Grants Coordinator Job at International Rescue Committee

SCOPE OF WORK: The Grants Coordinator is the focal point for proposal development, donor reporting, grants information management and grants management capacity-building efforts. The Grants Coordinator also supports programmatic and budgetary monitoring, compliance with donors and internal IRC rules and regulations.

Responsibilities

• Lead direct management of Grants Unit staff and provide professional development as needed
• Support the Deputy Director Programs and Country Director in searching new funding opportunities, maintaining good relation with current donors and updating the Fundraising Plan.
• Lead the development of proposals for submission to donors in coordination with sector leads and the finance and operations teams. Including:
  • Analyzing requests for proposals
  • Organizing and managing the use of timelines, templates and guidelines for proposals
  • Organizing proposal development meetings
  • Assisting with aligning proposal logical frameworks with the Outcomes and Evidence Framework
  • Liaising with programs and finance staff regarding proposal writing and budgeting
  • Writing or compiling and managing review of proposals
  • Consolidating budget inputs and linking to the donor format for onward review by the Finance Controller and Regional Finance Controller
  • Packaging proposals for submission
• Lead day-to-day aspects of donor reporting processes to ensure the timely submission of accurate programmatic reports, and coordinate with the Finance department to ensure timely submission of budget modification requests and financial reports. This includes tracking and disseminating reporting schedules and templates, as well as, reviewing and submitting reports to donor.
• Lead management of the online Budget vs. Actual system in line with country office procedures. This includes managing monthly BvA tracking, meetings and action points.
• Ensure quality information management through regular maintenance of grant files, reporting calendars, timely submission and updating of internal IRC documentation and other Grant Unit tools, including coordination and preparation of documents and files for internal and external audits.
• Monitor and facilitate compliance of programs with donor and IRC requirements and raise issues affecting external/internal compliance.
• Assist in preparing, reviewing and modifying memoranda of understanding and grant agreements.
• Lead in the organization, preparation and follow-up of grants operations meetings. Including the management and ongoing revision of salary/operations mapping tools and spending plans.
• Build grant management capacity of field staff by facilitating training, and providing one on one follow up support in report writing, proposal development and other related topics.
• Responding to donor, auditor and external requests as needed.
• Lead management of implementing partners in line with internal protocols.
• Support the realization of key grants-related milestones and activities within the Somalia Strategic Action Plan.
• Undertake other key grants management, program development, monitoring and evaluation, communications and external relations activities as requested.
• Enhance the country office profile by maintaining country wide and sector fact sheets, updating Somalia page on the IRC website, providing relevant information for dissemination to donors, regional office, HQ and others as necessary.

Key Working Relationships

The Grants Coordinator reports to the Deputy Director Programs. The Grants Coordinator manages the Grants Unit, which includes 3-4 staff.

Requirements

• Masters degree, in international relations, international development or a related field preferred;

• At least four (4) years of international work experience in relief or development programs, including playing a significant role in, or leading, proposal and donor submissions for institutional donors;
• Prior grants management experience and familiarity with USG (USAID/OFDA), European (DFID, ECHO, Irish Aid), and UN (UNICEF, UNHCR, UNFPA, CHF) donor regulations, procedures and requirements;
• Familiarity with international standards for key program areas (Sphere standards, health, WASH, protection, and gender-based violence);
• Familiarity with international IRC systems and processes preferred;
• Excellent written English skills and budgeting using MS Excel;
• Excellent organizational skills and ability to determine priorities and meet multiple deadlines;
• Detail-oriented with good multi-tasking abilities and communication skills, both oral and written;
• Able to work well both within a team and independently in a challenging and fast-moving multicultural environment.

The position is open both for Kenyan nationals & internationals