Grants Officer

Background

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crisis and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers life-saving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

Since 2007, IRC has worked with refugees and other vulnerable populations in Jordan. Working in coordination with the humanitarian community and the Government of Jordan, the IRC's assistance programs for Syrian refugees in Jordan include both camp-based (Zaatari, and Azraq camps) and urban-based refugee assistance (Mafraq, Ramtha, Irbid).

SCOPE OF WORK: Under the direct supervision of the Grants Coordinator at IRC Jordan, the Grants Officer will support the daily administrative work of the Grants Department, specifically support to the two Grants Managers, including maintaining grant files, scheduling and organizing regular grant meetings, assisting with planning field visits by donors and IRC delegations, supporting in maintaining updated grants trackers and systems such as OTIS, and will provide reporting support to the Grants Unit. The Grants Officer will work closely with program staff, finance, M&E, HR, operations, and partnership units as needed.

RESPONSIBILITIES: Under the supervision of the Grants Coordinator, the Grants Officer is expected to:

·Support the Grants Coordinator and Grants Managers with the maintenance of all paper and electronic grant files including the IRC’s electronic grants management platform, IRC’s Opportunity Tracking and Implementation System (OTIS) and filing documentation in the Grants folder on Box.

·Maintain up-to-date grants trackers and calendars, including the Jordan Funding Tracker, internal and donor reporting deadlines, budget vs actual meetings, grant opening and closing meetings, and all meetings throughout the Project Cycle Management (PCM) organized by Grants Unit.

·Assist the Grants Coordinator and Managers in compiling grants information for IRC’s regional and HQ offices.

·Support the Grants team with scheduling grants-related meetings and by taking and distributing detailed notes (meeting minutes) and action points as required.

·Maintain and organize grants management tools and templates.

·Support audits as needed by ensuring that auditors have access to complete files as requested.

·Support the Grants Coordinator and Managers in collecting and compiling the proposals, annexes, budget narrative, and reports’ inputs from the different departments of IRC Jordan.

·Build opportunities on OTIS and coordinate all approvals for the open grants as well as pipeline grants on the platform. Ensure the approvals are received in timely manner. This includes, but not limited to, compiling/preparation of Go/No Go forms (GNG), follow up on OTIS workflows with the correct staff, ensuring accurate and up-to-date OTIS filing and new project code (T1) requests.

·Work on a monthly TU summary sheet to be shared with HQ to track the technical unit cost.