Grants Coordinator

  • Contractor
  • Ukraine
  • TBD USD / Year
  • IRC profile




  • Job applications may no longer being accepted for this opportunity.


IRC

Between February 7-23, 2022, an IRC team undertook a scoping mission covering Poland and Ukraine to better understand the context, humanitarian and civil society landscape, and anticipated service gaps in the event of an escalation of conflict in Ukraine and consequent displacement into neighboring Poland. As of February 24th, the IRC has pivoted to an emergency response, and have identified partner agencies in Ukraine and Poland to facilitate immediate assistance that can be used where it is the most needed. Simultaneously, the IRC is establishing operations across Ukraine and Poland to complement partner response services either in breadth or scale.

Job Overview/Summary

The overall aim of grants staff is to ensure that there is a positive donor relationship and that awards are managed efficiently and effectively to meet the needs of our clients. Grants supports the IRC’s mission in helping people whose lives and livelihoods are shattered by conflict and disaster, including the climate crisis, to survive, recover, and gain control over their future by ensuring funding is available for country offices to implement quality programming. The Grants Coordinator, in collaboration with the Deputy Director for Programs (DDP), will provide support on all components of the grant lifecycle to ensure on-track, on-time, and on-budget implementation. This will including managing the process from initial evaluation to proposal development to grant management to closeout, developing and strengthening systems to support pre-award, post-award, and communications that enhance IRC Ukraine’s external and internal visibility.

Main responsibilities

Concept note and proposal development

• Participating in the go-no-go (GNG) process, whether by coordinating the meetings or by documenting and circulating notes,

• Creating and ensuring the OTIS opportunity and overview is correct throughout the proposal development process, and that all workflows are completed,

• Coordinating concept note and/or proposal development (including logframe meetings) and working with program staff, partnerships unit, technical advisers, and regional teams on the development of donor-required concept note and/or proposal materials aligning IRC strategic approach to donor requirements,

• Ensuring all proposal signoffs and approvals at the country and regional level have been obtained, and

• Preparing the final donor-facing versions for submission, and in some cases, directly submitting to the donor

Reporting and Award Management:

• Organizing and storing key award files and project management files on IRC’s systems and that all staff have access to and utilize the accurate award files,

• Completing agreement review for new awards alongside HQ,

• Ensuring an accurate reporting calendar for the whole portfolio,

• Managing the reporting processes for the IRC and its partners to meet internal (e.g. HQ) and donor deadlines with high-quality reports,

• Supporting accurate budget management by monitoring burn rates using the BvA and spending plans,

• Monitoring progress against indicators through collaboration with MEAL tools and resources, and

• Proactively monitoring awards to avoid amendments, however if one is identified, ensuring the amendment process is effectively followed aligning to IRC processes

Coordination and Communication:

• Ensuring proper review of donor facing materials, including proposals and reports, by HQ regional grants team, TAs, MEAL, DDP/CD,

• Notifying country program staff or partnerships of any changes to awards, including proposal approvals, amendment approvals, T1 updates, or key donor needs,

• Keeping written publications and internal planning files aligned to IRC branding guidelines, and

• Coordinating donor meetings and preparing written ad-hoc updates for donors, particularly those for critical context shifts

Project Cycle Management (PCM):

• Consolidating key files and ensuring these files are appropriately stored on Box,

• Developing and maintaining the schedule for PCM meetings per IRC standards,

• Acting as country program focal point for PCM guidance,

• Scheduling and participating in the meetings, and

• Ensuring that the meetings are used to discuss cross-departmental coordination and any pain points between departments

Donor and IRC compliance:

• Providing guidance on donor regulations during both proposal development as well as upon award start-up,

• Creating and maintaining a compliance cheat sheet that is accessible to all staff with key award considerations based on the agreement, and

• Responding to compliance queries, coordinating with HQ regional grants team as needed for complex cases

Key Working Relationships

Position Reports to: Deputy Director of Programs (DDP)

Position directly supervises: Grants Manager(s)

Works closely with: Country Director, Program leads, Finance lead, Operation teams, Partnerships

Indirect Reporting: n/a

Requirements:

• Grants or project management experience, preferably within the humanitarian sector

• Proven ability to communicate requirements and standards across departments, promote collaboration and provide grants development and compliance training to staff and partners

• Substantial experience in grants management or humanitarian program management, including working in emergency/conflict areas

• Knowledge of UN (UNHCR/ UNDP/ UNICEF/WHO), US (USAID/BHA), EU (ECHO/ EC) and UK (DFID) donor regulations, procedures, and requirements

• Exceptional English writing skills, Ukrainian speaking candidates highly preferred

• Previous experience in establishing high quality program monitoring systems and/or budget development strongly preferred

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way – Standards for Professional 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, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

How to apply

https://rescue.csod.com/ux/ats/careersite/1/home/requisition/27439?c=rescue


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