Senior Grants Coordinator
The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Inside Syria, 6.1 million people are internally displaced and 13.1 million are in need of humanitarian assistance, with three million in hard-to-reach areas. There are 5.4 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 regional portfolio of $90 million within a rapidly expanding portfolio, supported by more than 3000 staff and workers in the region, IRC is undertaking programs in Syria and the neighboring countries of Iraq, Lebanon and Jordan. Inside Syria, the IRC is specifically focused on health, cash assistance, education, child protection, women’s protection and empowerment, 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.
Scope of work
The IRC Syria Sn Grants Coordinator will report to and work with the Deputy Director of Programs (DDP) for the Syria country programme to maintain quality grants coordination. Reporting to the DDP, this position will work closely with all departments and staff including program senior coordinators, technical coordinators, finance, and operations on compliance, donor relations, business development and reporting. The Sn Grants Coordinator sitting in Amman will supervise a team of Senior Grants manager, Grants Managers and Officers located in different locations.
The IRC Syria Sn Grants Coordinator will additionally liaise with the Middle East Regional office in Amman, as well as IRC Headquarters colleagues in NY, Germany and the UK.
Grants Management and Compliance
•Lead the grants unit covering whole of Syria in the submission of high-quality, harmonized, timely program reports according to IRC and donor regulations. Ensure all required documents are included, complete, accurate and approved by the respective focal points in Country Management, Programs, Finance, Partnership, and Headquarters.
•Provide technical guidance on IRC and donor regulations to ensure compliance within operations, program implementation, and reporting. Raise compliance issues proactively with program staff and the senior staff in relevant departments. Work closely with HQ compliance staff to resolve issues related to donor rules and regulations.
•Manage and/or support all agreement reviews, revisions, amendments and budget realignments, including relevant internal approvals.
•Keep the DDP, senior management, regional team and technical units at HQ offices informed of projected inabilities to meet contractual obligations, such as report submission, or delayed spend rates/significant budget variances. Be able to proactively mitigate risks by proposing remedial solutions.
•Lead on the organization and follow-up of Project Cycle Meetings (grant opening meetings, monthly grant review meetings, and grant closeout meetings) in collaboration with the Deputy Directors, HR Lead, Finance Controller, and program and partnership staff.
•Ensure quality information management related to grants by overseeing the regular maintenance of grant files, reporting calendars, and updating of internal IRC documentation and Grant Unit tools. Maintain proper records of all Grants and sub-grants.
•Act as focal point in facilitating proposal and donor report reviews and approvals by technical advisors and other relevant persons at HQ (including maintaining Opportunity Tracking Information System--OTIS).
•Coordinate with the partnerships team to obtain information on status of implementation and any necessary donor approvals relating to partnerships.
•Serve as member of the Partnership Working Group, sharing responsibility for delivering the functions of the PWG.
•Assist senior management in donor engagement and communication as requested.
•With leadership from DDP and senior programme coordinators by Syria hubs, coordinate the proposal development process by creating proposal calendars, following up with all relevant staff members to receive timely inputs, consolidating inputs, ensuring coherence with proposed budgets, and submitting to technical advisors for review.
•Interpret donor solicitations and donor-specific rules and regulations to ensure responsive and compliant proposal design.
•Organize and as needed lead program design meetings. Work with the program and operations teams to support the development of new projects and the preparation of superior quality proposals.
•Assist the DDP to align new proposals to the Syria country Strategy Action Plan (SAP), including the SAP partnership strategy.
•Proactively engage partners in program development efforts.
•Liaise with HQ offices (Award Management Unit and Technical Units) to ensure proposals meet internal standards and are donor compliant.
Fundraising & Visibility
•In coordination with DDP, cultivate donor relationships in Syria and the Region.
•Track upcoming opportunities by priority sector
•Support the development and management of the BD strategy for Whole of Syria
Human Resources Management, capacity building and Development
•Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting quarterly performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
•Make sure the Grants team work as one even if sitting in different locations and covering different Syria hubs grants in certain cases
•Hold high-quality meetings with each direct report on a regular and predictable basis, at least bi-weekly.
•Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths.
•In coordination with HR colleagues, promote and monitor staff care, well-being and self-care. Approve and manage all time, attendance and leave requests to ensure adequate departmental coverage. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff.
•Look for opportunities to support staff in their career growth, where appropriate. Offer leadership support for successful adherence by staff to IRC’s country and Global HR Operating Policies and Procedures.
