Grants & Partnership Coordinator
Inside Syria, 6.2 million people are internally displaced and 11.7 million are in need of humanitarian assistance, with 5 million in acute need. There are 5.3 million Syrian refugees in neighboring countries. This is no short-term humanitarian episode. The devastating human consequences to huge numbers of people will endure for decades. The destruction of relationships, communities, livelihoods, homes and infrastructure will take years to repair.
IRC is offering a robust humanitarian response to the Syria crisis with an annual budget in excess of $140 million and a rapidly expanding portfolio, supported by more than 1,250 staff in the region. IRC is undertaking programs in Syria and the neighboring countries Iraq, Lebanon and Jordan in the fields of health, child protection, education, women’s protection and empowerment, NFI and food distribution, cash assistance, water and sanitation, and livelihood programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding and coordination.
Within Northeast Syria, IRC’s fiscal year 2020 portfolio is 24 million USD with an additional 5 million USD in the pipeline. IRC provides camp and non-camp-based services across all three governorates in Northeast Syria—Al Hassakeh, Ar-Raqqa and Deir ez Zor—focusing on basic health services, food and non-food items, livelihoods assistance, and protection services for vulnerable populations including women and girls, unaccompanied and separated children, the elderly and the disabled.
SCOPE OF WORK:
Based in Derek, Northeast Syria, with regular opportunities for regional travel, the Grants and Partnership Coordinator oversees the Grants Team’s production of timely, high-quality project proposals, amendment requests, and reports for submission to donor; provides program and support teams with advice on compliance with donor and IRC regulations; manages the cross-border team’s partnership strategy and implementation; and is responsible for management of contract documents in soft and hard copy. This position supervises the Grants Manager, Partnership Manager and the Senior Grants and Partnership Officer and reports to the Deputy Director of Programs.
Work with the Deputy Director of Programs and Field Director to design business development strategies that are aligned with IRC’s Northeast Syria Strategy Action Plan (SAP) outcomes, and are based on analysis of local needs and gaps.
Perform monitoring, research and analysis into donor strategies and their linkages with the SAP and share with the Deputy Director of Programs; develop donor mapping tools to support opportunity identification.
Identify key proposal and donor-related information linked to new funding opportunities and communicate to relevant staff, to support the Deputy Director of Programs in organizing and leading program design workshops for all new business development opportunities.
Lead on the writing of new proposals and maintain an efficient system for proposal development. Maintain clear responsibilities outlined for management, programs, finance and the operations departments that yields timely, high-quality submissions.
Engage with senior management to address any issues during the proposal development process.
Oversee the Grants team to ensure proposals are tracked with standard IRC tracking tools.
Be the primary interlocutor for HQ-based (NYC, London and Berlin) Northeast Syria focal points regarding proposal processing.
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 Management and Compliance
Coordinate all program revisions and budget realignments on large strategic grants, such as DFID and ECHO.
Keep track of expenditure levels on all grants and notify colleagues in country and at HQ level of any major underspends that may result in the IRC not meeting its contractual obligations.
Maintain a broad and deep understanding of donor policies, regulations, and procedures and build this knowledge among grants team members.
Proactively identify grant compliance risks throughout the portfolio and advise programs, operations, finance and senior management on necessary actions.
In concert with the finance team, assist program technical leads and operations staff with understanding 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 field.
Work with the Deputy Director of Programs to organize grant opening, review and closeout meetings, and monitor post-meeting implementation of action points.
Oversee the Grants Manager in preparing, performing, and following up on actions arising from regular grant review meetings.
Identify relevant partners and partnerships models to support fundraising strategies led by the Deputy Director of Programs, taking in to account developing conditions within the local context.
Review and finalise partnership management tools and manuals with Northeast Syria-specific recommendations made to the Deputy Director of Programs, and where relevant hold partnership workshops with key internal stakeholders.
Oversee Partners’ Pre-Award Assessments and advise the Field Director and Deputy Director of Programs on partners’ risks and recommend capacity building actions accordingly.
Lead in drafting sub-grant agreements and modifications, acting as focal point with HQ for review and approval, and facilitate signature by IRC and partners.
Coordinate with finance and program departments for internal review and clearance of all financial documentation and reporting associated with sub-grants.
Act as grants compliance focal point by identifying partners’ sub-grant compliance risks and incidents (such as activity implementation or reporting delays, or missing program documentation) and escalating to the Field Director, making recommendations for further action.
Build capacity of the Senior Grants and Partnerships Officer to oversee the day-to-day management of subgrantee contracts.
Donor Communication and Reporting
Oversee the grants team to ensure that reports are timely, constructive, clear, organized, and responsive to donor needs.
With the Deputy Director of Programs and Field Director, maintain positive and constructive relationships with donors, in-country and abroad.
Provide liaison or representation to donors as the need arises and/or in the absence of regular donor focal points.
In concert with senior management team, ensure that effective channels of internal and external communications relating to grants are established and respected.
Build and maintain integrated systems for project activity progress and indicator tracking, and top-line expenditure forecasting and tracking; to be rolled out and monitored by the Deputy Director of Programs.
Track donor correspondence.
Ensure that senior management and technical leads understand donor communication protocols and provide copies of correspondence for files.
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. Oversee the grants team to 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.
Human Resources Management
Supervise grants and partnership teams. Discuss job expectations, set objectives and provide appropriate and timely feedback regarding performance including formal annual and mid-year performance reviews and planning.
Maintain open professional relations with team members, promote a strong team spirit and provide oversight and guidance to enable staff to successfully perform their duties.
With team members, identify individual training needs and ensure access to training and professional development resources appropriate to their skill gaps/needs.
As part of succession planning and nationalization goals, identify, train and develop capability and capacity of national staff to successfully transition the grants manager role and responsibilities.
Promote and monitor staff care and well-being; approve and manage all leave requests and work with the DDP to ensure adequate coverage of grants and partnership team responsibilities during scheduled absences.
Lead with commitment, integrity and accountability on the “IRC Way” – Global Standards for Professional Conduct
Key Working Relationships:
Position Reports to: Deputy Director of Programs, NES
Position directly supervises: Grants Manager, Partnership Manager, Senior Grants and Partnership Officer and Senior Partnership Officer.
Other Internal and/or external contacts:
Internal: close collaboration with the Northeast Syria Integrated Protection, Economic Recovery and Development, Early Childhood Development, Health and MEAL Coordinators and Managers, Supply Chain, HR and Finance Departments; Awards Management Unit; Program Quality Unit
External: partner organizations, other humanitarian actors
The IRC and IRC workers 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.