Grants Coordinator

Ouagadougou

Organization: IRC - International Rescue Committee
Location: Ouagadougou
Grade: Mid level - Mid level
Occupational Groups:
- External Relations, Partnerships and Resource mobilization
- Managerial positions
- Grant writing
Closing Date: Closed

In Burkina Faso, IRC launched its first phase of emergency response programming in the city of Djibo in April 2019, mainly with WASH activities. The IRC has more recently launched health and nutrition programs in Djibo and has also expanded its interventions in the protection and health sectors in the health districts of Djibo (Sahel), Titao, Gourcy and Yako (North), mainly in community health, reproductive Health and the response to the COVID 19 pandemic. IRC also conducts economic recovery programs and develop a program for the empowerment of women in the regions of the North, the Sahel and the Central north, which is part of a multisectoral approach strategy to meet the needs of populations affected by conflicts and travel.

IRC Burkina Faso is seeking a Grants Coordinator to be based in Ouagadougou. The ideal candidate must have excellent coordination and networking skills, innovation and efficient problem solving. He/she must be able to work effectively with program teams and other departments.

Job Overview

The Grants Coordinator, in collaboration with the Deputy Director for Programs (DDP), will provide strategic and operational direction, lead resource mobilization efforts to achieve annual growth targets, and support the diversification of funding from institutional donors and non-traditional funding sources to achieve IRC's strategic objectives in Burkina Faso. He/she will provide direct support to strategic growth opportunities, help strengthen systems compliance, donor reporting, strategic partnership management, and Communications and Advocacy to enhance IRC Burkina's external and internal visibility.

He/she will provide essential support in programmatic and budgetary monitoring, compliance with IRC and donor internal rules and regulations, and other key functions as required.

He/she will be based in Ouagadougou with frequent visits to field sites, as security allows.

Responsibilities

Main responsibilities

The Grants Coordinator will maintain a competitive position for continuity of IRC Burkina's institutional funders, focusing on competitive funding mechanisms. He/she will define, monitor, and update the status of funding and ensure that IRC is best positioned to pursue relevant opportunities. He/she will work with program coordinators to produce high quality reports for donors and will pay a particular attention to meeting specific grant/donor requirements. This position will also provide specific assistance in other dimensions of the grant management cycle, partnership, and communication such as:

•Provide guidance and leadership to the broader management team in strategic growth planning

•Serve as a resource to staff whose programs are funded for fiscal and programmatic compliance issues

•Prepare and/or review information and reports for internal and external stakeholders

•Leverage IRC's competitive position and program results to attract new funding

•Collaborate with functional teams to identify and pursue funding opportunities

•Incorporate best practices into processes and proposals related to program growth

•Build relationships with current and potential donors and monitor donor trends, including the private sector and other non-traditional sources

•Develop/manage strategic alliances and/or coalitions with others organizations/Sub-grant management.

•Planning and development of concept notes

•Grant management and compliance

•Documentation of results, reports, advocacy papers

•Provide communication oversight.

•Support the Deputy Director for Programs in the implementation of Project Cycle Meetings (PCM)

•Contribute with the entire program team to the development and updating of the SAP and its documents.

Specific responsibilities

The work of the Grants Coordinator will be divided into six main areas of work:

1. Prepositioning

•With support from Business Development colleagues, research, analyze and plan for new funding opportunities, competitive intelligence, and IRC Burkina’s competitive positioning on a continuous basis within the marketplace in a timely manner.

•Support effective internal communication and information management processes to ensure access and use of Business Development information by relevant stakeholders within the organization, including maintaining an up-to-date opportunities matrix

•Work with the DDP, country Technical Coordinators and regional colleagues to identify international partners and negotiate IRC’s role in proposal consortia, ensuring a competitive position for IRC Burkina that adheres to the organization’s partnership principles and strategic direction.

•In collaboration with the program team and the SMT, foster a culture of business development within the country program by contributing to the development and dissemination of standardized BD materials (learning resources, guidelines, tools and templates, and online information) and build capacity of country program staff on their application, through staff mentorship, modeling of good practices, and training.

•In coordination with Business Development colleagues, lead the country program’s functional teams to develop appropriate and effective fundraising and positioning strategies involving donor research and intelligence, product development, marketing, cultivation, and solicitation and stewardship, as needed

•Lead the country program’s opportunity pipeline tracking and analysis, including portfolio trends, proposal submissions and performance, and growth projections.

•Support key staff to develop and maintain key relationships with donors, collaborating organizations, and private sector actors with an eye toward opportunity identification, shared value creation, strategic alliance formation, and global brand positioning.

2. Planning and coordination of Proposals and Concept Note Development

•Provide strategic development guidance and/or supervise teams in opportunity analysis, planning, proposal writing and revision, and "after action analysis."