•Develop a detailed capacity building plan for the grants department with regular trainings (minimum quarterly). As part of succession plan and nationalization goals, identify, train and develop capability and capacity of a national staff to successfully transition role and responsibilities, by end of assignment.
•Identify top performing national staff and prioritize these staff for capacity building and mentoring investment.
•Build the capacity of key program staff in grants management including reporting, compliance, proposal development, compliance etc. through regular trainings.
•Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
•Work with regional HR staff to identify and implement recruitment and retention strategies.
Communications & Representation
•Ensure any ad hoc communication requests from donors and/or HQ are developed (case studies, blogs, etc) by program and grants staff as appropriate.
•Ensure that all donor branding and marking plans are developed and implemented as required
•Ensure routine updates on program information sheets for use in in-country advocacy and business development efforts;
•Support in-country or regional engagement with donors and key stakeholders;
•Support representation in national technical working group meetings, partner meetings as needed.
Key Working Relationships
Position Reports to: Deputy Director of Programs
Position directly supervises: Sn Grants Managers
Country Director, Finance Unit, Deputy Director of Operations, Senior Programme Coordinator, Amal Program Chief of Party, Area Coordinators, Technical Coordinators, Partnership Unit, Regional Office staff and IRC colleagues in London, New York, and Germany.
International and National NGOs
Advanced degree – international studies/development or similar OR Bachelor’s Degree with significant grants management experience and superior writing skills.
At least 7-8 years of demonstrated field-based experience with humanitarian grants management, possibly including experience working with sub-grantee partners to build their capacity to access and account for resources. Experience working in relief and development contexts a plus.
Demonstrated Technical Skills
•Excellent writing skills and experience in writing proposals/concept notes.
•Strong understanding and knowledge of USAID, PRM, FCDO, UNHCR, UNICEF, SIDA, SV, EU/ECHO and other donor rules and regulations.
•Proven competency with program design, M&E, proposal writing (including logical frameworks) and building budgets.
•Excellent management and coordination skills.
•Solid ability to provide team-building, coaching, and development for staff as well as encourage cross-functional collaboration and cooperation.
•Superior understanding of the challenges facing partner organizations in access to and management of sub-grants, incorporating robust capacity-building in all sub-award programs.
•Ability to work independently while being a strong team player.
•Excellent relationship-building, interpersonal skills and the ability to effectively represent IRC at forums and with donors.
•Full professional competency in Microsoft Office Suite, especially Word, Excel, PowerPoint and Outlook.
Demonstrated Managerial/Leadership Competencies
•Excellent leadership and management skills including coaching, mentoring and managing teams
•Politically astute, with well-developed diplomatic and negotiating skills.
•Superior oral and written communication skills, with ability to express ideas and concepts clearly and persuasively with senior internal and external stakeholders.
•Extensive representation and fundraising success, including prior experience with European, US and international donors.
•Established capacity to deal with ambiguity in stressful situations.
•Strong commitment to IRC’s vision, mission and core values.
•Proven ability to design and lead training engagements with staff and partners to enhance skills and adapt to changing program demands
•Professional fluency in spoken and written English.
•Familiarity with Arabic is an advantage.
Computer/Other Tech Requirements
•Full professional competency in Microsoft Office Suite, especially Word, Excel, PowerPoint.
•Familiarity with file sharing systems such as SharePoint desirable.
Ability to Travel
•Up to 30% throughout region and to HQ and other regions for workshops, conferences or other meetings.
Professional Standards: IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work Fiscal Integrity, and Anti-Retaliation.
Returning National Candidates: We strongly encourage national or returning national candidates to apply for this position. If you are a citizen of the Country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Middle East Region has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply. IRC strives to attract, motivate and retain qualified national staff in our programs.
Accountability to Clients: IRC staff must adhere to the commitment of contributing to the sustainability and development of its (CR) Client Responsiveness Mechanisms, preserving the culture of prioritizing the needs of our clients and affected communities by systematically listening to their perspectives and using their feedback to make programmatic decisions and give them greater influence over program design and delivery.
Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.
Diversity and Inclusion: at IRC MENA, we are passionate about creating an inclusive workplace that promotes and values diversity. Organizations that are diverse in age, gender identity, race, sexual orientation, physical or mental ability, ethnicity, nationality, and perspective are validated to be better organizations. More importantly, creating a safe workspace environment where everyone, from any background, can do their best is the right thing to do. So, bring your whole self to work