Programme and Grants Coordinator at International Rescue Committee

The International Rescue Committee is a global humanitarian aid, relief and development nongovernmental organization.

The Purpose of the Role

The Programme and Grants Coordinator is responsible for managing a portfolio of grants to be allocated to awardees during the period of the fund management under the What Works 2 contract. Each Programme and Grants Coordinator will be expected to manage a portfolio of grants each in their respective regions (to be allocated). The Programme and Grants Coordinator will play a critical role in ensuring timely and accurate grant reporting, tracking grant spending, developing spending plans, and managing internal disbursement of grant funding to awardees.
The role will also provide key support to the Senior Operations Manager, Fund Management, and work closely with Programme Finance Coordinator and Finance Officers to coordinate programmatic and budgetary monitoring, compliance with donor and internal IRC rules and regulations and other key functions as required.

Scope and Authority

Authority : This position has no direct line management authority but has authority to advise the What Works II Finance Officers and Senior Operations Manager.

Responsibility For Resources

This position is not a budget holder but is required to manage and oversee grants budgets
Responsible for monitoring portfolio of grants (progress and spending reports); and preparation of donor financial and narrative reports for a portfolio of smaller grants and contracts;
Responsible for risk management and compliance of allocated grants in collaboration with the Awards Management Unit’s Compliance Team; and
Supports the Senior Operations Manager, Fund Management on other Fund Management tasks as required.

Key Working Relationships
Position reports to: Senior Operations Manager, Fund Management
Other Internal And/or External Contacts

Internal: What Works 2 team including Programme Finance Coordinator and Finance Officers; regular communication with other IRC departments, including Grants, Operations and Analytics Team (GOAT) for Technical Excellence, Finance, and the Awards Management Unit;
Working closely with the What Works 2 team based in the Nairobi office (Program Director, Program Finance Coordinator, Finance Officer); based in London/UK (Deputy Director, Senior Operations Manager, Programme Coordinator); and based in Jordan (M&E Coordinator; Finance Officer and Programme and Grants Coordinator) and Lebanon (Senior Technical Advisor, Innovation and Mainstream Grants) and WW2 Learning Partnership Team.
External: Interact with grantees with regards to technical and finance/contract management.

Key Responsibilities
Programme and Grant Management and Monitoring

Support the full life cycle of funding rounds as follows:
Develop, co-facilitate and guide competitive partner selection processes to identify partners for this project;
Review concept notes, proposals and budgets and support key technical staff in this task before Project Lead sign off; and
Lead and Support Partner Identity and Background Review, conduct vetting and project partner capacity assessments (due diligence) processes and documentation, including completion of the report and/or review of submitted reports and by senior officers.
Support in the agreement, draft review of accountable grant arrangements (AGA), taking into account the due diligence outcomes and specific project and donor requirements.
Coordinate with the technical advisors for support required for the effective management of the grants, including around reporting cycles.
Acting as the grantee-partner focal point, coordinate the management and monitoring of grants funded portfolio following the award, and ensure that the funded projects continue to comply with the terms and conditions set in the grant agreement.
Develop and maintain an in-depth understanding of grants, donor compliance, and budget conditions and status.
Contribute to the What Works 2 programme grants risk register, to identify, monitor and mitigate against any key risks to programme delivery, and update the Senior Operations Manager, Fund Management.
Support and participate in timely and effective grants funded portfolio programme, finance, and compliance review and reflection (monitoring), and work with the fund management staff, Technical Coordinators, M&E and finance staff to address any project performance issues.
Update the What Works 2 grants management portal as required.
Attend and actively participate in all grants reviews related meetings, including monthly check-ins with Technical Advisors.
Manage and coordinate the approval of agreements, amendments, cost extensions and no-cost extensions for grants/contracts.
Utilize existing IRC standard grant management processes (OTIS, project cycle meetings, etc.) and develop new tools or reporting formats to enhance grants management.
Manage coordination of WWII grantee-partner reporting; work closely with Finance Officers, Programme Funding Coordinator, Senior Operations Manager, technical advisory unit and headquarters-based finance staff to ensure accuracy of the WWII grants reports and promptly identify and advise the WWII Team on areas of concern.
Undertake regional monitoring visits to grant partners and project sites (subject to travel and security approvals)
Undertake capacity strengthening activities with grantee-partners including developing project tools and templates preparing presentations in programme management and compliance, contributing to online webinars and team meetings.
Support WWII team with planning and logistics of Annual Programme Meetings including coordination with grantee-partners and contribution to agenda and grantee-partner specific sessions.

Financial Management and Compliance

Work closely with What Works 2 Finance team to ensure accurate reports are produced in a timely manner, and that confirmed expenditure reports and grants forecasts are submitted to FCDO, as agreed.
Maintain an overview of grants funded portfolio and monitoring and ensure that appropriate controls and decisions are made regarding timely release of funds to grantees.
Support the Project Finance officer in preparing and reviewing milestones calculation ensuring grantee costs are reflective of required costs.
Work with the project team to develop tools to implement sound financial management (e.g. cash flow management tools, invoice trackers, forecasting).

Communications

Maintain regular communications with grantees and build relationships with strategic programme partners
Maintain effective communication with Partnership Excellence Team to ensure effective fund management

PERSON SPECIFICATION
Essential

Skills, Knowledge and Qualifications:

Excellent written and oral English communication skills.
Degree in gender, social work, public health, international development, or related field (or equivalent work experience in a relevant field)
Between 3 to 6 years of related and demonstrable work experience, preferably for an International Non-Governmental Organization managing a considerable number of grants or contracts
Excellent organisational skills
Excellent interpersonal and communication skills, with the ability to effectively liaise with a variety of people in a multi-cultural environment and work in a virtual team
Flexible work attitude, proactive and demonstrated creativity: the ability to work productively in a team environment and the ability to problem solve creatively with minimal guidance

Experience

Experience managing a portfolio of grants and projects throughout implementation, including monitoring progress against milestones, budget, risk and compliance
Knowledge of working on grant making funds and good understanding of project/grant management cycle, including assessments, selection, contract, implementation, monitoring and evaluation
Understanding of project management methodology
Ability to develop excellent relationships with multiple project partners and stakeholders including governments, donors, and civil society
Experience working closely and managing relationships with grantees
Ability to communicate effectively with colleagues and project partners, in writing, face to face or on online meetings
Ability to define and communicate (written / verbal) grant management processes tailored to specific requirements
Proven ability to operate in a complex organisation, across functions and work on own initiative as well as collaboratively as part of diverse teams
Ability to meet deadlines, and to work in a pressurized environment
Ability to manage a complex and varied workload, work under pressure, and travel regularly to insecure environment
Excellent written and oral English communication skills. Other languages would be an asset.
Excellent IT skills (Word, Outlook, PowerPoint, Excel).

Desirable

Experience with commercial contracts, including FCDO
Knowledge of FCDO’s rules and regulations
Prior experience working in countries where IRC operates
Experience working with Southern-based women’s rights organisations and civil society organisations working in violence against women and girls
Project Management Skills
Other language skills (French)
Experience in feminist grant making