•Assist or lead proposal development including traveling to field sites to work directly with program staff on proposal development as requested

•Draft high quality donor proposals and other grant documentation both as a lead writer and in collaboration with the Technical Coordinators, Program Managers and Technical Advisors, ensuring that IRC’s Strategy Action Plan (SAP) priorities, and budgeting for M&E and other relevant guidelines are incorporated into proposals and projects.

•Provide internal reviews of technical and cost applications prepared by other staff, reviewing for clarity, responsiveness, presentation, and compliance, in coordination with the program and operations teams

•Manage the submission approval process through IRC’s electronic award management database, OTIS, and coordinate revisions to the proposal based on HQ feedback.

3. Grants Management & Compliance:

•Develop and/or modify policies/procedures/systems in accordance with donors’ regulations and organizational needs and objectives.

•Develop and/or adapt and maintain grants management tools, such as funding trackers, reporting calendars, templates, and compliance guideline documents; and ensure the team is aware of these timelines

•Ensure relevant staff are aware of Project Cycle meeting guidance and provide all donor compliance or other background needed in preparation for these meetings.

•Support production of donor reports and ensure that reports are of high quality and submitted on time

•Support the Program and Operations team in the preparation and follow-up of project cycle meetings

•Assist in preparations for external monitoring visits, reviews, and audits, and cross-site evaluations and participate as appropriate.

•Build grant management capacity of field staff by facilitating training, and providing one-on-one follow up support, in report writing, proposal development and other topics.

•With support from IRC’s HQ, address donor compliance questions from IRC Burkina program and finance staff to ensure compliance with donor regulations

•In coordination with HQ, assist the Program and Operations team in preparing, reviewing and modifying memoranda of understanding and contracts of grant agreements as needed by the IRC Burkina Country Program

•Establish and maintain electronic and hard copy files for each grant-funded project to be used for tracking and reporting purposes.

•Conduct routine compliance reviews of grant programs.

4. Sub-award management

•Ensure quality sub-award management in compliance with the IRC’s Sub-award Partnership Excellence for Equality and Results System (PEERS), including sub-award start-up, sub-award implementation monitoring, management and accountability, and appropriate sub-award close-out.

•Track sub-award partners’ deliverables and ensure that partners’ contractual reports are reviewed, and feedback is provided.

•Process sub-awards modifications in a timely manner ensuring that relevant IRC units provide their inputs and approve the modification.

•Organize sub-award opening, review and closing meetings with partners and IRC relevant units to ensure that partners’ program implementation is on track according to work plan and log frame approved by the donor.

•Provide guidance in interpreting and executing applicable regulations and sub-recipient award terms and conditions.

5. Documentation of results, reporting and communication

•Work with relevant staff (program coordinators and Communication and Advocacy Officer) to leverage IRC programmatic and operational results for marketing, positioning, and direct fundraising purposes, including maintaining data on past performance and organization capacity, publications and dissemination, and donor visits.

•Participate in quarterly program reviews and evaluations to ensure systematic documentation of program best practices and lessons learned by program staff, maintain a centralized system with access by all staff and disseminate as appropriate.

•Conceptualize and oversee the production of appropriate marketing materials for the IRC Burkina portfolio in collaboration with program and operations staff. This is likely to include the Annual Report and other interested parties, project and country fact sheets, sectoral and/or geographic focus brochures, past performance documentation, and others.

•In collaboration with the Programs and Operations teams, establish effective systems to ensure timely reporting to donors, support other staff in understanding funder requirements and ensure reports themselves are in the correct format, and edit sections of reports as needed.

6. Capacity Building of local Partner

•Identify and Review partner's capacity building/development plan based on the outcome of the partner project capacity review (PPCR) ensuring that the capacity building/development plan is tailored, focused, and responsive to their organizational needs and priorities

•Contribute, as needed, to gathering lessons learned and disseminating them to consortium partners to maximize program impact and contribute to the strategy and direction of future programs.

Job Requirements

•Master's degree or equivalent in international affairs, international development or equivalent

•At least 5 years’ experience in an international organization in grants management and proposal development preferably in West Africa

•Previous experience in grant management and familiarity with the regulations, procedures and requirements of US (USAID, BHA, BPRM), European (EDF, ECHO, EU SIDA, SV, DANIDA, BMZ, GFFO, KFW, AFD, SDC) and UN (UNHCR, UNFPA, UNICEF, WFP, WHO) donors as well as private donors,

•Previous successful experience in project development, proposal writing and reporting for public donors,

•A good communicator with strong organizational, time management and analytical skills.

•Excellent interpersonal, cultural, and diplomatic skills

•Strong writing and editing skills with attention to detail

•Flexibility to adapt to changing requirements,

•Strong ability to mentor and build staff capacity.

•Ability to manage multiple and competing priorities, meet demanding deadlines and work under pressure in volatile security environments.

•Strong computer skills,

•Fluency in spoken and written English and French is essential.

•Previous experience with IRC would be an asset

This is an unaccompanied position. Women are strongly encouraged to apply.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Equality, 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.

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