Deputy Grants Coordinator

The International Rescue Committee (IRC) has implemented education programs in Afghanistan for over 20 years and has reached over 5 million beneficiaries in Afghanistan and Pakistan through education, protection, community-driven reconstruction, health, economic recovery, and emergency response programs.

Scope of work

Reporting to the Grants Coordinator, this role will focus on coordinating the oversight of grants management processes, working within the grants team to produce high quality donor reporting, support program development initiatives, and conduct capacity building. The Deputy Grants Coordinator will be responsible for providing program and support teams with general grants management support and advice on donor compliance and IRC regulations. Based in Kabul, this position will be an integral component of the grants team and is ideal for a highly self-motivated and enthusiastic team player with strong compliance and capacity-building experience, who can produce specific deliverables within a limited time period.

Responsibilities

1. Grants Management (approx. 60% of time)

Manage the full life cycle of grants within a defined portfolio and overseeing contract and award management

• Oversee approvals and process grant agreements according to IRC grants procedures.

• Coordinate and review grants management planning documents.

• Support coordination of program cycle meetings to ensure close implementation and financial oversight, and identify challenges, delays, or deviations from the project plan.

• Share and track grants management action points and minutes.

• Track reporting deadlines (calendars / grants tracker).

• Coordinate quality donor reporting in line with donor expectations and timely submission.

ensure that finalised reports are circulated internally with technical and programme colleagues.

• Ensure that effective channels of internal and external communications related to grants are established and respected.

• Ensure that senior management and technical leads understand donor communication protocols and provide copies of correspondence for files.

• Ensure quality information management related to grants by overseeing the regular and timely maintenance of online grant files (OTIS and Box), reporting calendars, and updating of internal IRC documentation and Grant Unit tools.

• Lead grant revisions, cost extensions, no-cost extensions, budget realignments, and other as required.

• Conduct capacity building of IRC program and support teams by facilitating trainings and providing support in report writing, budget management, indicator tracking, IRC-specific tools, and other topics as/if needed.

• Lead sub-award management processes where relevant.

• Conduct vetting and due diligence of potential new partners.

• Coordinate monitoring and capacity strengthening plans for sub-awards.

• Coordinate review and submission of sub-award reports .

2. Business Development (approx. 20% of time)

• Contribute to program development, including compilation/editing technical narratives, development of budgets and budget narratives, drafting of required annexes, etc.

3. Compliance (approx. 20% of time)

• Maintain a broad and deep understanding of relevant donor policies, regulations, and procedures.

• Extract relevant donor compliance regulations from the grant agreement and develop compliance summary sheets.

• In consultation with the Grants Coordinator, provide guidance on compliance questions.

• Proactively identify compliance risks throughout the portfolio and advise programs, support teams and senior management on necessary actions.

• Provide support to cascade information on compliance regulations on to partners.

• Liaise with IRC colleagues in US, UK, and Germany about specific compliance issues and clearly communicate these issues through to relevant colleagues in the field

• Financial management of projects including review of budgets, financial report, and spending plans

• Representing IRC in meetings with donors and other stakeholders.

Key working relationships

Position Reports to: Grants Coordinator

Position directly supervised: Grants Manager

Indirect Reporting: may involve indirect supervision of 1 Grants officer

Other Internal and/or external contacts: Senior Grants and Accountability Coordinator, Deputy Grants Coordinator (National),Partnership Manager, Program Coordinators, Grants staff, Finance Controller, Supply Chain Coordinator, MEAL Coordinator, Technical Advisors, HQ and Regional Awards Management and Program Development Staff.

Qualifications

• Master’s Degree in social studies or a related field.

• At least three years of international work experience in relief programs; regional and emergency programming experience preferred.

• Demonstrated strong experience in donor reporting, with very strong English writing, editing, and critical analysis skills.

• Demonstrated successful experience in grants management, with proven experience in managing large multi-donor (including European and US) portfolios

• Demonstrated strong experience in capacity building of national and international staff

• Strong ability to communicate concisely and with impact.

• Excellent writing skills and experience in program design, including logical frameworks and budgeting

• Good time management and coordination skills, with ability to lead tasks independently

• Ability to work well under unstable security, administrative, and programmatic pressures.

• Fluent in spoken and written English.

National candidates are encouraged to apply.

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

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, colour, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.