Grants Coordinator

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 oPt, inclusive of proposal development, reporting, donor compliance, and other administration.

Proposal Development

• In collaboration with the Deputy Director for Programs (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.
• Outline and communicate clear roles and responsibilities and timelines for each department.
• 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.
• In close coordination with Finance team, facilitate BvAs to bring teams together to ensure sound financial management.
• Serve as the country program expert on the facilitation of Project Cycle Meetings (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.
• Disseminate existing resources on donor compliance.

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.
• Identify and support capacity building of grants team and as requested other team members to understand IRC’s Grants processes.
• Oversee recruitment of new staff as required.

Qualifications

• Between five - 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.
• Extensive experience leading the development of large multi-sector funding proposals.
• Advanced skills in donor report drafting and compilation.
• In-depth knowledge of institutional donor compliance required.
• Exceptional English writing and editing skills required.
• Previous experience in a conflict-affected or protracted crisis setting preferred.
• Exceptional advance planning and organizational skills.
• Excellent interpersonal skills and demonstrated positive attitude.