Grants Coordinator | - 2015

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home. The IRC has been operating in South Sudan since 1989 and currently operates in Northern Bahr el Ghazal, Lakes, Unity, Jonglei and Central Equatoria states. Currently, IRC South Sudan implements health, nutrition, economic recovery and development (food security and livelihoods), protection, women’s protection and empowerment and environmental health (WASH) programming.

JOB OVERVIEW : The Grants Coordinator (GC) is the focal point for program design and 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. The Grants Coordinator will work closely with the in-country program teams and will report to IRC’s South Sudan Deputy Director of Programs (DDP). In addition, the GC will be responsible for managing and building the capacity of the Grants Managers.

MAJOR RESPOSBILITIES:

The Grants Coordinator shall:

Proposal Development

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
Liaising with programs and finance staff regarding proposal writing and budgeting
Writing or compiling and managing review of proposals

Packaging proposals for submission.

Maintain a track record of lessons learned from proposal development and donor responses.

Liaise with NY and UK grant units in order to ensure proposals meet internal standards, apply IRC Program Framework principles and are donor compliant.
Participate in all internal program strategy meetings with senior management team.

Reporting

Lead reporting process, coordinating with in-country staff for updates and HQ for approvals before submission to the donor.
Ensure that reports to donors are submitted on time; that reports are coherent, accurate and compliant with donor regulations (monthly, quarterly, interim or final reports).
Play a key role in Grant Opening and Closing meetings, as well as monthly/regular grants management meetings which include representation from each unit (finance, programs, and logistics) and ensure proper follow up of issues raised.

Donor Compliance

Maintain contact and coordinate with donors regarding grant implementation, compliance and other requirements, in coordination with senior management.
Actively participate in relevant donor meetings and coordinate meetings as necessary.
Review donor agreements and coordinate their review with the relevant IRC HQ office.
Provide technical guidance on IRC and donor regulations to ensure compliance within operations, program implementation and reporting, in coordination with IRC’s HQ and IRC UK, when necessary. Raise compliance issues proactively with senior management as necessary.
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.
Ensure that partnership and sub-grant related administrative processes and procedures are consistently implemented throughout the program, including pre-award compliance checks, agreements, and disbursements and reporting.
Respond to donor, auditor and external requests as needed.

Staff Management and Development

Coach, train, and mentor staff with the aim of strengthening their technical capacity, exchanging knowledge within the team and providing professional development guidance.
Supervise and mentor direct-report staff, including communicating clear expectations, setting performance objectives, providing regular and timely performance feedback, and leading documented semi-annual performance reviews.
Provide constructive feedback and counsel on appropriate career paths and professional development.
Promote and monitor staff care and well-being; approve and manage all leave requests to ensure adequate coverage.
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.

Other

Undertake other key grants management, program development, monitoring and evaluation, communications and external relations activities as requested

JOB REQUIREMENTS:

Graduate degree – international development or similar, or Bachelors Degree with significant grants management experience and superior writing skills
At least three years of experience working in projects and/or grants management, proposal/business development/design, in various contexts
Strong understanding and knowledge of USG (USAID/OFDA/BPRM), European (ECHO, SV, Danida), DFID, UN (UNHCR/UNFPA/UNDP) and other donor rules and regulations
Proven competency with program design, M&E, proposal writing (including logical frameworks) and building budgets using MS Excel
Excellent writing skills and experience in writing proposals/concept notes
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; and
Able to work well both within a team and independently, in a challenging and fast-moving multicultural environment
Familiarity with international IRC systems and processes a plus;

WORKING ENVIROENMENT:

Security level orange – The situation in the country in general is calm but remains tense and unpredictable; concerns include criminality, presence of armed troops, and looting. There is active conflict in many parts of the country and a possibility for further expansion of the conflict and violence into other areas and other states.

The position is based in Juba. Lodging is a private bedroom in a shared IRC guest house – with electricity, internet and cable TV. Food is the individual’s responsibility. Field office housing is more basic, i.e. in traditional huts or tents with separate shared latrines and showers.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.