Program Development and Grants Coordinator
In Mali, IRC carries out its activities in close collaboration with civil society organizations, local authorities and beneficiary populations. IRC's actions are coordinated from a central office in Bamako and field offices in Nara, Douentza, Tenenkou, Youwarou, Kidal, Menaka and Ansongo.
IRC Mali is seeking a Program Development and Grants Coordinator to be based in Bamako. The ideal candidate has excellent coordination and networking, innovation and efficient problem-solving skills. He/she is able to work effectively with program teams and other departments.
Job Overview / Summary:
The Program Development and Grants Coordinator coordinates - in close collaboration with the Deputy Director of Programs - the production of timely and high quality project proposals, amendments and reports for submission to the donors; provides advice to program teams and supports departments on compliance with IRC and donor rules; is responsible for the management of contract documents in hard copy and electronic format and supports the mission to increase the visibility of IRC in Mali.
•Propose new funding opportunities based on an initial strategic analysis that takes into account the country strategy, and monitor and analyze donor strategies.
•Coordinate IRC Mali's overall grant management process through effective internal and external communication channels.
•Support the Country Director / Deputy Program Director (DDP) in country representation and act as an information and communication focal point to highlight the successes of IRC Mali within and outside Mali.
•Ensure timely submission of high quality proposals and reports in close collaboration with program, finance and operations managers.
•Support the Deputy Director for Programs (DDP) in the roll out and implementation of the PCM tool.
oEnsure the identification of needs and training of PMs and departmental focal points for each project to ensure the effective and systematic use and implementation of all tools and steps of the PCM.
oEnsure the development, updating and dissemination of key reporting, guidance and information tools related to project cycle management (i.e. project dashboards, updates on actions plans, updates on reporting plans, BVA etc.)
•Maintains a broad and thorough understanding of donor policies, regulations and procedures and builds this knowledge among programs and operational team members
•Work with the technical, finance, supply chain, and M&E departments to ensure that the rules and expectations of donors are known by the teams and reflected in quality reports.
•Manage the Grants Department by supporting the Partnership Manager and the Communications Officer
•Coordinate with headquarters (Europe and NY) for donor background/intelligence, business development and grant implementation compliance and reporting
•Provide training to IRC Mali staff on grant-related topics
•Ensure that the information management and archive system (hard and electronic copies) is properly maintained
•Along with the program team, contribute to the development and updating of the country program’s Strategic Plan (SAP) and related documents.
The work of the Program Development and Grants Coordinator will be divided into five main areas of work: proposals, reporting and monitoring of awards, compliance with donor rules, staff development, and visibility/communication and information management.
•Make a first strategic choice of potential initiatives to be submitted to the SMT for discussion and decision based on the SAP.
•Participate in all internal program strategy meetings with the management team
•Coordinate the development of proposals for new projects by working with program staff and the grants manager, ensuring appropriate review at the headquarters level.
•Liaise with the Technical Advisors and ensure their involvement in proposal writing.
•Review budgets, write budget narratives, modify proposals and ensure that the appropriate OTIS (grant management system) procedures are followed.
•Liaise with the Awards Management Unit (HQ) to ensure that proposals meet internal standards, apply the principles of the IRC program framework (including IRC’s Outcomes Evidence Framework (OEF) Theories of Change, are in line with IRC Mali’s Strategic Action Plan (SAP), and Good & Great Standards), and are donor compliant.
•Participate in meetings with donor representatives in the country to discuss ongoing and future programs by preparing - as appropriate - ad hoc documents.
Reporting and monitoring of awards:
•Coordinate the writing of all narrative reports and do quality control before submitting them to headquarters and then to the donor (if not submitted at HQ level).
•Ensure that reports (quarterly, interim, or final) or required project progress notes are submitted to donors on time;
•Work closely with the M&E Department and the sector technical coordinators to ensure that the indicators in each project's M&E plan meet the donor's requirements.
•Convene the opening and follow-up meetings planned within the framework of the PCM and ensure appropriate follow-up on the issues raised and action points decided upon during these meetings to be submitted to the PCM focal point of the project.
Compliance with donor rules:
•Act as a focal point with donors in-country on grant management issues for current, past and potential projects.
•Review donor agreements/contracts and coordinate their validation with other IRC departments.
•Ensure that grants are implemented in accordance with IRC procedures and relevant donor regulations
•Maintain and update the grants archive (hard and electronic copies) related to the grants.
•Ensure that administratfive procedures and processes related to partnerships and sub-agreements are systematically implemented throughout the program and in accordance with the IRC’s PEERS policy, including pre-compliance audits, grant agreements, disbursements and reporting.
•Ensure the continuous capacity building of national and international staff in all departments in the area of grant management;
•Support field teams through technical or methodological training in internal and external reporting, convention monitoring and compliance with donor rules.
•Ensure compliance with IRC's human resources policies during the recruitment process;
•Ensure that staff in the department have clear performance objectives, periodically monitor their work (bilateral meetings) and evaluate their performance;
•Promote the IRC Way with all supervised staff.
Visibility / Communication / Representation and information management:
•Share with all IRC staff all documentation (grant proposals, reports, budget, etc.) related to their specific programs.
•Act as a focal point for information on Mali. In conjunction with the Deputy Country Director (DDP), be able to provide informative and varied articles from various sources regarding the current political and socio-economic situation in the country.
•Participate in donor or other relevant meetings (including cluster meetings) upon request of the DDP.
•Support the Country Director to actively seek funding opportunities at the country level, in liaison with headquarters (regional and technical units).
•Through the Communication Officer, create communication materials (briefing papers, media stories) for use in the country and outside Mali that highlight the achievements of IRC Mali as a whole, in specific sectors and in specific projects.
•Liaise with the IRC external relations team to create IRC Mali communication materials for external dissemination (examples include: an IRC calendar and external media stories highlighting IRC Mali's successes).
Key working relationships:
Direct Supervisor: Deputy Director of Programs
The position directly supervises: Partnership Manager and Communications Officer
Other internal and/or external contacts: The grant coordinator will work closely with IRC Mali's management team (Deputy Director of Program, Deputy Director of Operations, Country Director, and Deputy Director of Finance), technical coordinators, and the Monitoring and Evaluation Department to ensure quality grant management.