Senior Grants Manager
BACKGROUND: The International Rescue Committee, one of the world’s largest humanitarian international NGOs, provides relief, rehabilitation and development support to vulnerable people and communities over 30 countries. We began work in Ethiopia in 2000 in response to severe drought in Ethiopia’s Somali region and are currently providing assistance to Ethiopians and refugees in six regions in Ethiopia, implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response.
Job Overview/Summary: The Senior Grants Manager will contribute to overall grants management at IRC Ethiopia. The position reports to the Grants Coordinator. This position is based in Addis Ababa with occasional trips to field sites, if needed. She/ He will supervise Grants team members under his/her portfolio and will be responsible to lead all aspects of the overall grants management of that portfolio, including the management of grants within the portfolio. She/He will also work collaboratively with all the Grants and Partnership Unit members, the technical coordinators, operations team, and the finance team. The IRC Ethiopia is made of grants mostly from ECHO, EU, USAID, OFDA, BPRM, DFID, SIDA, UNICEF, UNHCR, OCHA and private foundations.
- Coordinate and as needed own the coordination of his/ her portfolio proposal development and amendments (including budget development and amendment) working with program staff, gathering input from technical coordinators, technical advisors, the Finance Department, Research, Monitoring and Evaluation staff, and the Regional Unit. This includes facilitating a design meeting.
- Ensure accurate review of new proposals or amendments, prior to HQ an donor submission. Addis level,
- Ensure accurate review of new budgets and realignment/modification budgets prior to donor submission, incorporating all feedback and ensuring that budgets are error free. - Coordinate and develop budget narratives, edit proposals, and ensure proper proposal and grant management procedures are followed.
- Act as focal point with donors in-country for the proposal development process, as needed. - Monitor and support the use of management tools such as Budget vs. Actual (BVA) for the accurate monitoring and the successful implementation of programs and early warning in case of obstacles or challenges. - Collaborate closely with IRC NY, UK & DG grant units to ensure proposals meet internal standards, apply IRC’s Outcomes Evidence Framework (OEF), are in line with IRC Ethiopia’s Strategic Action Plan (SAP) and are donor compliant.
- Coordinate all reporting for his/her portfolio Grants and ensure quality control of reports, coordinating HQ reviews and approvals before submission to the donor. Send out monthly info to team members on all reports due in the coming 60 days.
- Ensure that reports to donors are submitted on time; those reports are coherent and accurate (quarterly, interim or final reports); and that the internal reporting tracker and OTIS reporting info are up to date. - Coordinate with Grant Managers ensuring all Project Cycle Meetings (PCM) are set up using the latest PCM guidance, as well as monthly/regular grants management meetings (BVA meetings) which include representation from each unit (finance, programs, logistics) are timely which include any follow up needed. - Coordinate proper grants management of his/her Portfolio grants. Ensure Grants Tracker and other information management systems are up to date. - Monitor burn rates and implementation progress and flag grant underperformance and compliance issues to relevant Field Coordinators, Program Coordinators and the Senior Management Team. Support follow-up actions to resolve grant challenges. - Monitor and support the use of management tools such as Budget vs. Actual (BVA) for the proper monitoring and the successful implementation of programs and early warning in case of obstacles or challenges. - Lead capacity development of Program staff to ensure that they have the skills and knowledge on how to write donor reports.
- Review donor agreements and coordinate their review with the relevant IRC HQ office. Coordinate and support the team to acquire DOAs prior to grant signatures, as needed. - Ensure that grants are implemented in compliance with IRC and relevant donor regulations. - Obtain compliance guidance from HQ as needed. Ensure that the compliance knowledge of the Refugee team grows. - Coordinate the development of compliance cheat sheets for his/her Portfolio grants
Communications and Information Management
- Act as a focal point for all donor communications in his/her assigned portfolio. Communicate with donors and attend donor meetings to share IRC’s accomplishments as well as to stay up to date on the latest donor developments and requirements, with a special focus on Donor, HQ/Field communications and information exchange. - Lead all aspects of the distribution to IRC staff in Addis, HQ, and field offices of all documentation (grant proposals, reports, budget, etc.) related to their specific programs. - Ensure an updated inventory of all communications related to programs/donors. - Coordinate that all visibility requirements for the grants in the portfolio are met in a timely manner and accurately documented.
Team Management and Capacity Building
- Coordinate and give overall leadership for one of IRC’s Grants Portfolio team to consistently deliver high quality results.
- Provide orientation and on-the-job training to the Grants team members. Topics may include donor compliance rules and regulations, BVA, OTIS, project design, proposal development, budget development, Grant Opening and Grant Closing meetings etc.
- Ensure OTIS, Shared Drive (Box) and Hard Copy data is up to date for all assigned new proposals and grants. Secure all OTIS approvals for these proposals prior to submission to the donor.
- Complete special projects as assigned by the Grants Coordinator that may fall outside the job description and backstop the Grants Coordinator, as needed.
- Perform tasks and take the responsibility on behalf of the Grants Coordinator when absent
- Proficiency in English, spoken and written, is the most important requirement for this job; Proficiency in Amharic required. (The written English skills will be tested through an exam). - Advanced MS Excel and Math skills required (skills will be tested through an exam) and are the most important requirement for this position. - BA degree required; Master’s degree in Accounting, Economics, International Affairs, Social Sciences, or STEM (Science, Technology and Math) strongly preferred. - At least 5 years of experience in program management and or grants management and proposal/business development/design; or - At least 1 year of management experience - Experience in Ethiopia is an advantage. - Prior knowledge of donor (ECHO, EU, USAID, OFDA, BPRM, DFID, SIDA, UNICEF, UNHCR, OCHA etc.) and government regulations preferred. - Good communication with strong organizational, time management and analytical skills. - Excellent interpersonal, cultural and respectful skills - Flexibility to adapt to changing requirements. - Strong capacity to mentor and build capacity of staff. - Ability to balance priorities, meet demanding deadlines and work under pressure in unstable security environments. - Strong digital literacy required. - Previous successful experience developing projects, writing winning proposals and donor reports preferred. - Ethiopian Nationals with experience working abroad are strongly encouraged to apply
IRC is an equal employment opportunity employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status or disability.
Professional Standards: The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, 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 Anti-Retaliation and Combating Trafficking in Persons
Gender Equality: IRC 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 parental leave, gender-sensitive security protocols, and other supportive benefits and allowances.
Equal Opportunity Employer: IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.