Iraq is emerging from over three years of civil war against the Islamic State and remains one of the most complex operating environments in the world. The devastating human consequences to huge numbers of people will endure for decades and the destruction of communities, livelihoods, homes and infrastructure will take years to repair. Over 4 million Iraqis have returned in the past year, but 1.9 million remain displaced. 230,000 Syrians continue to seek refuge in the Kurdish region. The new government will struggle to rebuild trust and restore basic services.
A lead responder in Iraq since 2003, the IRC delivers aid and services that help communities survive, recover, and gain control of their future. The IRC is providing robust programming across five governorates through women’s protection and empowerment, child protection and protection and rule of law programming; cash distributions and livelihoods programming in support of economic recovery and development; education programming; and integrated early childhood development programming. Our work spans emergency response to long-term programming supporting our clients to rebuild their lives.
SCOPE OF WORK:
The Grants Manager will provide key support to the Grants and Partnerships Coordinator and day-to-day oversight of grants and relevant sub-grants, understanding and adhering to internal IRC procedures and donor requirements. S/he will ensure effective monitoring and compliance of grants and sub-grants, and will technically line manage the Grants Officer.
•Manage the full life cycle of grants within a defined portfolio including
•Reviewing, soliciting required approvals and processing grant agreements according to IRC grants procedures.
•Facilitate grant opening, review and closing meetings to ensure project objectives are being met and identify and challenges, delays or deviations from the project plan; and communicate with donors, support on any internal or external realignments as appropriate. Document meeting minutes and action items identified in grant meetings.
•Prepare and circulate templates, coordinate inputs, review and edit quality donor reports in line with donor expectations and within the established timelines.
•Provide timely responses to all donor and HQ request.
•Ensure quality information management related to grants by overseeing the regular maintenance of online grant files (OTIS and Box), reporting calendars, and updating of internal IRC documentation and Grant Unit tools.
•Manage the Grants Officer, providing support and guidance as required
•Support program staff in grant revisions, cost extensions, no-cost extensions, budget realignments, and other as required
•Ensure quality information management related to grants by overseeing the regular maintenance of grant files, reporting calendars, and updating of internal IRC documentation and Grants Unit tools
•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 libraries available as needed
•Assist capacity building of IRC program and support teams by facilitating trainings and providing support in report writing, budget management, indicator tracking, IRC-specific tools, and other topics as/if needed
•Maintain a broad and deep understanding of relevant donor policies, regulations and procedures
•Extract relevant donor compliance regulations from the grant agreement and develop compliance summary sheets
•In consultation with the Grants and Partnerships Coordinator, provide guidance on compliance questions.
•Proactively identify compliance risks throughout the portfolio and advise programs, support teams and senior management on necessary actions
•Provide support to cascade information on compliance regulations on to partners.
•Liaise with IRC colleagues in US, UK, and Germany about specific compliance issues and clearly communicate these issues through to relevant colleagues in the field
•Represent IRC with external partners and sub-awardee organizations, to ensure accordance with policies and procedures, including prime donor compliance
•Assist in drafting sub-award agreements and modifications, acting as focal point with HQ for review and approval, and facilitate signature by IRC and partners
•Work with Partnership Manager to ensure the timely internal review and clearance of all financial documentation and reporting associated with sub-grants.
•Ensure timely and accurate payments are made to partners throughout life of the sub-grants
•Monitor and facilitate compliance of partner’s programs with donor and IRC requirements and raise issues affecting external/internal compliance to the Grants and Partnerships Coordinator.
•Utilize IRC’s Sub-Award tools and systems to ensure IRC and donor compliance with sub-award management
•Maintain Sub-Grants Tracker and ensure regular maintenance of sub-grant files, both electronic and hard copy.
•Update internal IRC documentation and provide analysis of current and closed sub-awards.
•Support the Grants and Partnerships Coordinator, DDP, and Country Director to maintain positive and constructive relationships with donors, in-country and abroad
•Provide liaison or representation to donors and track donor correspondence
•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
•Maintain a database of key donor contacts
•Contribute to the proposal development and cost modification processes as requested by the Sr. Grants Manager – including compilation/editing of the technical narrative, development of budgets and budget narratives, drafting of required annexes, etc.
•Support the Grants and Partnerships Coordinator to ensure proposals are tracked with standard IRC tracking tools (e.g. FM01, OTIS)
•Assist the Senior Management Team in preparing donor briefs as needed.
Key Working Relationships:
Position Reports to: Grants and Partnership Coordinator
Position directly supervise: Grants Officer
Indirect Reporting: NA
Other Internal and/or external contacts: Program Coordinators, Grants and Partnership staff, Finance members, Supply Chain Coordinator, MEAL Coordinator, Technical Advisors, HQ and Regional Awards Management and Program Development Staff.