close before the indicated date. COOPI reserves the right to contact only those candidates deemed suitable and shortlisted.