Grants Coordinator

CONTEXTUAL BACKGROUND

The IRC has worked in Sierra Leone since 1999. The IRC currently has programs across three core sectors: 1) Health 2) Women and Girls’ Protection and Empowerment (WGPE), and 3) Education. The IRC is committed to supporting the Government of Sierra Leone in the strengthening of the country. We seek to build upon our programming experience and introduce new programs that are adaptive, collaborative and evidence-driven, leading to a more educated, safe, healthy and empowered Sierra Leone.

Job Overview/Summary

The Grants Coordinator is a key role for IRC Sierra Leone, will work closely with the Deputy Director of Programs, Country Director and technical leads in reviewing IRC Sierra Leone business development strategy and implementation in line with the country strategic action plan to ensure that the country program, has diversified and quality funding. S/he will lead and facilitate broad engagement on business development and proposal writing processes with colleagues from programs, finance, operations and partners. This will include managing the business development cycles and staying up to date on new trends of donor funding opportunities, partnership opportunities and the operating context of Sierra Leone. S/he will be responsible for conducting the full range of pre and post award activities required to prepare and submit proposals to a broad range of donors. S/he will lead the development of high-quality proposals processes and ensure compliance to donor guidelines and policies. S/he will have direct responsibility for the management and coordination of the grants, partnerships and communications portfolio, including the responsibility of coordinating Project Cycle Meetings (PCMs). The role will have strategic and hands on responsibility for the Grants department.

The Grants Coordinator will report directly to Deputy Director of Programs (DDP), with close working relationship with the Country Director, Senior Management Team (SMT), Program Coordinators, MEAL Coordinator, Partnership, Finance and Operations. At the regional level the role will work closely with the Regional Program and Award Support Team (RPAS)for the West Africa region.

Major Responsibilities

Business and Program Development

• Lead the implementation of the IRC Sierra Leone Business Development Strategy and Workplan, including proactively identifying new opportunities and partnerships, in coordination and collaboration with the DDP and regional business development and private partnerships teams.
• Lead the coordination of the strategic evaluation and drafting of go-no-go decisions and communication with the regional Business Development team to ensure any resourcing and support needs are planned.
• Lead the coordination of proposal development process, from review of solicitation, GNG decision, designs meetings, proposal development to final submission, gathering input from Technical Coordinators (TCs), Measurement staff, Field staff, Senior Management, Operations, Finance, Technical Advisors, and ensuring review/support at the HQ level to ensure high quality design processes and proposals submission.
• Ensure timely planning and management of review process through IRC’s electronic awards database, the Opportunity Tracking and Information System (OTIS) and HQ approvals.
• Lead the drafting of non-technical sections of proposals, including budget narratives, the editing of proposals, and review against solicitation requirements and overall ensure compliance with donor requirements and guidelines.
• In coordination with HQ, ensure proposals meet internal standards, including the use of IRC’s Outcomes Evidence Framework (OEF) and IMPACT Standards, and are in line with the IRC Sierra Leone Strategic Action Plan (SAP).
• With Finance, coordinate the development of proposal budgets and conduct the review of proposal budgets for donor responsiveness and alignment with the technical narrative.
• Act as the focal point with donors in-country for the proposal development process.
• Working closely with the DDP, provide inputs to program development strategy processes through conducting donor mapping, analysis of upcoming opportunities, and IRC’s competitive strategy.
• Ensure that the contractual terms proposed by the donor or Lead Recipient before the start of a project are realistic and applicable, given the local context and IRC internal processes and procedures.
• Work closely with HQ and SMT to provide support and guidance in the negotiation phase before signing grants and partnership agreements
• Contribute to collating lessons learned in relation to past projects, partners and donors and disseminate these within the IRC to support the organisation’s business development processes, ways of working, strategy, and direction.

Grant Management and Compliance

• Lead the coordination, management and implementation of the grant lifecycle, from project opening, to close-out, including ensuring regular Project Cycle meetings and monthly budget versus actual (BVA) meetings are held, in close collaboration with programs, finance and operations. Ensure timely communication to, and follow-up with, SMT on issues raised and ensuring the issues are fully resolved.
• Ensure clear communication and management of reporting requirements inclusive timelines both for IRC and its partners (and in coordination with the Partnership Coordinator).
• Coordinate timely reviews and consolidate reports as necessary to ensure documents are of the highest quality and in line with donor requirements and are submitted timely to the donor.
• Work with the programs, field offices and partners in the management of project cycle and compliance requirements as per donor agreements.
• In coordination with Finance, maintain visibility of spending and forecasts for the proper monitoring and the successful implementation of programs and early warning in case of obstacles or challenges.
• Review donor contracts and agreements, coordinating the review and approval process through the IRC’s internal awards management system, OTIS, in close collaboration with the Regional Program and Award Support Team.
• Ensure all IRC grant files are maintained and filed on IRC Box system and in line with the set archiving system.
• Ensure utilization of the grants management tools such as the snapshot, FM01, BvAs, and OTIS to ensure accurate tracking of opportunities, reporting and adjustments through the project life cycle.
• Ensure that grants are implemented in compliance with IRC and relevant donor regulations, liaising with the IRC Awards Management Unit and Regional Program and Award Support Team counterparts on any identified issues, questions, concerns.
• In collaboration with Finance Leads, follows up on disbursement requests throughout the project life cycle until the final report is accepted by the donor, the final advance payment is made, and the grant is closed.
• Supports the IRC Sierra Leone Country Program compliance with Government of Sierra Leone requirements, such as through the review of Service Level Agreements (SLAs) and SLA reports before submission to relevant line ministries.
• Provide training to IRC staff on compliance and donor-specific compliance requirements
• In coordination with the Supply Chain Leads, monitor compliance with IRC and donor asset management rules. Reviews asset registers to ensure internal and external compliance and advises IRC Sierra Leone Country Program colleagues on queries relating to assets in the context of donor compliance.
• Support donor audit preparation, verifications, and spot checks.
• Lead on IRC grant incident reporting (fraud, corruption, security) to the IRC Ethics and Compliance Unit and relevant donor, liaising with HQ, SMT, and donor as per donor and IRC guidelines.

