Grants Coordinator

International Rescue Committee, Inc.
Amman, Jordan
Apply by 4 August 2018
Mid-level , Full-time staff position
Posted on 6 July 2018

Job Description

Requisition ID: req2256

Job Title: Grants Coordinator

Sector: Grants

Employment Category: Regular

Employment Type: Full-Time

Location: Jordan-Amman - Shimesani

Job Description

Background/IRC Summary:
The International Rescue Committee responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, IRC offers life-saving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in more than 40 countries and in 22 U.S. cities, IRC restores safety, dignity and hope to millions who are uprooted by conflict or disaster. IRC leads the way from harm to home.

The humanitarian impact of the Syria crisis remains deep and far-reaching, with the population exposed to significant protection risks. Hundreds of thousands of civilians have been killed or injured. At least 5.2 million are displaced in neighboring countries and 6.1 million displaced within Syria; 13.1 million people remain in need of humanitarian assistance, including 5.6 million people with acute needs. The coping capacities of millions is now stretched to its limit, with an increasing number of Syrians resorting to harmful coping mechanisms, including the total depletion of livelihoods assets, in the absence of other options. They are, as a result, increasingly exposed to protection risks including child labor, early marriage and increased engagement in high risk activities as sources of livelihoods

IRC is offering a robust humanitarian response to the Syria crisis with an annual budget in excess of $140 million and a rapidly expanding portfolio, supported by more than 1,250 staff in the region. IRC is undertaking programs in Syria and the neighboring countries of Iraq, Lebanon and Jordan in the fields of health, child protection, women’s protection and empowerment, protection and rule of law, NFI and food distribution, cash assistance, and livelihood programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding and coordination.

Job Overview/Summary:
Based in Amman, Jordan, the IRC Syria Grants Coordinator will work with the Deputy Director of Programs (DDP) to maintain quality grants coordination for all country program grants. Reporting to the DDP, this position will work closely with all departments and staff including program coordinators, finance, and operations on compliance, donor regulations, business development and reporting. The Grants Coordinator will supervise a small team of Grants Managers and Officers.

The IRC Syria Grants Coordinator will liaise with all program and operational units of IRC Syria and the Middle East Regional office as well as IRC’s NY headquarters and the IRC office in London.

Major Responsibilities:

Grants and Compliance
* With leadership from DDP, coordinate the proposal development process by creating proposal calendars, following up with all relevant staff members to receive timely inputs, consolidating inputs and ensuring coherence with proposed budgets, and submitting to technical advisors for review.
* Lead the grants unit in the submission of high quality activity and donor reporting on a timely basis according to IRC and donor regulations. Ensure all required documents are included, complete, and correct and approved by the respective Senior Program Coordinators and Coordinators, Finance Unit focal points, Partnership Unit focal points, relevant staff at headquarters and country management.
* Provide technical guidance on IRC and donor regulations to ensure compliance within operations, program implementation, and reporting. Raise compliance issues proactively with program staff and the senior staff in relevant departments.
* Keep the DDP, senior management and technical units at the NY and UK offices informed of any projected inabilities to meet contractual obligations, report submission and spend rates/significant budget variances. Also, be able to proactively mitigate risks through proposing remedial solutions.
* Lead on the organization and follow-up of grant opening meetings, monthly grant review meetings, and grant close out meetings in collaboration with the Deputy Directors, HR Lead, Finance Controller, and program and partnership staff.
* Ensure quality information management related to grants by overseeing the regular maintenance of grant files, reporting calendars, and updating of internal IRC documentation and Grant Unit tools. Maintain proper records of all Grants and sub-grants.
* Act as focal point in facilitating proposal and donor report reviews and approvals by technical advisors and other relevant persons at HQ (including maintaining Opportunity Tracking Information System–OTIS).
* Work closely with compliance staff on issues related to compliance with donor rules and regulations.
* Assist senior management in donor liaison and communication as requested.

Proposal Development
* Work with the program and operations teams to support the development of new projects and the preparation process of superior quality proposals.
* Assist the DDP to align new proposals to the country Strategy Action Plan (SAP).
* Liaise with NY grants units, technical units and IRC UK to ensure proposals meet internal standards and are donor compliant.
* Communicate with field sites in order to work directly with program staff on the development of proposals and to regularly visit IRC program activities.

Fundraising & Visibility
* In coordination with DDP cultivate donor relationships nationally and for specific target regions.
* Track upcoming opportunities by priority sector.

