EHAU Grants Coordinator

Job Description

IRC’s Emergencies & Humanitarian Action Unit

The IRC’s Emergencies & Humanitarian Action Unit (EHAU) oversees IRC’s global emergency preparedness and response activities. The mission of the EHAU is to expand and improve IRC’s ability to help affected communities survive in acute emergencies and hard to reach contexts by investing in people, systems, and solutions to complex humanitarian challenges. The EHAU team achieves this mission through ongoing rigorous risk analysis, investing in capacity strengthening of frontline humanitarians, partnership with local actors, offering collaborative support and technical assistance to teams working in emergencies and hard to reach places, and deploying and supporting world class emergency response staff as they help people affected by acute crisis situations.

Job Overview/Summary:

The EHAU Grants Coordinator supports the unit to ensure successful implementation of HQ-level grants for all sections, including approximately 25% of time focused on the Signpost Project. S/he will help ensure basic compliance, accurate financial information, high quality narratives for donor reports, updating key internal systems and processes for effective management of all awards. Working closely with the Director, Finance and Fundraising in Emergencies (DFFiE), this position also plays a key role in the oversight and management of internal emergency funds, ensuring complete reviews for project documents are completed, and monitoring ongoing projects.

They will be the EHAU focal point for entering any new funding opportunities into OTIS, the IRC’s online grant management system, as well as managing and reporting on any governmental or private foundation emergency grants the EHAU obtains. From time to time they will also draft narrative submissions for funding opportunities for the Unit, and, as needed provide back-up grants support to deployed field teams.

Major Responsibilities

Grant Management and Partnership Support

• Ensure high-quality proposal development EHAU HQ or response fund grants and ensure compliance with IRC’s internal online opportunity tracking system (OTIS)

• Produce narrative reports for EHAU’s core funding from external donors, and review financial reports, consulting with and ensuring input from relevant staff

• Oversee the information management and filing system for grant materials, ensuring donor contractual documents and key correspondence are consistently filed

• Maintain a grant tracker and reporting schedule for the unit, and complete internal online grants records for all funding sources

• Support budget realignments and grant amendments/modifications

• Act as compliance focal point for the portfolio, maintaining a broad and deep understanding of relevant donor policies, regulations and procedures

• Support the monitoring of projects to ensure progress against objectives and compliance with donor guidelines, including coordinating regular project monitoring meetings

• Facilitate signatures on grant and partnership agreements, amendments, and other required documents

• For HQ awards, manage the administration of pre-award due diligence processes with all new sub-awards following IRC’s partnership management system, PEERS, and draft sub-award agreements and follow IRC internal review process of all sub-award documentation

• Serve as focal point for PEERS questions for the unit, for both HQ and field teams

• Work closely with Signpost Director, private fundraising teams, and AMU to track on-going grants and support fundraising efforts for that project.

Support to Internal Emergency Funding

• Support project management process for internal emergency funding allocations, including maintaining project tracker, following up with countries/response teams when information is missing, and ensuring regular check-ins are held on time

• Maintain emergency funding information on the IRC’s intranet, RescueNet

• Contribute to Crisis Response Fund reports, and gather project information and analysis as required

Other

• Provide back-up grants support as needed to emergency field teams

Key Working Relationships

Position Reports to: Director, Finance and Fundraising in Emergencies

Position directly supervises: n/a

Works closely with: EHAU Finance Officer; Director, Signpost Project; other EHAU Section Directors as needed

Requirements

• University Degree, or equivalent experience

• 3-4 years’ previous work experience required; humanitarian sector experience preferred

• Attention to detail; Ability to manage multiple, competing deadlines and priorities

• Understanding of American and European institutional donors and their requirements preferred

• Experience with writing, reviewing and editing narrative and financial reports

• Understanding of humanitarian aid and development programming

• Fluency in all standard PC office software such as Excel, Outlook and Word

• Demonstrated ability to successfully work in a fast-paced environment, within and across departments/functions and develop positive relationships with local and remote staff

• Customer service orientation with desire to find creative and timely solutions for field teams

• Excellent oral and written English communications skills required. Additional languages are an added benefit.

EHAU strives to build a diverse and inclusive team at all levels who as individuals, and as a group, embody our culture statement creating a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a unit and deliver the best possible services to our clients.

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

Narrowing the Gender Gap: The International Rescue Committee 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 a flexible hours (when possible), parental leave, transportation support, and gender-sensitive security protocols.

This role can be based in New York or Remote, USA or Nairobi, Kenya.

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Qualifications