Grants Coordinator

Job Description

The International Rescue Committee, one of the world’s largest humanitarian agencies, provides relief, rehabilitation, and post-conflict reconstruction support to victims of natural disaster, oppression and violent conflict in 42 countries. The IRC has been present in Liberia since 1996 serving as a lead partner in the health sector. The country program supports the Ministry of Health (MOH) in strengthening the health care systems and service delivery at all levels in accordance with the MOH national standards.

In recent years, IRC Liberia has deepened its commitment to supporting both local civil society organizations and community groups in their recovery efforts - first from the devastating civil war and now from the Ebola crisis. The Scaling Up Health Services Activity presents an opportunity to bring these two critical elements together by strengthening civil society engagement in the delivery of health services and the rebuilding of health systems in Liberia.

Job Overview

The Grants Coordinator is responsible for leading the unit and more specifically coordinating efforts for the development of new project proposals in accordance with the Country Program's Transition Action Plan (TAP) and IMPACT Standards. This includes assessing opportunities for funding (proactive and reactive), analyzing organizational capacity to take on projects, and leading the overall proposal development process. The Grants Coordinator supports, advises and backstops the Capacity Building Manager in grants management functions across the project lifecycle, including project start-up, monitoring and management (tracking expenditure and program progress against project documents, project review meetings, donor reporting, processing grants modifications), and close-out, to ensure that projects are implemented in compliance with IRC and donors' rules and regulations, as well as meet internal standards. For sub-awards and partnerships management, the Grants Coordinator supports the coordination of the sub-award partner identification, selection and vetting processes, the partner sub-award agreement development, sub-awards management, monitoring and accountability and close-out. The Grants Coordinator will directly and/or technically supervise the Capacity Building. The Grants Coordinator will work closely with Technical Program Coordinators, M&E staff, and Field Coordinators as well as with in-country support units and relevant HQ regional colleagues (including Technical Advisors, the Regional Program & Award Support Team and the Senior Proposal Development Advisor) in the delivery of their functions This position will be based in Monrovia, Liberia with travel within the country.

This position is line-managed by Deputy Director Programs (DDP) and is based in Monrovia with frequent field trips.

Major Responsibilities

Proposal Development

- Ensure that the IRC Liberia system for handling proposal development with management, programs, finance and operations departments is understood and respected, and results in timely and quality submissions - Lead the development of proposals for submission to donors in coordination with sector leads and the finance and operations teams; contribute to budget development/management in coordination with Finance through budget review to ensure that budget aligns to the proposed intervention and the correct costs are included.

Grant Management and Compliance

- Hold a broad and deep understanding of the IRC's policies and of the terms and conditions across the grant portfolio, and ensure that IRC regulations and procedures are developed and maintained by team members - Provide input and updates to the SMT on all business development and grants management matters - Review donor reports produced by teams for accuracy, quality and compliance with donor requirements. This may involve substantial editing and contributing to writing; ensure that reports to donors are submitted on time; that reports are coherent and accurate - Work with the program team to ensure that project indicators, expenditure and other grant crucial information are tracked and grant review meetings are held on a regular basis. - Provide support to the technical/Project lead for Project Cycle Meetings (PCMs) and support the country program in maintaining adequate standards and relevant systems for enhanced coordination between the various units and improved service delivery. - Supervise and support the use of grants management tools such as FM01, Budget vs Actuals (BvAs), procurement planning and activity plans to ensure accurate tracking of implementation and timely alerts to potential challenges/obstacles - Work with the program and finance teams to manage realignments, amendments and extensions, as needed, and maintain relationships with donors. Ensure timely project end and appropriate spend in line with donor requirements - Serve as the first point of contact for Grant and Compliance related questions that arise in-country; Offer advice to team members and other IRC Liberia staff (senior management, finance, procurement, etc.) on resolving compliance issues. Flag unresolved compliance / implementation issues to senior management and to HQ for further advice and support; act as focal point in all communications with IRC's Regional Program & Award Support Team (RPAS) - Ensure that the IRC Liberia grants information management and filing system is respected and all donor contractual documents, reports, key correspondence etc. are appropriately filed in up-to-date and consistent soft libraries

Sub-award and Partnerships Management

- Ensure quality sub-award management in compliance with the IRC's The Partnership Excellence for Equality and Results System (PEERS), including sub-award start-up, sub-award implementation monitoring, management and accountability, and appropriate sub-award close-out - Participate in partner scoping during pre-award stages and management of partners during proposal development (coordinating on teaming agreements, communication on requested technical and budget inputs, etc.) - Review sub-award partner vetting reports, pre-award assessments, sub-award agreements and modifications prepared by the Grants team - Work with the Capacity Building Manager to track sub-award partners' deliverables and ensure that partners' contractual reports are reviewed and feedback is provided - Organize sub-award opening, review and closing meetings with partners, as well as program and compliance/ finance monitoring visits to ensure that partners' program implementation is on track and in compliance with IRC and donor rules and regulations - Maintain proper records of all award and sub-award documents - Ensure close collaboration with the partnership management team

Donor Relations and Communication

- Ensure liaison with donors as required and/or in the absence of regular IRC donor focal points and ensure donor representation at the request of the DDP - Enhance the country office's profile among donors / partners by maintaining country-wide and sector-specific fact sheets

Develop a Country Program Communication Strategy

- Develop and produce IRC information and communication materials such as brochures, factsheets, advocacy notes, position papers, newsletters etc. - Assist in training program staff on communication strategies and facilitate the development of success stories, lessons learned, personal experiences (blogs) from field-based program staff

Management and Capacity Building

- Supervise Capacity Building Manager and provide on-the-job training, especially in terms of proposal development. Discuss job expectations, set objectives, and provide appropriate and timely feedback regarding performance - Provide training and mentoring to country program staff on donor compliance, program reporting, proposal development, sub-awards and partnerships management and communication

Qualifications

- Masters' degree in International Development, Social Studies or significant professional experience is required - Fluency in English, spoken and written, is essential - Superior writing and editing skills. At least three years of previous experience preparing donor reports and proposals for USG and European donors with experience submitting proposals as part of a consortium (as lead agency or sub) - Knowledge of donor regulations (in particular ECHO, AFD, Sida, EU, BHA, UN agencies, World Bank and USAID) and experience developing large proposals for these donors and/or overseeing reporting/ compliance on grants/contracts funded by these donors is required - Demonstrated experience in donor liaison - Demonstrated supervisory skills - Good communicator with strong organizational, time management and analytical skills; attention to detail - Excellent inter-personal, cultural and diplomatic skills - Technical expertise in one of the following areas would be advantageous: health, protection/ GBV, education, WASH, governance or emergency response - Prior professional experience, preferably in Africa in a post-conflict and/or conflict setting - Ability to meet juggle competing priorities, meet demanding deadlines and work under pressure - Strong digital literacy: must be competent in the use of Windows MS office programs (Word, Excel), email programs, etc. - Prior professional experience, preferably in Africa in a post-conflict and/or conflict setting.

Working Environment

The Grants Coordinator will be based in Monrovia and will be required to make regular trips to IRC bases in Liberia.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Equality, 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, and Anti-Retaliation.

IRC is equal opportunity employer, considered all the candidates on the basis of merit without regard to race, sex, color, nationality, religion, sexual orientation, age, marital status, veteran or disability.