Grants Manager

Finance & Economy Donor relations & Fundraising

Job Description

IRC opened the national program in Mali in 2012. Our programs range from humanitarian assistance to early recovery activities, focusing on child protection, education, economic well-being, nutrition, health, water and sanitation, and governance. We work in the north, the center, and the south of Mali. Conflict and drought have caused the displacement of hundreds of thousands of people in Mali and neighboring countries. The security situation in the north remains fragile. Nonetheless, the needs of internally displaced persons and conflict-affected host communities are still pressing, and the issue of humanitarian access is an ongoing process.

Job Overview

Based in Mali, the Grants Manager will provide grant management and reporting support across the Mali portfolio. The Grants Manager will work closely with program, M&E finance, operations, and senior management team (SMT) staff to ensure quality management of both pre-and post-award grants functions. The Grants Manager will support donor compliance, timely reporting, project document filing, and internal/external visibility. The position holder will contribute to the capacity reinforcement of a grants assistant and work closely with the partnerships manager and the communication officer. The Grants Coordinator will supervise the grants manager.

This position is line-managed by the Grants Coordinator and is based in Bamako, with frequent field trips.

Major responsibilities:

Donor Reporting

• In coordination with the Grants Coordinator, the Grants Assistant, and the Grants Manager, establish timelines for narrative and financial reports as well as annexes. Ensure their distribution and follow-up with all team members involved in the writing and review process.

• Coordinate the writing of narrative donor reports, including annexes. Ensure a complete and high-quality review, respecting the internal validation and communication schema of the mission, as well as the deadlines imposed by headquarters and donors.

• Report any non-compliance issues or significant underperformance detected during the review of reports to the Grants Coordinator.

• With the support of the Grants Coordinator, coordinate the development of high-quality narrative reports and related annexes with the relevant teams. Act as the lead writer if necessary.

• Manage all report deadlines, coordinate and consolidate reports to ensure documents are of the highest quality and comply with donor requirements.

Grant Monitoring

• Ensure effective monitoring of ongoing grants with regular updates of standard and internal tracking tools (OTIS and the grants tracking tracker). Disseminate this information to all relevant colleagues.

• Oversee and support grant/project management tools such as FM01, BvA, PCM, and OTIS to ensure accurate tracking of opportunities, reports, and programmatic adjustments throughout the project lifecycle.

• In collaboration with the Grants Coordinator and the Grants Manager, maintain updated workflows and archives of OTIS opportunities.

• Provide technical advice on IRC and donor regulations to ensure compliance across IRC Mali. Proactively identify and resolve issues.

Project Cycle Meetings

• Support the Grants team in organizing project cycle management (PCM) meetings by preparing necessary documents and ensuring logistics.

• Proactively contribute to project cycle meetings in collaboration with the relevant project managers. Ensure quality and timely project implementation.

• Promote the use of PCM tools within the mission. Ensure continuous training of support and program teams in using PCM management tools in collaboration with the Grants team.

Daily Staff Guidance on Accountability Issues

• Guide program and operations staff on accountability issues by responding to their daily queries related to donor rules.

• Strengthen the teams' capacity on donor requirements and expectations as needed through training sessions and individual mentoring.

• In collaboration with the Grants Coordinator, organize training sessions for IRC Mali staff on reporting and donor requirements.

• Work closely with the Grants and Partnerships team to ensure a common understanding of accountability requirements.

Compliance

• Maintain a comprehensive and up-to-date knowledge of donor guidelines related to the Mali portfolio, including but not limited to: BHA, ECHO, SDC, SIDA, DG INTPA.

• In collaboration with the Grants Coordinator, provide training to IRC staff on compliance and donor-specific requirements.

• Ensure the immediate reporting of suspected compliance issues through appropriate reporting mechanisms.

• Act as a focal point for HQ colleagues responsible for grants administration and compliance, including maintaining submissions on IRC’s online opportunity management tracking system (OTIS).

Fundraising

• Support the planning, writing, and revision of project proposals to ensure they meet donor requirements and field needs.

• Contribute to the development of the resource mobilization strategy and identify new funding opportunities in collaboration with the management team and relevant departments.

Partnerships

• Support the Partnerships team in conducting due diligence processes for partners by collecting and analyzing necessary information.

• Facilitate coordination with local and international partners, ensuring partnership objectives align with IRC strategies.

• Assist the Partnerships team in managing relationships with partners, including preparing and tracking partnership agreements.

• Ensure partner compliance with donor and IRC requirements by providing guidance and training as needed.

• Participate in partner performance evaluations and propose improvements to strengthen partner capacities.

Information Management

• Act as the custodian of institutional knowledge documentation and program activities in coordination with relevant supervisors and sector coordinators.

• Maintain complete electronic records for programs. Ensure IRC colleagues have access to relevant files and information by facilitating the organization and access to necessary documents.

Communication and Visibility

• Support the Grants Coordinator in representing IRC in Mali by preparing fact sheets, project summaries, or any other requested document.

• Assist the Grants Coordinator and the Communications Officer in enhancing IRC’s visibility in Mali by supporting the implementation of external communication activities, such as press releases, annual reports, and awareness campaigns.

Donor Relations and Communication

• In consultation with the Grants Coordinator, liaise with donors and potential donors, as well as other operational partners. Participate in meetings and represent IRC and its interests by maintaining positive and constructive relationships.

• In coordination with relevant colleagues, respond to donor information requests on compliance and address donor compliance questions as needed.

• Ensure relevant staff are aware of all donor communications, regulatory changes, and meetings or events.

• Support the development of program updates/communications for external dissemination. Participate in the preparation of newsletters, progress reports, and communication materials for donors.

• Facilitate and participate in donor visits and/or meetings by preparing agendas, presentations, and coordinating logistical aspects.

Job Requirements:

• Bachelor's degree or equivalent in international affairs, development, international political economy, or another relevant subject

• 2-3 years in grants management and proposal/ business development/ design.

• Knowledge of donor compliance regulations (BHA, USAID, ECHO, DG INTPA, etc)

• Proven previous successful experience developing projects and donor reports.

• Good communicator with strong organizational, time management, and analytical skills

• Fluency in English, spoken and written.

• Strong writing and editing skills with close attention to detail.

• Demonstrated attention to detail and ability to follow procedures, use initiative, meet deadlines, and work independently and cooperatively with team members.

• Flexibility to adapt to changing requirements and circumstances.

• Ability to juggle competing priorities, meet deadlines, and work under pressure in an insecure environment.

• Aptitude to adapt to a different context regarding security, culture, climate, or health issues.

• Willingness to travel

• Commitment to women’s rights and IRC’s vision, mission, and values, including sensitivity to cultural settings.

Working Environment

The Grants Manager will be based in Bamako (security level 3: orange), with a standard working environment (good internet connection, air conditioning, etc.). The Grants Manager will live in an individual house in Bamako. This is a non-accompanied position.

Qualifications

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Added 6 days ago - Updated 2 hours ago - Source: rescue.org