Norwegian Refugee Council
Position Title : Regional Grants Coordinator
Reports to: Head of Programme Support Unit, MERO
Supervision of: N/A
Duty station: NRC MERO Amman, Jordan
Travel: up to 40%nin areas of operations
All NRC employees are expected to work in accordance with the organization’s core values: dedication,
innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and
relationships.
Background:
NRC currently has over 3,000 staff across the Middle East dedicated to assisting people affected by conflict
in Jordan, Syria, Lebanon, Iraq, Libya and Palestine. Its humanitarian interventions are based upon its
programming expertise in the Core Competencies of Shelter, Education, WASH, Livelihoods and Food
Security, and Information Counselling and legal Assistance (ICLA) to vulnerable displaced people that were forced to flee .
Role and Responsibilities
The Regional Grants Coordinator will contribute to achieving quality programming by closely supporting the
Regional Head of Programme Support Unit in ensuring effective programme support and regional grants
management.
This includes internal and donor compliance requirements, proposal development, timely and quality grant
reporting, revision and review, and acting as the focal point for the key mandatory activities under NRC’s
Project Cycle Management (PCM) for regional projects
S/he ensures NRC programme/support teams and managers of regional grants are informed of relevant
donor compliance regulations and NRC procedures, manages donor and other external reporting, and
coordinates grant revisions. S/He ensures that relevant stakeholders have access to up-to-date grants-related
files and information in soft and hard copies.
S/he is the focal point for maintaining NRC’s grants management tracker and GM software (Cycles) and for
information management of NRC’s MERO Filing Tree and OneDrive system Groups. The ideal candidate will
be detail-oriented, able to work under tight deadlines, and able to quickly understand and elaborate
information from multiple sources. Substantive information management knowledge required.
The following is a brief description of the role:
1. Adherence to NRC policies, guidance, and procedures;
2. Support the development of donor proposals and reports, as well as ensuring donor compliance and
quality control;
3. Coordinate the overview and maintenance of grants, donor requirements, rules and regulations, and
internal and external deadlines for reports and revisions;
4. Contribute to PCM procedures and usage of the NRC PCM framework for Regional Grants, including
Grant Opening meetings, Progress review meetings and Grant closing meetings
5. Work closely with finance team to ensure consistency across narrative, logframe and budget
6. Ensure strong coordination between different stakeholders involved in the grants management,
including maintenance of donor communication for aspects related to management of regional
grants
7. Maintain filing system in line with NRC standards, and ensure proper filing of all grants related
documents;
8. Promote the rights of displacement affected peoplein line with NRC’s advocacy strategy.
9. Perform other duties in line with the Programme Support Unit ToR and as assigned by Line Manager.
Specific Responsibilities
Funding Identification and Proposal Development
1. Initiate the go/ no-go discussion for identified Regional funding opportunities and record discussions
and completed checklist;
2. Organise proposal planning meetings for Regional opportunities and coordinate proposal
development
Donor Compliance and Grant Agreement
1. Review donor contracts using NRC checklists, flag any points that might challenge NRC’s procedures
and support contract negotiations;
2. Summarise in writing, key reporting and compliance requirements (compliance checklist) including
issues to be raised during Grant Opening Meetings;
3. Be familiar with all NRC organisational and donor portfolio compliance requirements and ensure high
quality management of grants through meeting of internal KPIs and deadlines;
4. Support and advise programme and support colleagues with queries related to donor compliance on
grants within portfolio and ensure appropriate donor templates are readily available;
5. Work with other departments (programmes, finance, M&E, Compliance) to ensure all supporting
documentation such as e.g. distribution lists are secured, ready and available for internal and
external monitoring processes (e.g. audits);
Project Cycle Management and Reporting
1. Ensure Grant Opening Meetings are set-up and take place within 30 days of the grant being activated
and all mandatory internal documents are in place (internal logframe, internal budget, procurement
plan, work-plan and M&E tools).
