Grants & Finance Coordinator

Job Description

Technical Excellence and Grant Operations & Analytics Team:

At the IRC, we define and measure our success as positive changes in people’s lives in relation to five outcome areas: health, education, economic well-being, safety and power, while helping to narrow the gender gap. To achieve these outcomes – to drive our impact – our programs must be based on the best available evidence and aligned with our theories of change; adapted to context; responsive to client needs and preferences; and continuously improved by generating evidence, measuring what we do, and acting on what we learn. The Technical Excellence team supports the delivery of this. Established in April 2021, the Grant Operations & Analytics Team (GOAT) brought together grants, business development, finance, and analytics functions and staff from each Technical Excellence Unit to one centralized team to increase efficiency, effectiveness and quality control across Technical Excellence grants and business operations. The primary purpose of this new team is to harmonize capacity and capabilities and drive efficiencies by establishing consistent, high quality standards and best practices to the service of improved budgeting, grants & contracts management, business development, and data collection and analytics. The Grant Operations & Analytics Team strives to build a diverse and inclusive team at all levels who as individuals, and as a group, create a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible service to our clients.

The Role:

The Grants & Finance Coordinator will maintain quality grants management for a portfolio of medium complexity grants within IRC’s Technical Excellence Department. Reporting to the Senior Adviser, Grant Operations, Grant Operations and Analytics Team (GOAT), this position will work closely with in-country and HQ grants staff, finance and business development to ensure timely and accurate grant reporting, maintenance of grant records, and leadership of the proposal process for new grants. The position will also lead on the hiring and supervision of several Grants Managers.

Major Responsibilities:

Grants/Contract Management and Business Development (estimated 75% of time):

• Develop and maintain an in-depth understanding of Technical Excellence grants, donor compliance, budget conditions and status

• Design and lead processes, capacity and capability for accurate and timely tracking of budgeting, spending, reporting, and compliance for intricate grants and contracts

• Lead risk management and mitigation strategies to ensure accuracy of grant financial/budget reports; promptly flag issues and Technical Excellence Directors on areas of concern

• Prepare financial donor reports and review narrative donor reports, coordinating with technical and field staff as needed

• Liaise between donors and project teams on matters of financial and grant/contract compliance

• Attend and actively participate in all grant and contract-related meetings

• Support the Business Development Coordinator and Unit technical staff in the development of proposals for new development opportunities, including reviewing and contributing to concept notes, proposals and creating budgets ensuring donor and IRC compliance

• Lead OTIS (Opportunity Tracking Information System) workflow for ongoing grants, reporting, agreements and amendments

• Review and process sub-grants to country programs for Technical Excellence activities

• Coordinate the approval of agreements, amendments, cost extensions and no-cost extensions for Technical Excellence grants

• Work closely with the Awards Management Unit on all compliance and post-award grant activities

• Assess linkages with Finance and the Awards Management Unit to pinpoint gaps and challenges and find solutions as needed.

• Collaborate with the Data Analytics Coordinator to provide strategic analyses on portfolio composition; revenue and cost forecast; business development tracking and projections; program quality framework; scorecards; and other areas as needed

Staff Supervision & Development (estimated 25% of time):

• Provide leadership to Grants Managers

• Build the technical capacity of Grants Managers as needed

• Maintain and promote a positive work environment for Grants Managers including providing timely support, effective feedback and professional development opportunities

• Ensure that Grants Managers understand the roles and responsibilities of their position, have agreed on performance objectives for each year and receive required training on IRC systems and processes

• Monitor quality, activity timelines and due dates for deliverables to ensure staff meet internal and/or external requirements and deadlines

• Support the Senior Business Development Coordinator in tracking the pipeline of business development opportunities across Technical Excellence and assist with assigning business development (concept note, EOI, proposal development) to Grants & Finance Managers

Key Working Relationships:

You will report to: Senior Grants & Finance Coordinator, Grant Operations and Analytics Team. Position works closely with the Senior Coordinators in GOAT, Finance Department and the Awards Management Unit colleagues.

Job Requirements:

• 5+ years of dynamic work experience including grants management, budget management, systems and procedure development

• Successful experience leading sophisticated grants and contracts

• Highly collaborative and pro-active colleague with a talent for teaming with cross-functional groups

• Skills for and interest in providing creative solutions for challenging organizational systems and procedures

• Strong Microsoft Office skills and experience with organizational information and financial systems

• Previous management experience and/or training a plus

• Shown ability to thrive in a fast-paced team environment and continuously adapt to new challenges and dynamic priorities, while maintaining professional perseverance and a sense of humor

• Commitment to diversity, equity and inclusion and a strong passion for our mission

• Excellent written and verbal communication skills in a multi-cultural environment

• University degree in Business Administration, Finance; International Development or a related field or equivalent work experience

• Fluent in English; French, Spanish or Arabic language a plus

The Grant Operations & Analytics Team strives to build a diverse and inclusive team at all levels who as individuals, and as a group, create a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible services to our clients.

US Benefits: We offer a comprehensive and highly competitive set of benefits. In the US, these include: 10 sick days, 10 US holidays, 20-25 paid time off days (depending on role and tenure), medical insurance starting at $145 per month, dental starting at $7 per month, and vision starting at $5 per month, FSA for healthcare, childcare, and commuter costs, a 403b retirement savings plans with up to 4.5% immediately vested matching contribution, plus a 3-7% base IRC contribution (3 year vesting), disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.

COVID-19 Vaccination Requirement: In accordance with IRC’s duty to provide and maintain a workplace that is free of known hazards and our commitment to safeguard the health of our employees, clients, and communities, IRC requires new hires to furnish proof of vaccination against COVID-19 in order to be considered for any in-office or hybrid positions. All IRC US offices require full vaccination to attend any in-office functions (e.g., meetings, trainings). Commitment to Diversity and Inclusivity: IRC is committed to building a diverse organization and a climate of inclusivity. We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal.

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

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. By these values, the IRC operates and implements policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation

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 flexible hours (when possible), parental leave, transportation support, and gender-sensitive security protocols.

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