Vacancies at Trocaire

Key Responsibilities

Grant Management:

• Coordinate the full grant lifecycle from award set-up to close-out, ensuring compliance with donor regulations and Trócaire policies.
• Facilitate grant kick-off, review (including mid-term) and close-out meetings, documenting key decisions, risks and action points, and tracking follow-up actions, owners and timelines.
• Coordinate regular check-ins with Programme, Finance and MEAL colleagues to monitor progress against grant commitments (programmatic and financial) and agree corrective actions where required
• Work with Programme and MEAL teams to verify data accuracy and strengthen evidence for donor reports, grant reviews and learning.
• Support preparedness for donor spot-checks, monitoring visits and audits, including coordinating documentation, briefing relevant teams and accompanying field visits as required.
• Work with Programme, MEAL and Finance teams to maintain a portfolio-level grants risk and issues log (compliance, reporting, audit, partner performance), updating it monthly and escalating high-risk items with recommended corrective actions.
• Contribute to internal learning and continuous improvement by capturing lessons learned and good practice from audits, report reviews and close-outs, and supporting updates to tools and systems (templates, checklists, trackers and filing conventions).

Business Development Support

• Provide structured administrative support to business development by maintaining the funding pipeline and donor/grants systems (e.g., Salesforce and trackers), ensuring opportunities, deadlines, contacts and submission records are accurate and up to date.
• Coordinate routine donor due diligence and registration updates (portals, compliance documentation, organisational capacity statements/templates), under the direction of the BDGM.

Capacity Building:

• Provide orientation and refresher sessions to programme and partner staff on grant management tools, donor compliance and use of Salesforce.
• Support the development and periodic update of SOPs and guidance materials to standardise grant management practices across the programme.
• Act as an accessible technical resource for colleagues and partners, encouraging proactive engagement on grant management questions.

Requirements

Essential Requirements

• Bachelor's Degree in Development Studies, Business Administration, International Relations, or related field.
• Minimum of 3 years professional experience in grant management, preferably within an INGO context.
• Demonstrated experience managing grants from institutional donors (e.g., ECHO, USAID, FCDO, UNICEF).
• Exceptional organisational skills, attention to detail, and ability to manage multiple tasks simultaneously.
• Strong Excel skills and numeracy, with the ability to manage compliance trackers, reporting calendars and basic financial monitoring for grants.
• Excellent written and oral communication skills in English.
• Strong interpersonal skills, with the ability to engage effectively with diverse teams and external stakeholders.
• Proficiency in standard software applications and Salesforce or other grant management systems.

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• Trócaire is committed to Safeguarding Programme Participants from Exploitation and Abuse and has specific policies on this commitment (including a Global Code of Conduct) which outlines the expected behaviour and the responsibility of all staff, consultants and other organisational representatives.  Any candidate offered a job with Trócaire will be expected to sign Trócaire’s Safeguarding Policies and Global Code of Conduct as an appendix to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.
• Overarching:
• Increase and broaden the institutional funding base of Trócaire’s programmes in Sudan in line with the organisational and country specific institutional funding strategy.
• Coordinate and manage all components of the proposal development process, ensuring a high quality and timely submission to institutional donors, consistent with Trócaire’s Organisational and Country Strategic Plan.
• Support the programme teams in the development of well-designed projects and programmes for submission to institutional donors, consistent with Trócaire’s Organisational and Country Strategic Plan.
• Provide oversight and support to programme staff in the management and compliance of all institutional funding grants and potential commercial contracts in Sudan.
• Position Trócaire as potential partner (sub and lead) for consortia in Sudan.
• Build the capacity of Trócaire’s programme staff and partners to manage existing and future institutional funding grants/contracts.In particular, this role will involve the following components:

Business Development & Programme Growth (50%)

• In close coordination with the Global Partnerships and Funding Unit (GPFU) staff in Trócaire HQ:
• Pre-Positioning: Identify relevant upcoming funding opportunities, track grant forecasts, and using advance intelligence gathering prepare recommendations based on specific bid/no bid decision criteria. Identify potential partners; manage pre-solicitation proposal preparations; participate in pre-design meetings; draft sections of the proposal in advance of the solicitation; coordinate and facilitate design workshops; and support field teams to collect relevant country and technical information that informs design.
• Proposal Preparation and Coordination: Lead the coordination and development of proposals from initial development to grant submission.  Manage partners’ inputs to the cost application; provide technical input to the finance team to support the completion of the cost application in alignment with the technical programme design. Manage the proposal review process and budget alignment and compliance with donor guidelines; build effective working relationships with partners on proposal bids; support the management of consultants recruited to support proposal development; support the recruitment process to ensure identification and inclusion of qualified key personnel in proposals.
• Post Submission: Manage and or/support post submission and lessons learned processes contributing to shared learning. Engage in the Team’s development of best practice and evidenced base approaches utilised in proposals.
• External Engagement and Networking: Identify international and local partners for future opportunities; arrange meetings and calls with partners; conduct potential partner outreach and follow up with subject matter experts for organizing meeting; support technical advisors to develop organisational capability statements in coordination with the GPFU/Programme/Communications team.
• Lead the review and implementation of Trócaire’s country institutional funding strategy, in line with country programme needs and institutional funding landscape and opportunities. 

Grants Management & Compliance (40%)

• Keep up to date with donor regulations, relating to all current grants, and communicate relevant changes to staff, ensuring links with HQ in terms of global donor strategies and updates on regulations.
• Support programme staff to manage grant agreements for all institutional grants including adherence to supply chain and financial management policies and procedures, fraud etc. Keep relevant HQ staff informed about the progress of grant agreements/ contracts through the programme cycle.
• Develop appropriate procedures, tools and operational systems to support partners in adherence to Trócaire and donor compliance requirements, including adherence to Trócaire’s minimum requirements.
• In coordination with programme / finance staff, monitoring and ensure compliance of programmes with donor rules and requirements incl. financial tracking and reporting/amendments, visibility, communication strategies etc for all grants.
• Advise and support programme teams on building the capacities of partners to handle contractual compliance issues, including project audit and verification requirements.
• Support programme staff, and take responsibility for as the need arises, in preparing high quality reports for submission to donors in a timely manner. This will involve close liaison and joint working with institutional funding staff in HQ.
• Support the organisation and follow-up of grant inception meetings, grant review meetings, and grant close out meetings.
• Ensure that all information relating to proposals and donor compliance is stored on Trócaire’s information management system (Salesforce). Work with the GPFU staff in Trócaire’s HQ, as well as the finance and programmes staff in country to ensure Salesforce and Agresso funding figures reconcile.
• Provide training and tools for Trócaire staff and partners entering into new institutional donor contracts, including compliance with regulations on financial management, procurement, audit, reporting, visibility and communications.
• With the Finance & Operations Manager, advise and support programme team and partners on how to comply with donor specific audit and expenditure verification requirements.

Representation / Networking (10%)

• Actively represent the organisation at donor/partner meetings as well as other relevant fora or meetings/workshops which are relevant to Trocaire and our programme in Sudan.
• Ensure maximum visibility of the organisation amongst the NGO/donor community in relevant fora.
• Contribute to the creation of a positive image and overall credibility of the organisation, notably through the application of Trocaire’s Code of Conduct, ethics, values and standpoint with regard to internal and external actors.
• Other
• Carry out any other responsibilities as requested by the Programme Manager.

Requirements

Qualification

• Third level qualification in Development, Humanitarian, Business Administration or related field of study

Experience

• Minimum of 3-5 years’ experience working in overseas development and the humanitarian sector