2. Schedule Progress review meetings and follow up on COs progress review meetings
3. Coordinate and consolidate the development of donor reports and revisions/modifications, ensuring
consistency between narrative and financial reports and that they meet NRC and donor quality
standards;
4. Highlight critical financial issues such as under/over spends to finance and budget holders, and follow
up in writing when discussed verbally;
Support close out of Regional and regional grants, including project close-out meetings and audit
5. Ensure all key grant documents are available in soft and hard copies by maintaining a high quality
information management/filing system and updating NRC’s grants management system (Cycles) on
a daily basis;
6. Develop and maintain overview of all grants through the Grants Tracker/Cycles, donor
requirements, rules and regulations, and managing PCM calendars and invites for internal and
external deadlines;
7. When relevant, the Grants Coordinator draft ToR and is part of the steering committee of External
and Internal Evaluations, After Action Reviews.
Programme Support Unit
1. Assist with research being carried out under the regional grants upon request from the relevant
unit, and as agreed with the Line Manager;
2. Carry-out monthly quality check and control of CO Reconciliation of Deliverables (RD) using the
“spot check” sheet in the RD form. The Regional Grants coordinator liaise with the RPA, the
RHoPSU and RPD for scoring and reviewing the reconciliation sheet. S/he provides written feedback
regarding the quality checks and controls to RPA who will provide feedback to HoP on the RDs
monthly. S/he enters recommendations into the MERO Recommendations Tracker.
3. Provide ad-hoc support to other units in MERO Programme Unit, or to Grants Units in Country
Offices, as agreed with the Line Manager
4. S/he supports on country strategy processes upon request from the CO.
5. S/he keeps track and share information as per relevant on Major Projects PCM
6. S/he supports Geographic Meeting preparation and facilitation
Critical interfaces
By interfaces, NRC means processes and projects that are interlinked with other departments/units or
persons. Relevant interfaces for this position are:
• NRC MERO – Regional Head of Programme Support Unit, Regional Programme Advisors and Finance
Controller
• Regional Head of Programme Units (Better Learning Programme Unit, Durable Solution Unit, Core
Competency Unit)
• Country Offices- Grants Coordinators/Managers / Heads of Programme
Competencies
Competencies are important in order for the employee and the organisation to deliver desired results. They
are relevant for all staff and are divided into the following two categories:
a. Professional competencies
Generic professional competencies for this position:
• At least 4 years’ of relevant experience in a related field;
• Experience of donor relations and grants management (e.g. with institutional humanitarian and
development donors);
• Experience working in complex environments and with displaced populations;
• Good understanding of donor rules and regulations;
• Proven skills and experience in report and proposal development and working with multiple donors;
• Good personal organisational skills, including time management, and ability to meet deadlines and
work under pressure;
• Staff capacity-building experience;
• Willingness to travel to area offices and work in difficult environment according to travel
requirements.
Context related skills, knowledge, and experience:
• Good communication and interpersonal skills;
• Strong organisational and team working skills;
• Good cultural awareness and sensitivity;
• Ability to work under pressure, independently and with limited supervision;
• Excellent written and oral communication skills in English;
• Knowledge of the NGO operations and the dynamics of the humanitarian sector;
• Above average computer skills, particularly in Microsoft Windows Word and Excel;
• Holds self accountable for making decisions, managing resources efficiently, holds the team
accountable to deliver on their responsibilities.
2. Behavioural competencies (max 6)
These are personal qualities that influence how successful people are in their job. NRC’s Competency
Framework states 12 behavioural competencies and the following are essential for this position:
• Planning and delivering results
• Working with people
• Communicating with impact and respect
• Analysing
• Influencing
• Handling insecure environments
Performance Management
The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC
Performance Management Manual. The following documents will be used for performance reviews:
• The Job Description
• The individual Work- and Professional Development Plan
• The Competency Framework
PS: this position is open to Jordanian nationality holders only and will be on NRC MERO national contract the end date of this contract will be 31 Dec 2023 with possibility of extension subject to funding availability and the incumbent’s satisfactory performance