Grants Management Coordinator

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Description

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About the job

• The Grants Coordinator is a key role within the Programs Department, supporting the Head of Program (HoP) to ensure the quality development and implementation of programs, aligned with both donor guidelines and organizational standards. The Grants Coordinator provides technical support in fundraising, donor relations, and engagement, while coordinating with Regional Office (RO) and HQ counterparts. 
• The role oversees the entire grant management cycle, including proposal writing, reporting, amendments, partnership management, program follow-up, as well as kick-offs and close-outs. The Grants Coordinator collaborates closely with all departments—Technical, HR, Finance, Logistics, and MEAL—across HQ, RO, Coordination office, and Area Offices, to ensure compliance and timely execution of grants. 
• Focused on country-level strategy, the Grants Coordinator contributes to the development of funding strategies, turning them into actionable plans. The role also offers technical guidance to DRC Program Teams on donor compliance and Project Cycle Management (PCM) to ensure all grants align with donor expectations and organizational goals. 

Responsibilities:

Proposal Development and Fundraising (25%) 

• Develop and implement a comprehensive Fundraising Strategy for the Lebanon program, focusing on the diversification of funding streams and strengthening donor retention. 
• Conduct thorough donor mapping to identify new opportunities while maintaining strong relationships with existing donors. 
• Coordinate closely with relevant departments (MEAL, technical coordinators, finance, etc.) to ensure the submission of high-quality proposals and revisions that meet donor requirements and are aligned with program goals. 
• Serve as a focal point for donor representatives, coordinating donor visits to program sites and liaising with donors to provide updates on program impact and progress, supporting the Head of Program (HoP) as needed. 
• In collaboration with MEAL and technical coordinators, lead program analysis to support annual country strategy reviews and regular program planning processes. 
• Ensure project proposal development are informed by reliable data and organizational learning, embedding lessons learned from previous projects. 
• Develop standard operating procedures (SoPs) and guidance to streamline proposal development and donor reporting, ensuring consistency, compliance, and quality across submissions. 

 Grant Management, Compliance, and Reporting (25%) 

• Build and maintain an in-depth knowledge of donor rules and policies, ensuring program teams are fully compliant through capacity building and guidance. 
• Lead and coordinate Project Cycle Management (PCM), ensuring Kick-off and Close-Out meetings, Project Monitoring Meeting (PMMs) are conducted regularly in line with DRC guidelines, and escalate to HoP and SMT. 
• Provide guidance and review project agreements, including sub-agreements, teaming agreements, and MoUs, ensuring compliance with donor and organizational standards. 
• Lead on amendments and modifications, ensuring all required documents are submitted in a timely and compliant manner. 
• Serve as internal focal point with HQ, Regional Office (MERO), and country office regarding DRC’s SOPs and grants management processes, donor reporting efforts, and capacity-building initiatives. 
• Work closely with all relevant departments (MEAL, technical coordinators, finance, etc.) to ensure the submission of high-quality reports that are consistent, accurate, and aligned with donor requirements.

Grants Information Management (20%) 

• Oversee the management of online grants tracking systems, including filing systems (Dynamics, FTS, ActivityInfo), to ensure all grant-related information is accurate and accessible to relevant stakeholders. 
• Develop and maintain user manuals for Grants Information Management systems to ensure team accessibility and understanding. 
• Track and analyze the grants portfolio, providing regular updates to senior management on funding trends, burn rates, and upcoming opportunities to inform decision-making. 
• Collaborate with the Advocacy/Communications to gather evidence for fundraising, advocacy, and visibility efforts.  

External Communication and representation (15%) 

• Develop and validate necessary documentation, such as reports, presentations and organizational documentation, to share with donors and stakeholders; 
• Liaise with donors in the submission and follow up of Agreements and Reports; 
• Act as a focal point to facilitate any donor visits or third-party Monitoring; 
• Participate in external Coordination and fundraising related meetings as delegated by HoP. 
• Lead the development of key documentation (e.g., reports, presentations, briefs) for donor and stakeholder communication, ensuring consistency and quality. 
• Act as donor focal point for external communication on grants and program-related matters. 
• Facilitate donor visits and third-party monitoring efforts, ensuring compliance with organizational and donor guidelines. 
• Represent DRC in external coordination and fundraising meetings, ensuring alignment with organizational priorities and the country program strategy, as delegated by the HoP. 

Partnership Management (15% – as required) 

• Explore new partnership opportunities and collaborate with relevant stakeholders (HoP, Area Managers, Programme Managers) to identify and engage potential partners. 
• Coordinate the vetting, selection, and management of implementing partners using DRC’s standard tools and templates, ensuring alignment with program objectives. 
• Facilitate partner involvement in program design, context analysis, and relevant assessments, ensuring strong collaboration from the outset. 
• Oversee the development and review of sub-grant agreements, including modifications, and coordinate the opening, review, and closeout processes, ensuring timely follow-up on action points. 
• Monitor partners’ performance and progress, including their narrative and financial inputs, through regular reviews, meetings, and field visits, and ensure early identification of risks (e.g., underperformance or underspending) with proactive mitigation measures. 
• Ensure the quality and importance of partnerships by maintaining effective coordination and relationship management with partner focal points. 
• Coordinate partner capacity assessments and facilitate the development and implementation of capacity strengthening plans in collaboration with DRC’s technical teams. 
• Support partners in compliance with donor and DRC requirements, including conducting due diligence, providing technical oversight, and ensuring regular assessments throughout implementation. 
• Conduct partner satisfaction surveys at the end of each sub-grant cycle, providing feedback and reports to DRC management for continuous improvement of partnership processes. 

About you

To be successful in this role we expect the following:

• Master’s degree in international relations, project management, business administration, or similar studies relevant to the post 
• At least three years of professional experience in humanitarian emergency contexts with Program development/Grants responsibilities, preferable to have at least two years of experience at Grants Coordination level; 
• Knowledge and experience working with multiple sectors including protection and early recovery/ livelihoods; 
• Commitment to integrate gender, conflict sensitivity and accountability into programming; 
• Solid experience in project development and management including good skills in donor reporting, and compliance; 
• Extensive knowledge of UN, US and European institutional donors and their compliance requirements with proven experience of developing successful funding proposals; 
• Keen understanding of the complexities in Lebanon in or similar contexts; 
• Excellent communication and writing skills in English and Arabic; 
• Strong cross-cultural communication skills and eager to work as part of a diverse team. Sensitive to interpersonal differences and a range of viewpoints; 
• Highly developed leadership abilities, including the ability to coach, motivate, grow, and support effective teams; 
• Exceptional advance planning and organizational skills. Able to effectively prioritize and follow multiple activities and deadlines simultaneously; 
• Analytical, strategic, and able to proactively develop solutions to complex challenges; 
• Flexible and innovative. Able to adapt plans and pivotal approaches in response to changes in context; 
• Reliable, patient, and able to work independently in a fast-paced environment;
• Fluent in English and Arabic Languages.

Source: https://candidate.hr-manager.net/ApplicationInit.aspx?cid=1036&ProjectId=172380&DepartmentId=19002&MediaId=5

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