Grants Coordinator

Job Description

The IRC restarted operations in Sudan in November 2019 after operating from 1982 until 2009, successfully obtaining re-registration in Khartoum with the transitional government, and launching initial programs to support displaced populations in urban settings around Khartoum.

Sudan is experiencing multiple challenges generating including macroeconomic crisis, armed conflicts and displacement, protracted refugee situations and natural disasters, as well as Covid-19. The result of this crisis is large-scale humanitarian need across the country leaving an estimated 9.3 million people in need. On top of this, In November 2020, fighting in the Tigray region of Ethiopia led to the flight of around 60,000 refugees to eastern Sudan, with planning figures estimating up to 100,000 refugees by June 2021.

In response to growing needs in recent months, the IRC has scaled up capacity through the emergency response team, and expanded humanitarian activities in the east of the country in response to the Tigrayan refugee crisis. The IRC currently has one field base in Gedaref in addition to the head office in Khartoum, and is looking to expand in program scale, scope and geographic support over the coming months.

Job overview/Summary

The Grants Coordinator will provide grants development, grant management, budget support, and compliance support to Sudan Country program. The Grants Coordinator will assist in the development of all proposals and be responsible for coordinating the development and submission of all donor reports. She/he will be responsible for tracking, documenting, and saving project-related information for program continuity. In coordination with Deputy Director Programs (DDP) she/he will work with program leads and contribute to fundraising initiatives for the response.

The Grants Coordinator will work in collaboration with all support departments. He/she will report to Deputy Director Programs (DDP).

Main Responsibilities:

Grants & Compliance

• In coordination with DDP ensure that reports to donors are submitted on time; that reports are coherent and accurate (proposal, modification requests, interim or final report).

• In coordination with DDP and Operational Leads, organize Grant Opening and Closing meetings, as well as monthly/regular grants review meetings which include representation from each unit (finance, programs, logistics) and ensure proper follow up of action points raised.

• Monitor grant spending in collaboration with the finance department including presenting concerns and development solutions such as budget realignments, amendments, and other extensions to ensuring compliant spending.

• Monitor and support the use of grants management tools such as FM01s, Budget verses Actuals (BvAs), procurement plans, spending plans, recruitment plans, and activity plans amongst program and operational teams to ensure accurate tracking of implementation and timely alerts to potential challenges/obstacles.

• Coordinate with IRC NY, monitor implementation of program to ensure they are in accordance with donor and IRC internal requirements and act as focal point in all communications with IRC Regional East Africa Unit and IRC NY office on Grants management issues, including sharing of monthly grant tracking updates.

• Proactively work with Finance, HR, and Procurement to identify donor compliance risks and mitigation.

• Maintain accurate records of all grants, including donor correspondence, budgets, awards, and reporting.

• Act as focal point in facilitating proposal and donor report reviews and approvals by technical advisors and other relevant persons at HQ (including maintaining OTIS).

• Act as custodian of documentation of institutional knowledge and program activities in coordination with relevant sector supervisors and coordinators; Ensure saving of relevant information in Box or in handbook-type guidance.

• Correspond with donors on a regular basis to provide programmatic and security updates on this constantly evolving response.

• Train Country program staff on donor compliance, report writing, project and budget monitoring, record keeping, and Grants management.

Proposal Development

• Work with DDP, Technical Coordinators to support the process of quality concept notes, proposals and the development of new projects and funding proposals.

• The Grants Coordinator will distribute proposal development timelines to all relevant staff and hold Proposal Development Kick-Off and Draft Review meetings during this process.

• Assist the Country Director to align new proposals to the Emergency response plan country Strategy Action Plan ( SAP).

• Liaise with NY grants units, technical units to ensure proposals meet internal compliance standards as well as donor compliance; Ensure proper HQ technical review of all proposals while in draft form.

Fundraising & Visibility

• Work with IRC communications leads to share strategic information about Sudan programme and response, including but not limited to, SitReps, success stories, key staff or beneficiary interviews, and photos.

• Support IRC communications and programmatic leads when VIPs or donors come to the field through creation and sharing of relevant two-pagers and briefings, as needed.

Sub-grants/Partnership

• Work with DDP to ensure all implementing partners undergo legal vetting and capacity assessment prior to commencing work with IRC.

• Support the DDP to ensure relevant donor requirements are effectively communicated and understood by implementing partners.

Job Requirements:

• Bachelor's degree in relevant subject area, Master’s Degree preferred.

• A minimum of three years of working experience in grant management for European and US public donors’ humanitarian or development programs.

• Experience living and working in complex humanitarian environments preferred.

• Previous successful experience developing projects and writing proposals to donors.

• Previous successful experience working with and monitoring grant spending.

• Skills and Abilities: Strong proposal writing and budgeting skills, IT proficiency, strong communication and writing skills, good interpersonal skills, ability to work in a team setting, ability and willingness to travel to remote areas, and ability to prioritize high volumes of work to meet tight deadlines.

• Excellent English language in written and verbal communications skills are required.

Standard of Professional Conduct: IRC and IRC employees are required to abide by the values and principles outlined in the IRC Way – Code of Conduct which are Integrity, Service, and Accountability. In accordance with these values, 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 & Equal Opportunity: We are committed to narrowing the gender gap in leadership positions. We offer generous 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.

We are an equal opportunity employer and value diversity at our organization. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Data Confidentiality :Ensuring the non-disclosure of any information whatsoever relating to the practices and business of IRC acquired in the course of duty, to any other person or organization without authority, except in the normal execution of duty.

#LI-GR2

Qualifications