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11 Apr
2025
Full-Time Grants Coordinator
Job Description
Country: Kenya
Category: Grants & Partnerships
Employee Category Fixed Term
Job Type: Full Time
Work Arrangement: Hybrid
Open To Expatriates: No
Currency: Kenyan Shilling
Compensation: Monthly
Position overview
The Grants Coordinator is responsible for the timely and effective management of a multi-donor grant portfolio. This position manages all functions of the grants unit at IRC Sudan XB, inclusive of proposal development, reporting, donor compliance, and other administration.
The Grants Coordinator reports to the Deputy Director for Programs (DDP) The position will work closely with the program sector leads, MEAL Coordinator, Partnerships Coordinator, and finance department.
This is a remote position supporting work in Sudan. Periodic travel to Sudan may be required, including to remote locations.
Responsibilities
Proposal Development
• In collaboration with the DDP and HQ colleagues, proactively identify new funding opportunities by monitoring and analyzing donor strategies and funding trends.
• Support the DDP and program sector leads in the development of new program design.
• Prepare for and lead Go/No Go meetings for funding opportunities as required.
• Assist in ensuring that Go/No Go discussions and program design are consistent with the SAP partnership ambition and program approach.
• In coordination with the Partnerships Coordinator, proactively engage partners in program development efforts.
• Ensure robust and effective representation and resourcing of IRC’s partnership strategy, approach and management in donor proposals and reports.
• Oversee the development of all concept notes and proposals, acting as or delegating responsibility for lead writer or editor. Develop efficient process management tools for proposal development.
• Outline and communicate clear roles and responsibilities and timelines for each department. Facilitate effective cross-departmental coordination.
• Thoroughly review all proposal documents to ensure coherence throughout narratives, logframes, and budgets.
• Act as focal point with HQ during proposal review, editing, and submission.
• Ensure all proposal outputs are accurate, complete, of high quality, and submitted on time.
Grants Management
• Act as focal point for communications with HQ on all grants administration functions.
• Review donor agreements and coordinate their review and signature with relevant HQ offices. Coordinate the approval of pre-award spending as required.
• Coordinate with the Partnership Lead to obtain any necessary donor approvals relating to partnerships.
• Lead and/or support all project revisions, amendments, and budget realignments.
• Serve as the country program expert on the facilitation of Project Cycle Meetings (PCM), including project design, opening, implementation, closing, and learning meetings.
• Actively promote full partner participation in program delivery in the context of PCM.
• Maintain and disseminate a regularly updated grants tracker.
• Ensure all departmental communication with IRC colleagues and donors is constructive, clear, and organized.
• Maintain a well-organized and comprehensive information management and grants filing system.
• Ensure IRC’s internal Opportunity Tracking Information System (OTIS) is updated and maintained throughout the awards lifecycle
• Participate in due diligence processes and collaborative partnership risk management as appropriate.
• Strengthen the capacity of IRC and partner staff in grants management functions by facilitating trainings and providing targeted support as required.
Donor Compliance
• Provide programs and operations teams with routine technical guidance to ensure that all grants are implemented in compliance with IRC and donor regulations.
• Coordinate with HQ on specialized compliance matters as required.
• Proactively raise potential compliance issues to senior management; work closely with HQ compliance colleagues to resolve any related concerns.
• Disseminate existing resources on donor compliance, liaise with regional counterparts for the development and updating of compliance cheat sheets for all grants.
• In coordination with the DDP and Advocacy Coordinator, assist in ensuring appropriate and effective IRC and donor visibility in program sites and materials.
Reporting
• Oversee the development and delivery of all internal and external reports in collaboration with the programs, finance, and MEAL departments.
• Maintain a comprehensive reports tracker and regularly communicate with all relevant team members about upcoming deadlines and specific report requirements.
• Lead the production of high-quality and well-written reports which meet donor and IRC requirements.
• Thoroughly review and confirm that all reports and supplementary documents are complete and accurate.
• Coordinate HQ and technical unit reviews and approvals prior to donor submission.
• Ensure strict compliance with internal and donor deadlines.
Departmental Leadership and Staff Management
• Lead the grants unit and provide professional development opportunities for staff as needed.
• Ensure clear delineation of roles and responsibilities and logical portfolio allocation for all team members.
• Coordinate performance management within the department and ensure a culture of high performance through staff engagement and accountability.
• Oversee recruitment of new staff as required. Ensure comprehensive onboarding and training for new hires.
Other
• Other relevant duties as assigned by supervisor to further IRC programs.
Qualifications
• Minimum of six years of experience in humanitarian grants management in a multi-donor, multi-sector working environment.
• Demonstrated experience in an inter-departmental coordination role and the ability to communicate with and balance the priorities of a range of stakeholders.
• Exceptional English writing and editing skills required. Able to draft and edit detailed technical documents for donor submission with minimal oversight.
• Extensive experience leading the successful development of large multi-sector funding proposals.
• Advanced skills in donor report drafting and compilation, including the coordination of inputs and across different departments.
• In-depth knowledge of institutional donor compliance required.
• Exceptional advance planning and organizational skills. Able to effectively prioritize and follow multiple activities and deadlines simultaneously.
• Previous experience in a conflict-affected or protracted crisis setting strongly preferred.
Standard of Professional Conduct: The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.
How to Apply
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