Grants Coordinator at International Rescue Committee (IRC)

Location: Maiduguri, Borno

Background

• IRC entered Nigeria in October 2012 in response to a widespread flood disaster. Since then, the IRC has expanded its scope and size of the programs as new areas became accessible after prolonged conflict and insecurity, in Adamawa, Borno and Yobe States.
• The IRC's response to the humanitarian situation includes integrated health and nutrition services, reproductive health care and women protection services, Environmental Health, Child Protection, Education and General Protection. In 2015, IRC Nigeria developed a five-year long term Strategy Action Plan. The plan has Health, Education and Economic Wellbeing as high priority program areas.

Scope of Work

• The Grants Coordinator will lead grant management for the IRC in Nigeria.
• The position reports to the Deputy Director for Programs (DDP) and supervises the Grants Managers.
• This position is based in Maiduguri with trips to other field sites where The IRC has operations as needed.
• The Grants Coordinator will work collaboratively with the IRC's Senior Management Team, the technical coordinators, M&E team, operations team, and the finance team.

Major Responsibilities
Proposal Development:

• Lead coordination of proposal development working with program staff and ensuring proper review at the HQ level, gathering input from technical coordinators, technical advisors, Research, Monitoring and Evaluation staff, and the Regional Unit. Tasks include:

Analyzing requests for proposals:

• Writing budget narratives, edit proposals, and ensure proper proposal and grant management procedures are followed.
• Organizing and managing the use of timelines, templates and guidelines for proposals
• Liaising with programs and finance staff regarding proposal writing and budgeting
• Writing or compiling and managing review of proposals
• Packaging proposals for submission.
• Maintain a track record of lessons learned from proposal development and donor responses.
• Liaise with NY and UK grant units in order to ensure proposals meet internal standards, apply IRC's Outcome Evidence Framework (OEF) and are donor compliant.
• Monitor and support the use of management tools such as FM01 and Budget vs. Actual (BVA) for the proper monitoring and the successful implementation of programs and early warning in case of obstacles or challenges.

Reporting:

• Support the Grants Managers in the reporting processes with in-country staff for updates and HQ for approvals before submission to the donor.
• Ensure that reports to donors are submitted on time; that reports are coherent and accurate (quarterly, interim or final reports).
• Play a key role in Grants Operational Meetings i.e. Grant Opening, Grants Review and Grants Closing meetings, as well as monthly/regular grants management meetings which include representation from each unit (finance, programs, M&E and Supply Chain) and ensure proper follow up of issues raised.

Donor Compliance:

• Maintain contact and coordinate with donors regarding grant implementation, compliance and other requirements, in coordination with senior management.
• Actively participate in relevant donor meetings and coordinate meetings as necessary.
• Review donor agreements and coordinate their review with the relevant IRC HQ office.
• Provide technical guidance on IRC and donor regulations to ensure compliance within operations, program implementation and reporting, in coordination with IRC's HQ and IRC UK, when necessary. Raise compliance issues proactively with senior management as necessary.
• Ensure quality information management through regular maintenance of grant files, reporting calendars, timely submission and updating of internal IRC documentation and other Grant Unit tools, including coordination and preparation of documents and files for internal and external audits.
• Ensure that partnership and sub-grant related administrative processes and procedures are consistently implemented throughout the program, including pre-award compliance checks, agreements, and disbursements and reporting and that they are Sub Partnership Management System compliant
• Respond to donor, auditor and external requests as needed.

Staff Management and Development:

• Coach, train, and mentor staff with the aim of strengthening their technical capacity, exchanging knowledge within the team and providing professional development guidance.
• Supervise and mentor direct-report staff, including communicating clear expectations, setting performance objectives, providing regular and timely performance feedback, and leading documented semi-annual performance reviews.
• Provide constructive feedback and counsel on appropriate career paths and professional development.
• Promote and monitor staff care and well-being; approve and manage all leave requests to ensure adequate coverage.
• Build grant management capacity of field staff by facilitating training, and providing one on one follow up support in report writing, proposal development and other related topics.

Other:

• Undertake other key grants management, program development, monitoring and evaluation, communications and external relations activities as requested

Key Working Relationship

• Position Reports to: Deputy Director for Programs
• Position directly supervises: Grants Managers
• Other internal and/or external contacts: project and M&E staff; finance, HR and supply chain departments

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, and Anti-Retaliation.

Job Requirements

• Masters Degree or equivalent in International Affairs, Development or related subject, or Bachelors Degree with significant grants management experience and superior writing skills
• At least three years of experience working in projects and/or grants management, proposal/business development/design, in various contexts
• Strong understanding and knowledge of USG (USAID/OFDA/FFP), European (ECHO, SV, Europe Aid), DFID, UN and other donor rules and regulations
• Proven competency with program design, M&E, proposal writing (including logical frameworks) and building budgets using MS Excel
• Excellent writing skills and experience in writing proposals/concept notes
• Excellent organizational skills and ability to determine priorities and meet multiple deadlines;
• Detail-oriented with good multi-tasking abilities and communication skills, both oral and written; and
• Able to work well both within a team and independently, in a challenging and fast-moving multicultural environment
• Familiarity with international IRC systems and processes a plus;

Working Environment

• North East Nigeria is security phase 3 (ORANGE) so the Grants Coordinator will be expected to respect the various security protocols in place in country. Phase 3 requires clear contingency planning in place with staff prepared should hibernation or evacuation be called. The situation in the North-East Nigeria remains tense and unpredictable; concerns include criminality, presence of armed groups, and suicide bombers. This position is unaccompanied
• The position is based in Maiduguri. Lodging is a private bedroom in a shared IRC guest house - with electricity, internet and cable TV. Food is the individual's responsibility.