Grants Coordinator at International Rescue Committee

Position overview

• The Grants Coordinator is responsible for the timely and effective management of a multi-donor grant portfolio. This position manages all functions of the grants unit at IRC Sudan XB, inclusive of proposal development, reporting, donor compliance, and other administration.  
• The Grants Coordinator reports to the Deputy Director for Programs (DDP) The position will work closely with the program sector leads, MEAL Coordinator, Partnerships Coordinator, and finance department. 
• This is a remote position supporting work in Sudan. Periodic travel to Sudan may be required, including to remote locations. 

Responsibilities

Proposal Development 

• In collaboration with the DDP and HQ colleagues, proactively identify new funding opportunities by monitoring and analyzing donor strategies and funding trends. 
• Support the DDP and program sector leads in the development of new program design. 
• Prepare for and lead Go/No Go meetings for funding opportunities as required.
• Assist in ensuring that Go/No Go discussions and program design are consistent with the SAP partnership ambition and program approach.
• In coordination with the Partnerships Coordinator, proactively engage partners in program development efforts.
• Ensure robust and effective representation and resourcing of IRC’s partnership strategy, approach and management in donor proposals and reports.
• Oversee the development of all concept notes and proposals, acting as or delegating responsibility for lead writer or editor. Develop efficient process management tools for proposal development. 
• Outline and communicate clear roles and responsibilities and timelines for each department. Facilitate effective cross-departmental coordination.  
• Thoroughly review all proposal documents to ensure coherence throughout narratives, logframes, and budgets. 
• Act as focal point with HQ during proposal review, editing, and submission. 
• Ensure all proposal outputs are accurate, complete, of high quality, and submitted on time. 

Grants Management

• Act as focal point for communications with HQ on all grants administration functions. 
• Review donor agreements and coordinate their review and signature with relevant HQ offices. Coordinate the approval of pre-award spending as required. 
• Coordinate with the Partnership Lead to obtain any necessary donor approvals relating to partnerships.
• Lead and/or support all project revisions, amendments, and budget realignments. 
• Serve as the country program expert on the facilitation of Project Cycle Meetings (PCM), including project design, opening, implementation, closing, and learning meetings. 
• Actively promote full partner participation in program delivery in the context of PCM.
• Maintain and disseminate a regularly updated grants tracker. 
• Ensure all departmental communication with IRC colleagues and donors is constructive, clear, and organized.
• Maintain a well-organized and comprehensive information management and grants filing system.
• Ensure IRC’s internal Opportunity Tracking Information System (OTIS) is updated and maintained throughout the awards lifecycle 
• Participate in due diligence processes and collaborative partnership risk management as appropriate.
• Strengthen the capacity of IRC and partner staff in grants management functions by facilitating trainings and providing targeted support as required. 

Donor Compliance

• Provide programs and operations teams with routine technical guidance to ensure that all grants are implemented in compliance with IRC and donor regulations.
• Coordinate with HQ on specialized compliance matters as required. 
• Proactively raise potential compliance issues to senior management; work closely with HQ compliance colleagues to resolve any related concerns. 
• Disseminate existing resources on donor compliance, liaise with regional counterparts for the development and updating of compliance cheat sheets for all grants.
• In coordination with the DDP and Advocacy Coordinator, assist in ensuring appropriate and effective IRC and donor visibility in program sites and materials. 

Reporting

• Oversee the development and delivery of all internal and external reports in collaboration with the programs, finance, and MEAL departments. 
• Maintain a comprehensive reports tracker and regularly communicate with all relevant team members about upcoming deadlines and specific report requirements. 
• Lead the production of high-quality and well-written reports which meet donor and IRC requirements. 
• Thoroughly review and confirm that all reports and supplementary documents are complete and accurate.
• Coordinate HQ and technical unit reviews and approvals prior to donor submission. 
• Ensure strict compliance with internal and donor deadlines.
• Departmental Leadership and Staff Management
• Lead the grants unit and provide professional development opportunities for staff as needed.
• Ensure clear delineation of roles and responsibilities and logical portfolio allocation for all team members.
• Coordinate performance management within the department and ensure a culture of high performance through staff engagement and accountability. 
• Oversee recruitment of new staff as required. Ensure comprehensive onboarding and training for new hires. 

Other

• Other relevant duties as assigned by supervisor to further IRC programs.

Qualifications

• Minimum of six years of experience in humanitarian grants management in a multi-donor, multi-sector working environment. 
• Demonstrated experience in an inter-departmental coordination role and the ability to communicate with and balance the priorities of a range of stakeholders. 
• Exceptional English writing and editing skills required. Able to draft and edit detailed technical documents for donor submission with minimal oversight.
• Extensive experience leading the successful development of large multi-sector funding proposals. 
• Advanced skills in donor report drafting and compilation, including the coordination of inputs and across different departments. 
• In-depth knowledge of institutional donor compliance required. 
• Exceptional advance planning and organizational skills. Able to effectively prioritize and follow multiple activities and deadlines simultaneously. 
• Previous experience in a conflict-affected or protracted crisis setting strongly preferred.