Grants and Program Support Manager at International Rescue Committee

Grants Management and Compliance

• Leads grant opening, quarterly review ( PIMS), and close-out meetings in collaboration with the Re: BUiLD Grants and Partnership Senior Coordinator and Program Director, ensuring follow-up on action points from these meetings.
• With guidance from the Re: BuiLD, Grants and Partnership Senior Coordinator, assist with annual updates to the Re: BuiLD Program Strategy and budget realignment for donor approval.

Donor Communication and Reporting

• Assist the Grants and Partnership Senior Coordinator in managing reporting requirements by sharing templates on time, following up on monthly updates, and  Monitor the review schedule to ensure reports are prepared, reviewed, and responsive to donor needs promptly
• Support the Grants and Partnership Senior Coordinator in establishing and maintaining effective internal and external communication channels regarding grants.

Partnerships Management

• Under the guidance of the Re: BUiLD Grants and Partnership Senior Coordinator, support program and operations staff with sub-contract and sub-grant management, including compliance and tracking partner deliverables.
• Advise and guide Re: BUiLD program staff on procurement planning and transactions for sub-contracts and sub-grants, in keeping with donor requirements and IRC policies, procedures, and standard practices

Information Management

• Lead in tracking the submission of reports maintaining file copies in Box and keeping a database of key donor contacts,
• Maintaining a comprehensive information management and filing system that ensures all donor and partner contractual documents, reports, key correspondences, etc. are appropriately filed in up-to-date and consistent soft and hard copies are available as needed.
• Assist in information management, including managing correspondence, filing, establishing procedures for systematic retention, protection, retrieval, transfer, and disposal of records

Administration management 

• Provide administrative support needs across all Re: BUiLD sites. 
• Assist in recruitment and coordination of  onboarding for new staff of  Re: BUiLD program
• Support in financial management, including assisting in budget preparation and tracking,  of financial reports, and preparation of payrolls where necessary. 
• Assist in procuring goods and services, including engaging consultants, and invoicing. 
• Support program team members to organize travel, including working with travel provider(s) to arrange and coordinate travel arrangements, visas, and booking system for Re: BUiLD teams 
• Support the planning of virtual and in-person meetings and workshops, including agendas, compiling and sending relevant pre-reads, taking minutes, and ensuring follow-up of action items. 
• Support managers to track team travel, working from home, annual leave, and general team 
• Whereabouts 
• Assist the Project Director or other Re: BUiLD program senior staff on special projects, as required 
• Assist in managing the Project Director’s calendar 

Requirements 

• 3-4 years of experience in a similar role preferably supporting senior staff 
• A collaborative and confident team player with strong interpersonal and communication skills 
• Ability to successfully and effectively liaise with people in different organizations and different time zones in a multi-cultural environment. 
• Highly computer literate and proficient in the use of Microsoft Word, Excel, PowerPoint, and Outlook. 
• Excellent written English and communication skills. 
• Solid organizational skills, detail-oriented, with ability to handle multiple tasks and prioritize tasks. 
• Resourceful and solutions-focused with the ability to suggest improvements to procedures. 
• Maintains sensitivity, confidentiality, and diplomacy with senior colleagues. 
• Experience arranging international travel and experiencing supporting events and meetings (virtual and in person) are an advantage.