Grants Manager

Responsibilities

Business development

• Coordinate development of high quality proposals (including compilation/editing of the technical narrative) that are relevant to IRC's Strategic Action Plan, OEF and donor requirements and encompassing input from key stakeholders.
• Work with Finance Department to develop budgets and budget narratives ensuring that they are compliant with donor and internal requirements.
• Develop donor mapping tools to support opportunity identification.
• Identify key proposal and donor-related information linked to new funding opportunities to support the Program Coordinator in organizing and leading program design for all new business development opportunities.
• Ensure that proposals are tracked with standard IRC tracking tools (e.g. FM01, OTIS).
• Coordinate proposal and project/program revisions (issuing and management of timelines and development processes, writing and editing as needed, providing review, liaison with reviewers, etc.)

Grants Compliance

• Lead grant opening meetings, quarterly grant review meetings, and grant close out meetings in collaboration with the Programs Coordinator. Monitor post-meeting implementation of action points.
• Lead grant management meetings, including monthly GRMs and Budget vs Actual (BVA) to address issues of spending and manage the OTIS system for opportunities tracking.
• Generate donor reports, analyze actual results to budget figures and provide monthly feedback to Coordinators and other senior managers. Develop or modify detailed budgets in SUN format, to enable the generation of donor reports;
• Develop pipeline analysis spreadsheets for budget realignments or modifications such as NCE/CE, exceeding flexibility, etc.
• Assist program managers and coordinators to develop spending plans and monitor for progress and adjust as necessary;
• Maintain a broad and deep understanding of donor policies, regulations, and procedures and build this knowledge among country team members.
• Proactively identify grant compliance risks throughout the portfolio and advise programs, operations, finance and senior management on necessary actions.
• Assist program technical leads and operations staff with understanding of the reporting and other compliance requirements on their grants.
• Liaise with NY and London about specific grant compliance issues and clearly communicate these issues through to relevant colleagues in the country program.
• Monitor and facilitate compliance of programs with donor and IRC requirements and raise issues affecting external/internal compliance to the Programs Coordinator.

Donor Communication and Reporting

• Ensure that reports are timely, accurate and responsive to donor needs.
• Upon delegation, provide liaison or representation to donors when need arises and/or in the absence of regular donor focal points.
• Ensure that effective channels of internal and external communications relating to grants are established and respected.
• Ensure that senior management and technical leads understand donor communication protocols and provide copies of correspondence for files.
• Ensure project activity progress and indicator tracking, and top-line expenditure forecasting and tracking.

Information Management

• Ensure quality information management through regular maintenance of grant files, developing compliance sheets, updating of internal IRC documentation and other Grant Unit tools, including coordination and preparation of documents and files for internal and external audits.
• Track donor correspondence.
• Track the submission of proposals and maintain file copies.
• Track the submission of reports and maintain file copies.
• Keep a database of key donor contacts.
• Maintain a comprehensive information management and filing system that ensures all donor contractual documents, reports, key correspondences, etc. are appropriately filed in up-to-date and consistent soft and hard copies are available as needed.

Partnerships Management

• Coordinate pre-award due diligence assessment of potential partners by finance, program and operations
• Lead in drafting partnership/sub-grant agreements and modifications acting as focal point with HQ for review and approval, and facilitate signature by IRC and partners.
• Review sub-contracts and sub-grant agreements for SMT
• Coordinate with HQ Grants Unit on development and approval of all grant/sub-grant agreements and contracts
• Support to program staff and operations staff in regards to sub-contract and sub-grant management (compliance)
• Advise and guide Coordinators and appropriate support managers/officers on procurement planning and transactions for sub-contract and sub-grants, in keeping with donor requirements and IRC policies, procedures, and standard practices.

Professional Standards

The IRC and IRC staff must adhere to the values and principles outlined in the IRC Way - Standards for Professional 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, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.