Partnership Management

• In close coordination with the Partnership Coordinator, support IRC Sierra Leone strategic approach to partnerships and 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.
• Working closely with the DDP and SMT, lead the development process of Sierra Leone Partnership Plan in line with SAP ambitions and partnership targets
• Increase IRC’s capacity to engage with strategic partners, promoting and modeling effective partnership approaches especially with local actors
• Support the identification of potential implementing partners and oversees due diligence exercises with future implementing partners.
• Provide leadership and guidance to implementing partners in the development of project documents and reports.
• Provide leadership and guidance for developing partnership agreements, coordinating the contracting phase with partners, and ensuring the proper dissemination of contractual obligations to the implementing partners. Also responsible for ensuring that project modifications and amendments to the grant agreements are properly reflected in the partnership agreements and updated on OTIS.
• Where applicable, and in close liaison with the partnership and program teams, oversee the partner capacity building plan at the beginning of each project, and monitors the plan implementation throughout the project cycle.

Communications

• Lead the implementation of the IRC Sierra Leone Communications Workplan, in coordination and collaboration with the DDP and regional communications team.
• Ensure communication requests from donors and/or HQ are actioned (e.g., case studies, blogs, website updates) by program and grants staff as appropriate.
• Ensure that all donor branding and visibility plans are developed and implemented as required.
• Ensure routine updates on program information sheets for use in in-country advocacy and business development efforts.

Coordination & Representation

• Support in-country engagement with donors and key stakeholders, in line with SL’s Business Development Strategy and Workplan
• Ensure participation in project level coordination forums, as relevant.
• Participate in consortium partners coordination, as relevant.
• Work with the DDP to coordinate any donor visits and facilitate any reasonable requests from funding affiliates and governing bodies
• Represent the organizations to donors and to other organizations where applicable and as need arises.

Staff Performance Management, Learning & Development:

• Where relevant hire, supervise, and build the capacity of team members in relevant technical and management competencies.
• Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
• 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.
• Approve and manage all time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.
• Hold high-quality meetings with direct report on a regular and predictable basis, at least monthly.
• 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.
• As required identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies.
• 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.
• Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs.
• Look for opportunities to support staff in their career growth, where appropriate. As part of succession plan and nationalization goals, identify, train and develop capability and capacity of national staff to successfully transition role and responsibilities, by the end of assignment.
• Adhere to and act in accordance with the IRC Global HR Policies and Procedures and communicates through word and example a high standard of compliance with all applicable policies and regulations.

Key Working Relationships

Position Reports to: Deputy Director of Programs

Position directly Supervises: Partnership Coordinator

Position indirectly supervises: N/A

Key Internal Contacts:

• Country Program: SMT, Technical Coordinators, MEAL Coordinator, Finance Team and Field Operations
• Region/Global: Regional Award Management Unit, Technical Units/Technical Advisers

Key External Contacts: Donors and partners

Job Requirements

Education: A master’s degree or equivalent in international affairs, communications, finance management, development, or related subject

Work Experience:

• Minimum five (5) years of international grants management, proposal/business development, program designs experience within the development / humanitarian sector, preferably in Africa.
• Strong experience developing projects, writing quality proposals and reports with rigorous requirements, short period and tight deadlines for range of donors.
• Working knowledge of budget development and management
• Ability to work independently, hands-on and meet deadlines with minimal supervision and support.
• Excellent organizational skills: the ability to multi-task, learn quickly, and work independently and productively in a fast-paced and detail-oriented environment.
• Demonstrated attention to detail and ability to follow procedures, meet deadlines and work both independently and cooperatively with team members
• Experience and knowledge of donor regulations (USAID, EU, FCDO, Irish Aid, UN Agencies etc)
• Motivated, positive individual who excels at taking initiative and is able to motivate team members to produce results under pressure.
• Strong commitment to IRC’s vision, mission, and core values.
• IRC experience is an asset

Demonstrated Managerial/Leadership Competencies:

• Excellent communication and presentation skills
• Strong writing and editing skills with close attention to detail
• Flexibility to adapt to changing requirements
• Excellent inter-personal, cultural and diplomatic skills
• Strong experience in mentorship and capacity building of staff
• Must have good multitasking skills and cope well with pressure and adapts and learns from adversity.
• Problem Solving & Judgment effectively uses critical thinking in solving problems.
• Results Driven: sets challenging and clear expectations to meet organization priorities.

Languages:

• Fluent English (Written and Spoken)

Computer/Other Tech Requirements:

• Full professional competency in Microsoft Office Suite, especially Word, Excel, Outlook, and PowerPoint.
• Excellent database, data management and data analysis skills, with strong experience using software applications such as Microsoft Excel, Access.

Ability to Travel: 30% of travel time to various program locations.

Standards of Professional Conduct the 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.

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.

This position is unaccompanied based in Freetown and accommodation will be in individual house.

How to apply

Please apply on our website:

https://careers.rescue.org/us/en/job/req55196/Grants-Coordinator