Requisition ID: req23068

Job Title: Grants Coordinator

Sector: Grants

Employment Category: Regular

Employment Type: Full-Time

Open to Expatriates: No

Location: Addis Ababa, Ethiopia

Job Description

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, the IRC offers lifesaving care and Life-changing assistance to refugees forced to flee from war or disaster. IRC has been working in Ethiopia since 1999 and is implementing integrated, community-managed programs aimed at improving the quality of lives and recover of livelihood of disaster-affected population’s through promoting individual participation, strengthening institutions and emergency response.

Grants Coordinator

The Grants Coordinator will supervise Grants team members and provide grants development, grant management, budget support, and compliance support to the Ethiopia Country program. The Grants Coordinator will assist in the development of proposals and be responsible for coordinating the development and submission of all donor reports. The person will be responsible for tracking, documenting, and saving project-related information for program continuity. This position is based in Addis Ababa with occasional trips to field sites, if needed. The person will also work collaboratively with all of the Grants and Partnership Unit members, the technical coordinators, operations team, and the finance team. The IRC Ethiopia is made of grants mostly from ECHO, EU, BHA, BPRM, DFID, SIDA, GAC, UNICEF, UNHCR, OCHA and private foundations.

Responsibility

Proposals

• Coordinate and as needed own the coordination proposal development and amendments (including budget development and amendment) working with program staff, gathering input from technical coordinators, technical advisors, the Finance Department, Research, Monitoring and Evaluation staff, and the Regional Unit. This includes facilitating a design meeting.
• Ensure accurate review of new proposals or amendments, prior to HQ and donor submission.
• Ensure accurate review of new budgets and realignment/modification budgets prior to donor submission, incorporating all feedback and ensuring that budgets are error free.
• Coordinate and develop budget narratives, edit proposals, and ensure proper proposal and grant management procedures are followed.
• Act as focal point with donors in-country for the proposal development process, as needed.
• Collaborate closely with IRC NY, UK & DG grant units to ensure proposals meet internal standards, apply IRC’s Outcomes Evidence Framework (OEF), are in line with IRC Ethiopia’s Strategic Action Plan (SAP) and are donor compliant.

Reporting

• Coordinate all reporting for Grants and ensure quality control of reports, coordinating HQ reviews and approvals before submission to the donor. Send out monthly info to team members on all reports due in the coming 60 days.
• Ensure that reports to donors are submitted on time and are coherent and accurate (quarterly, interim or final reports); and that the internal reporting tracker and OTIS reporting info are up to date.
• Ensure all Project Cycle Meetings (PCM) are set up using the latest PCM guidance, as well as monthly/regular grants management meetings (BVA meetings) which include representation from each unit (finance, programs, logistics) are timely held, which include any follow up needed.
• Coordinate proper grants management.
• Ensure Grants Tracker and other information management systems are up to date.
• Monitor burn rates and implementation progress and flag grant underperformance and compliance issues to relevant Field Coordinators, Program Coordinators and the Senior Management Team. Support follow-up actions to resolve grant challenges.
• Monitor and support the use of management tools such as Budget vs. Actual (BVA) for the proper monitoring and the successful implementation of programs and early warning in case of obstacles or challenges.
• Lead capacity development of Program staff to ensure that they have the skills and knowledge on how to write donor reports.

Donor Compliance

• Review donor agreements and coordinate their review with the relevant IRC HQ office. Coordinate and support the team to acquire DOAs prior to grant signatures, as needed.
• Ensure that grants are implemented in compliance with IRC and relevant donor regulations.
• Obtain compliance guidance from HQ as needed.
• Coordinate the development of grant summary sheet as part of the PCM guidance.
• Maintain accurate records of all grants, including donor correspondence, budgets, awards, and reporting.

Communications and Information Management

• Act as a focal point for donor communications. Communicate with donors and attend donor meetings in order to share IRC’s accomplishments as well as to stay up-to-date on the latest donor developments and requirements.
• Lead all aspects of the distribution to IRC staff in Addis, HQ and field offices of all documentation (grant proposals, reports, budget, etc.) related to their specific programs.
• Coordinate that all visibility requirements for the grants in the portfolio are met in a timely manner and accurately documented.

Team Management and Capacity Building

• Coordinate and give overall leadership for IRC’s Grants team to consistently deliver high quality results.
• Provide orientation and on-the-job training to the Grants team members.

Administrative

• Ensure OTIS, Shared Drive (Box) and Hard Copy data is up to date for all assigned new proposals and grants. Secure all OTIS approvals for these proposals prior to submission to the donor.

Other

• Complete special projects as assigned by the Sr Grants Coordinator that may fall outside the job description and backstop the Sr Grants Coordinator, as needed.
• Perform tasks and take the responsibility on behalf of the Sr Grants Coordinator when absent

Qualifications

• Proficiency in English, spoken and written, is the most important requirement for this job; Proficiency in Amharic required. (The written English skills will be tested through an exam)
• Advanced MS Excel and Math skills required (skills will be tested through an exam)
• Bachelor's or Master’s degree in Business Management, International Affairs, Social Sciences, strongly preferred
• At least 5 years of experience in program management and or grants management and proposal/business development/design; or
• At least 1 year of management experience
• Prior knowledge of donor (ECHO, EU, USAID, BHA, BPRM, DFID, SIDA, GAC, UNICEF, UNHCR, OCHA etc.) and government regulations preferred
• Good communication with strong organizational, time management and analytical skills
• Excellent interpersonal, cultural and respectful skills
• Flexibility to adapt to changing requirements
• Strong capacity to mentor and build capacity of staff
• Ability to balance priorities, meet demanding deadlines and work under pressure in unstable security environments
• Strong digital literacy required
• Previous successful experience developing projects, writing winning proposals and donor reports preferred.

How to Apply

CLICK HERE

Professional Standards: 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 Anti-Retaliation and Combating Trafficking in Persons

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

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