Grants Management Coordinator

Overall purpose of the role:
Based in Port Sudan, The Grants Management Coordinator position will provide overall grants management support to DRC in Sudan by ensuring timely donor communication, quality donor reporting, lead on CN/proposal development processes, leading CE/NCE request, partnership contract management, coordination with programme and support department when it comes to grants management. The Grants Management Coordinator is also responsible for donor compliance, application of correct procedures and guidelines.

Responsibilities 

Grants Support (60%)

• Be responsible for the delivery of quality narrative reports, reflecting the progress and status of projects, in a transparent, timely and professional manner;
• Lead CE/NCE Processes as and when needed for all ongoing grants under the assigned portfolio;
• Support / facilitate Go/No Go, Kick Off and ensure the Go/No decisions  are clearly documented and shared across;
• Lead on end-to-end CN/proposal development processes including drafting generic sections, reviewing and consolidating technical and budget related inputs and ensure completeness of the full package in line with DRC and donor requirements;
• Support HoP/PDQM and the technical teams in organizing proposal development workshops/sessions for agreeing on technical strategies and finalizing ToC/LFA. 
• Coordinate CN/proposal development processes for consortium projects including but not limited to the development of teaming agreement, proposal timelines, setting up external sharepoint, coordinating design discussions and collating inputs from diverse partner bases per requirement of the submission;
• Lead on coordination for addressing all comments and issues on proposals or reports, liaising with relevant department/units including finance, Programme Coordination team and Area Offices to ensure adherence to the specific requirements and sector wide quality standards;  
• Ensure the DRC grants management system is regularly and fully updated. This includes Dynamics ERP system (creating grants, uploading documents, managing instalment tracking and billing rules, updating checklists and tasks assigned); internal grant and reporting tracker ensuring all deliverables are properly tracked and followed up;
• Maintain and regularly update hard-copy files for all ongoing DRC projects and assist in the coordination and preparation of project documents;            
• Support grant relationships and communications with donors to ensure correct, compliant and smooth flow of information;
• Lead on due diligence process for in-country assessment of the DRC by different donors and UN agencies;                                                                                                           
• Participate/lead on programme cycle meeting (PCM) routines including Grant Kick off meetings, Grant Review Meeting and Grant Close out Meetings for the assigned portfolio. This should include recording minutes nad follow up on the key action points;
• Support with communication and visibility tools and items as per donor and internal guidelines including their dissemination and availability to DRC teams and donors.
• Support Programme Development and Quality Manager (PDQM) and the Head of Programmes  in developing/managing fundraising strategy, donor engagement plan, donor mapping by conducting research, maintaining and updating engagement plan and donor database. 
• Strengthen grants management system by updating existing tools and or developing new one including reporting and proposal development SOPs, checklist for reviewing CN/Proposals, strengthening grants/reporting trackers and ways of working vis a vis grants and other units for clear roles and responsibilities;

Programme Support (40%)

• Support Head of Programmes and Area Managers in administrative management, general reporting and communication of programme;
• Support Programme Coordination team and Area Managers in developing Area profiles and sectoral capacity statements and regularly update them for use in proposals and donor communication;
• Responsible for ensuring project approvals, registrations, and donor funding applications are submitted to HAC and relevant line ministries, queries are addressed, and submissions are reported on in coordination with Finance, Programme Liaison, and Government Liaison teams, with documentation compliant with Sudanese regulations.
• Maintain accurate documentation and archiving of all HAC and line ministry submissions, approvals, and official communications, ensuring coherence and accessibility for internal reference and reporting.
• Support the development of partnerships such as implementing partner identification and mapping, due diligence, support with selection, relationship management, capacity building and any closure processes.

Key Deliverables: 

• Submission of quality donor reports and grant meeting minutes in a timely manner
• Contribute to the business development and proposal development efforts of the country programme.
• Regular and timely support to ensure compliance with donor rules and regulations
• Support to managing the partnership cycle and related processes as and when delegated
• Maintain accurate and up-to-date grant records in DRC’s ERP platform (Dynamics) and sharepoint.
• Track and monitor grant processes and milestones, ensuring timely dissemination of information to staff and partners
• Facilitate project kick-offs and donor engagement activities, ensuring teams understand programmatic, financial, and compliance obligations
• Support grant closure and compliance processes, ensuring documentation, internal procedures, and donor obligations are fully met
• Provide capacity building and guidance to country teams and implementing partners on donor rules and operational compliance
• Monitor donor opportunities and partnerships, providing timely information to management to support resource mobilization and business development
• Stabilize grants processes and tools, including updating trackers, reorganizing folders, and preparing fact sheets, cheat sheets, flash reports
• Support development and improvement of grants systems and processes to strengthen efficiency and readiness for ongoing and future grant management activities
• Timely and effective management of government project applications, approvals, and reporting through HAC and relevant line ministries

Qualifications, experience and technical competencies 

• University degree in Business Administration, Social Sciences or equivalent in relevant work experience
• Minimum 2 years of prior professional experience in at least one relevant role in Grants Management, Programme Management, or Programme/Grants Coordination, preferably with a national or international NGO.
• Knowledge and experience working with multiple sectors including protection, EcRec, WASH, shelter & NFIs, CCCM, Humanitarian mine action and peacebuilding. 
• Experience working within humanitarian, humanitarian‑development‑peace (HDP), or durable solutions programming strongly preferred.
• Proven experience in improving quality of delivery and process through methodical thinking and strong attention to detail
• Demonstrated understanding of the humanitarian and operational complexities of Sudan; previous living or working experience in Sudan is highly preferred
• High level of proficiency in MS Word and Excel; experience working with donor templates and reporting tools is an asset.
• Excellent written and communication skills

Languages: 

• Fluency in written and spoken English

About you

In this position, you are expected to demonstrate DRC’s five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process. 
• Collaborating: You involve relevant parties and encourage feedback. 
• Taking the lead: You take ownership and initiative while aiming for innovation. 
• Communicating: You listen and speak effectively and honestly. 
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

Conditions
Contract:       One-year contract with possibility of extension, subject to funding and performance. Salary and conditions in accordance with the Danish Refugee Council’s Terms of Employment for International staff.  This position is graded at NM.G

Start Date:     September 2026

Duty Station:  Port Sudan 

Reports to:     Programme Development and Quality Manager

Application and CV
All applicants must submit a cover letter and updated CV in English via our online application form
on www.drc.ngo under Vacancies

Applications close on  23  August 2026.