SRO – Grants Coordinator- National Position

The Norwegian Refugee Council (NRC) is a non-governmental, humanitarian organization with 60 years of experience in helping to create a safer and more dignified life for refugees and internally displaced people. NRC advocates for the rights of displaced populations and offers assistance within the shelter, education, emergency food security, legal assistance, and water, sanitation, and hygiene sectors. The Norwegian Refugee Council has approximately 9000 committed and competent employees involved in projects across four continents. In addition, NRC runs one of the world’s largest standby rosters -NORCAP, with 650 professionals, ready to be deployed on 72 hours notice when a crisis occurs.

The Grants Coordinator will be based in Amman working with NRC Syria Response Office (SRO). The position holder will contribute to achieving quality programming by closely supporting the Grants Manager in ensuring effective grants management including, internal and donor compliance requirements, timely and quality proposal development as well as reporting, and acting as the focal point for the key mandatory activities under NRC’s Project Cycle Management (PCM). S/he ensures NRC programme/support teams are informed of relevant donor compliance regulations and NRC procedures, manages donor and other external reporting, and coordinates grant revisions. The Grants Coordinator also supports Project Managers and Core Competency Specialists in the development of proposals and reporting in line with the grant process flowchart.

Generic responsibilities:

1. Adherence to NRC policies, guidance, and procedures;
2. Support overview and maintenance of grants in the portfolio, donor requirements, rules and regulations, and internal and external deadlines;
3. Support and coordinate the development of donor proposals and reports, as well as ensuring donor compliance and quality control;
4. Contribute to and coordinate to the development and revision of funding proposals, budgets, and donor reports;
5. Contribute to PCM procedures and usage of the NRC PCM framework in the response office, including inclusion of cross-cutting programme elements, Finance and M&E structures throughout all stages of the PCM;
6. Support the Grants Manager to continuously improve internal grant management systems;
7. Provide an internal help-desk on donor related issues, including donor rules and regulations, as well as proposal and report writing;
8. Coordinate the development and distribution of internal reports;
9. Support field teams in their engagement with implementing partners as per NRC’s Grants Management procedures and relevant donor regulations
10. Promote the rights of IDPs/returnees in line with NRC’s advocacy strategy.

Specific responsibilities:

Funding Identification and Proposal Development

1. In collaboration with the GM, coordinate proposal development for NRC’s portfolio of donors with relevant staff within AOs and CO;
2. Build positive working relationships with other teams to coordinate and support development of high-quality proposals using relevant NRC Grant Management tools and guidance (proposal development calendar, internal log-frame, procurement plan, internal budgeting tool);
3. Work closely with Budget Holders, programme teams, and finance as well as other stakeholders to ensure that the budgets are aligned to the donor requirements;

Grant Agreement

1. Support the Grant Manager in reviewing donor contracts, flag any points that might challenge NRC’s procedures, and support contract negotiations;
2. Together with the Grants Manager, summarise in writing, key reporting and donor compliance requirements including issues to be raised during Grant Opening Meetings;
3. Organize and facilitate Grant Opening Meetings within 30 days of the grant being activated and coordinate with relevant staff to develop all mandatory internal documents (internal logframe, procurement plan, work-plan, etc.).

Donor Reporting and Monitoring/ Review

1. Work with the GM to coordinate the development of proposal revisions, ensuring it is in line with donor requirement and of high quality;
2. Coordinate the development of donor reports with relevant staff in the AOs, CO and RGS (as relevant), ensuring consistency between narrative and financial reports and that they meet NRC and donor quality standards;
3. Keep track of project review meetings and organize in collaboration with Area Programme Managers quarterly review meetings, ad hoc meeting as required and, GCM; ensure minutes of meetings are filed and action points captured.
4. In collaboration with relevant staff, support the coordination and compilation of documents/factsheets for donors monitoring exercises (for instance TPMs, desk reviews, field visits, etc.)

Donor Compliance

1. Be familiar with all NRC organizational and donor portfolio compliance requirements and ensure high quality management of grants through meeting donor requirements and deadlines;
2. Support and advise programme colleagues with queries related to donor compliance on grants within portfolio and ensure appropriate donor templates are readily available;
3. Flag to the GM any risks for non-compliance with donor requirements;
4. As per their request, support finance and compliances teams to ensure all documentation required is ready and available for audits (e.g. vouchers, distribution lists)
5. In collaboration with the GM, deliver training and capacity building of staff on NRC grants management/donor compliance and PCM as required.
6. Perform Grants CO checks on RoDs as per internal compliance SoPs

General Administration

1. Ensure all key grant documents for a grant are available within the SRO filing tree and in line with the standardized information management/filing systems;
2. Visit area offices to support with capacity building of staff and roll-out of PCM activities;
3. Proactively update the Grants Tracker;
4. Assist the Grants Manager as necessary, including representation and attendance at meetings as required, and coordination with teams to follow up on agreed action points;
5. Portfolio will be assigned as per line manager requirements and may vary over time.
6. Other duties as assigned from time to time

Generic professional competencies for this position:

• At least 3 years’ of relevant experience in a related field;
• Experience of donor relations and grants management (e.g. with institutional humanitarian and development donors);
• Experience working in complex environments and with displaced populations;
• Good understanding of donor rules and regulations;
• Proven skills and experience in report and proposal development and working with multiple donors;
• Good personal organisational skills, including time management, and ability to meet deadlines and work under pressure;
• Staff capacity-building experience;

Context related skills, knowledge and experience:

• Good communication and interpersonal skills;
• Strong organisational and team working skills;
• Good cultural awareness and sensitivity;
• Excellent written and oral communication skills in English;
• Knowledge of the NGO operations and the dynamics of the humanitarian sector;
• Above average computer skills, particularly in Microsoft Windows Word and Excel;
• Holds self-accountable for making decisions, managing resources efficiently, holds the team accountable to deliver on their responsibilities.
• Ability to work under pressure, independently and with limited supervision;

Behavioral competencies

• Planning and delivering results.
• Working with people
• Communicating with impact and respect
• Analysing
• Influencing
• Handling insecure environments

We can offer:

• Candidates are encouraged to apply early, as applications may be screened prior to the vacancy deadline
• Contract period: till 31st December 2024 (subject to extension based on funding and performance)
• Duty Station: This position will be based in the NRC SRO office in Amman
• Salary/benefits: According to NRC’s salary scale and terms and conditions
• Female candidates are encouraged to apply.
• Deadline for applications: 6th February 2024