Grants Coordinator

Background/IRC Summary:  Founded in 1933, the IRC is a leading nonsectarian, voluntary organization providing relief, protection and resettlement services for refugees and victims of oppression or violent conflict. In the U.S., IRC provides assistance to refugees resettling here through 26 offices operating in 14 states.    IRC resettles approximately 10,000 refugees per year and provides numerous program services to assist the refugee from their arrival through citizenship. 

Job Overview/Summary:The Grants Specialist works within the Development team and with all IRC Boise departments to ensure they have the necessary resources to meet client needs by writing and supporting the creation of funding proposals that align with IRC’s strategic plan and ensuring that grant management systems support project success and funder requirements. This role is highly collaborative, and the Grants Specialist must maintain flexibility to respond quickly to opportunities by working with a large array of internal and external stakeholders.  

Major Responsibilities:

Proposal Design and Process:

·Research and identify new institutional funding opportunities in coordination with program focal points and Development Manager and maintain relationships with existing funders.

·Be involved in program design workshops as requested by Development Manager for new business development opportunities and help to facilitate notes and action items.

·Ensure proposals are tracked and updated appropriately in IRC’s grant tracking tool OTIS, and that summaries of pipeline status are shared with senior management team and/or all-staff as requested.

·Create proposal timelines and facilitate evaluation of new opportunities including attending info sessions/calls, creating overview documents for senior team evaluation, creating proposal development work plans which ensure adherence to IRC’s business development standards, and helping to schedule meetings or calls to ensure appropriate inputs from key stakeholders throughout the process.

·Create context analysis/ deep research into each program beyond a general synopsis before starting the writing process.

·Draft grants and work with program focal points to draft narratives, research or provide general background information, and compile attachments as needed, often working with finance and/or HQ counterparts.

·Tailor storytelling of proposed projects to fit each target audience; reading closely explicit instruction material on grant opportunities and knowing what the grant funder wants within implicit expectations.

·Assist in drafting grant budgets and translating IRC-format budgets to donor templates as requested.

·Manage workflow; keeping in mind intensive grant writing processes, working with team to build into writing lulls work that is rejuvenating and fulfilling.

Grants Management and Compliance:

·Assist in facilitating grants opening meetings, maintain a report tracking calendar and ensuring relevant reporting templates are available and understood by program leads.

·Facilitate and schedule periodic program budget vs. actual meetings to ensure compliance with grants and support successful project implementation. Ensure notes and action items are circulated after meetings.

·Help with maintaining accurate records related to potential partnerships and sub-awards and ensuring adherence to IRC’s Partnership Management (“PEERS”) system.

·Assist with responding to HQ requests related to grants and contract questions for issuance of project codes, sub-awards, etc. and participate in regular update calls with HQ on status of pipeline.

Other development duties as requested: the Development team is involved in many external and internal events and all team members take a role in ensuring timely responses to requests from donors or HQ for information.

Key Working Relationships:

Position Reports to:  Development Manager
Position directly supervises:  N/A
Other Internal and/or external contacts:

Internal: Senior Management Team, HQ Business Development Team, Technical Advisors, Program Coordinators, Finance Team

External:  Partners, Donors, Volunteers, Interns

Job Requirements:

Education: Bachelor’s Degree required, preferably in a field involving research and writing papers.  

Work Experience: Preferably proposal/grant writing experience of at least 1 year.

Demonstrated Skills and Competencies:

·Computer/software applications including Microsoft Office Suite (Outlook and Excel being key) and ability to quickly learn online tools such as Box, and other proprietary platforms.

·Excellent interpersonal skills: the ability to work effectively with partners and colleagues in a cross-cultural, multi-disciplinary environment.

·Solid organizational skills with the ability to juggle multiple tasks, set priorities, effectively manage time, and meet deadlines without close supervision.

·Ability to be flexible and work well under pressure in a fast-paced team environment.

·Confident communication skills in email and person with ability to make judgments about appropriate information to share with various levels of stakeholders.

·Project management experience demonstrating ability to create work plans and help a team complete the task on deadline.

Language Skills:  Fluency in spoken and written English with exceptional attention to grammar.

Working Environment:Standard office working environment.

The IRC and IRC workers must adhere to the values and principles outlined in 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.