Human Resources Management and Development
* Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting quarterly performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
* Holds high-quality meetings with each direct report on a regular and predictable basis, at least bi-weekly.
* Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths.
* Promote and monitor staff care, well-being and self-care; approve and manage all time, attendance and leave requests to ensure adequate departmental coverage.
* Look for opportunities to support staff in their career growth, where appropriate.
* Offer leadership support for successful adherence by staff to IRC’s country and Global HR Operating Policies and Procedures.
* Develop a detailed capacity building plan for the grants department with regular trainings (minimum quarterly).
* Identify top performing national staff and prioritize these staff for capacity building and mentoring investment.
* Build the capacity of key program staff in grants management including reporting, compliance, proposal development, compliance etc. through regular trainings.
* Coordinate inter-departmental partner capacity building including programs, operations, finance, HR, etc. through a detailed capacity building plan for each partner that is reviewed and updated quarterly.
* As part of succession plan and nationalization goals, identify, train and develop capability and capacity of a national staff to successfully transition role and responsibilities, by end of assignment.
* Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
* Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff.
* Work with regional HR staff to identify and implement recruitment and retention strategies.

Key Working Relationships
* Position Reports to: Deputy Director of Programs
* Position directly supervises: Grants Managers and Grants Officer

Other Internal:
* Finance Unit, DDO, Area Coordinators, Technical Coordinators, Partnership Unit, Regional team, Country Director
* London and New York counterparts

External:
* International and national NGOs
* Donor Agencies
* UN Agencies

Job Requirements:

Education
* Advanced degree - international studies/development or similar OR Bachelor’s Degree with significant grants management experience and superior writing skills.

Work Experience
* At least 5 years of demonstrated field-based experience with grants management including significant experience working with sub-grantee partners to build their capacity to access and account for resources. Experience working in relief and development contexts a plus.

Demonstrated Technical Skills
* Excellent writing skills and experience in writing proposals/concept notes.
* Strong understanding and knowledge of USAID/OFDA, EU/ECHO, DFID, SV, SIDA and other donor rules and regulations.
* Proven competency with program design, M&E, proposal writing (including logical frameworks) and building budgets.
* Excellent management and coordination skills.
* Solid ability to provide team-building, coaching, and development for staff as well as encourage cross-functional collaboration and cooperation.
* Superior understanding of the challenges facing partner organizations in access to and management of sub-grants, incorporating robust capacity-building in all sub-award programs.
* Ability to work independently while being a strong team player.
* Excellent relationship-building, interpersonal skills and the ability to effectively represent IRC at forums and with donors.
* Full professional competency in Microsoft Office Suite, especially Word, Excel, PowerPoint and Outlook.

Demonstrated Managerial/Leadership Competencies
* Excellent leadership and management skills including coaching, mentoring and managing teams
* Politically astute, with well-developed diplomatic and negotiating skills.
* Superior oral and written communication skills, with ability to express ideas and concepts clearly and persuasively with senior internal and external stakeholders.
* Extensive representation and fundraising success, including prior experience with European, US and international donors.
* Established capacity to deal with ambiguity in stressful situations.
* Strong commitment to IRC’s vision, mission and core values.
* Proven ability to design and lead training engagements with staff and partners to enhance skills and adapt to changing program demands.

Languages
* Professional fluency in spoken and written English.
* Familiarity with Arabic is an advantage.

Computer/Other Tech Requirements
* Full professional competency in Microsoft Office Suite, especially Word, Excel, PowerPoint.
* Familiarity with file sharing systems such as SharePoint desirable.

Ability to Travel
* Up to 25% throughout region and to HQ and other regions for workshops, conferences or other meetings.

Working Environment
The overall security situation in Jordan is relatively calm, especially in Amman. The Jordanian government is stable, and civil unrest is largely peaceful. However, Jordan’s generosity in hosting refugees from Palestine, Iraq and now Syria have created huge strains on the country’s economy and infrastructure. The IRC office is in a modern professional building.

IRC is offering this post as fully accompanied for the successful candidate and accompanying dependents including: rest and relaxation leave, vacation leave, home leave, education allowance, housing, water, electricity, internet connectivity, and other generous benefits. Modern amenities (health care, international schools, etc.) are readily available.

Standards of Professional Conduct
IRC and IRC workers must adhere to the values and principles outlined in the IRC Way - Code of 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, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.

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.

Attention Returning National Candidates:
IRC strives to attract, motivate and retain qualified national staff in our programs. We strongly encourage national or returning national candidates to apply for this position. If you are a national of the country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Middle East Region has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply.

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.

About the Organization

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 27 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure.

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