Grants Assistant

Job Overview/Summary:

The Grants Assistant supports the Grants team with project cycle meetings, proposal development, donor reporting and other grants information management tasks. The Grants Assistant will in addition as needed support with programmatic and budgetary monitoring, compliance with donors’ and internal IRC rules and regulations. The Grants Assistant is to a lesser extent also involved in supporting IRC’s partnership work in the country. The Grants Assistant will work closely with the in-country program teams and will report to IRC’s Grants Manager.

Main responsibilities

Project Cycle Meetings/Management (PCM):

• Maintaining and schedule/organize all PCM meetings per IRC standards.
• Acting as country program focal point for PCM guidance.
• Prepare PCM agendas, slides and facilitate all PCMs, as well as write meeting notes/action points, and follow up on action points with relevant departments, on a need’s basis.
• Participate in budget management meetings, including monthly review of Budget vs Actual (BVA) reports to address any projected underspend or overspend.
• As needed conduct training of relevant staff and partners on PCM and reporting.
• Support project management and oversight of deliverables of all grants/projects and conduct quality assurance of project implementation.

Grants Management

• Support management of the Ukraine Grants and Pipeline tracker, updating it on an ongoing basis, and ensuring continued relevance as a reference tool for the wider team.

·Maintain up-to-date, comprehensive database of donor guidelines relevant to the program portfolio, including support to local partners. Support maintenance and updating of the IRC’s Opportunity Tracking & Implementation System (OTIS).

• Maintain and update online information management and filing systems, ensuring all relevant documentation and key communications are appropriately filed both for IRC and partner grants.
• Ensure IRC colleagues have access to relevant records and information.
• Undertake other key grants management, program development, monitoring and evaluation, communications and external relations activities as requested.
• Keep Grants Manager informed of any projected inabilities to meet contractual obligations, report submission deadlines and spend rates/significant budget variances.
• Compile and respond to information requests from IRC’s headquarters.

Reporting

• Support in the development of high-quality donor reports (narrative and financial) according to IRC and donor regulations. Ensure all required documents are included, complete, correct and approved by the respective Program Coordinator/s and country management.
• Collaborate with the Program and Finance teams to develop standard reporting templates and tools that will support improved narrative, logframe and financial reporting.
• Support the Grants Manager to ensure that information on all donor communications, changes in regulations, and meetings or events are disseminated as needed.
• Working with communications and MEAL staff to collect lessons learned from IRC work and draft case studies from programs.

Proposal Development and Fundraising

• Assist with research and information gathering relative to proposal design and business development.
• Keep track of all donor engagement, new opportunities, pipeline and submissions.
• Support coordination of process around proposal development, including writing and reviewing relevant sections and working with relevant departments.
• Under the supervision of the Grants Manager identify and support in the development of donor relationships nationally.
• Support development of external communication tools as relevant for donor visits/meetings on IRC Ukraine as a whole and IRC Ukraine programs in particular
• Contribute to all aspects of the proposal development process – including compilation/editing of the technical narrative, development of budgets and budget narratives, drafting of required annexes, etc.

Key Working Relationships

Position Reports to: Field Coordinator
Works closely with: Program teams, MEAL teams, Finance teams, Partnership teams and Operation teams

Indirect Reporting: Senior Grants Manager

Job Requirements

Work experience:

·1 year of relevant work experience, preferably in an NGO, international organization or Ministry.

Demonstrated Skills and Competencies:

·Strong experience with Microsoft Word, PowerPoint Excel, and Outlook.

·Strong organizational and time-management skills; proven ability to prioritize and deliver on time.

·Ability to manage competing priorities, meet demanding deadlines and work under pressure in unstable security environments.

·Excellent verbal and written communication skills as well as an overall ability to be clear and concise in all communications.

·Excellent inter-personal and intercultural skills.

·Ability to work both independently and in a dynamic, cross-functional global team structure.

Education:

·Bachelor’s Degree or equivalent in International Affairs, Development, International Political Economy, Political Science, Social Science or another relevant subject.

·A relevant Master’s Degree is considered a strong advantage.

Language skills:

·Fluency in English, spoken and written is required.

·Strong writing and editing skills in English with close attention to detail is required.

·Fluency in Ukrainian is required.

Preferred experience & skills:

·Experience with project management is considered a strong advantage.

·Strong analytical problem-solving skills

·Flexibility to adapt to changing requirements.

·Demonstrated ability to work effectively with stakeholders at all levels.

·Ability to manage and work through change in a proactive and positive manner.

·Familiarity with international donors and fundraising