Grants Coordinator

This role can be based in any IRC office across the globe.

The Ebola Response Grants Coordinator will provide grants development, management, and capacity building support to Emergency Unit Led Ebola response. The Grants Coordinator will assist in the development of all proposals, be responsible for tracking, coordinating the development and submission of all donor reports. She/he will be responsible for tracking, documenting, and saving project-related information for program continuity. In coordination with Field Director she/he will contribute to fundraising initiatives for the response.

The Grants Coordinator will work in collaboration with the country program and all support departments. It will be highly preferable that the remote Grants Coordinator adjust their respective work hours to align with the DRC timezone as much as is feasible to best support their workday. The Grants Coordinator will report to Deputy Director of Program – EVD response.

Major Responsibilities:

Grants & Compliance

• In coordination with Field Director ensure that reports to donors are submitted on time; that reports are coherent and accurate (proposal, modification requests, interim or final report)
• In coordination with Field Director, Field Coordinators, and Operational Leds, organize Grant Opening and Closing meetings, as well as monthly/regular grants review meetings which include representation from each unit (finance, programs, logistics) and ensure proper follow up of action points raised
• Monitor and support the use of grants management tools such as FM01s, BvAs, procurement plans, spending plans, recruitment plans, and activity plans amongst program and operational teams to ensure accurate tracking of implementation and timely alerts to potential challenges/obstacles
• Coordinate with IRC NY and IRC DRC, monitor implementation of program to ensure they are in accordance with donor and IRC internal requirements and act as focal point in all communications with IRC Regional Great Lakes Unit, IRC DRC and IRC NY office on Grants management issues, including sharing of monthly grant tracking updates.
• Proactively work with Finance, HR, and Procurement to identify donor compliance risks and mitigation
• Maintain proper records of all grants, including donor correspondence, budgets, awards, and reporting
• Act as focal point in facilitating proposal and donor report reviews and approvals by technical advisors and other relevant persons at HQ (including maintaining OTIS).
• Act as custodian of documentation of institutional knowledge and program activities in coordination with relevant sector supervisors and coordinators; Ensure saving of relevant information in Box or in handbook-type guidance
• Correspond with donors on a regular basis to provide programmatic and security updates on this rapidly evolving response.
• Train and support Ebola Response and relevant DRC Country program staff on donor compliance, report writing, project and budget monitoring, record keeping, and Grants management.

Proposal Development

• Work with Field Director, Field  Coordinators, Technical  Coordinators to support the process of quality concept notes, proposals and  the development of new projects and funding proposals
• The Grants Coordinator will distribute proposal development timelines to all relevant staff and hold Proposal Development Kick-Off and Draft Review meetings during this process.
• Assist the FD to align new proposals to the Emergency response plan country Strategy Action Plan ( SAP)
• Liaise with NY grants units, technical units to ensure proposals meet internal compliance standards as well as donor compliance; Ensure proper HQ technical review of all proposals while in draft form.

Fundraising & Visibility

• Work with IRC communications leads to share strategic information about the Ebola response, including but not limited to, SitReps, success stories, key staff or beneficiary interviews, and photos
• Support IRC communications and programmatic leads when VIPs or donors come to the field through creation and sharing of relevant two-pagers and briefings, as needed.