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Grants Coordinator


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

The International Rescue Committee (IRC) helps people whose lives and livelihoods are shattered by conflict and disaster, including the climate crisis, to survive, recover, and gain control over their future. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities which support them, as well as those who remain within their homes and communities. 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.

IRC Poland: On 8 February 2022 three IRC staff arrived in Poland to initiate scoping of local and national actors in Warsaw, Lublin, and Rzeszow as well as across the Western, Central, and Eastern regions in Ukraine. When on 24 February Russian troops entered eastern Ukraine with the aim of toppling the government led by President Volodymyr Zelenskyy and conflict-affected individuals started fleeing to neighboring countries, the IRC established a presence in Poland to build partnerships with local state, civil society, and private sector actors to respond to needs of arriving refugees. As of April 26, over 5.3 million people have fled Ukraine seeking safety with nearly 50% (2.9 million) of those displaced fleeing to Poland.[1] Reports indicate almost all arrivals in Poland are women and children, including those that are unaccompanied and separated, as well as older persons. IRC Poland’s goal is to ensure the survival of emergency-affected people in a way that enables their safety, dignity, and empowerment. Working in the program areas of economic recovery and development and safety, the IRC will accomplish this by working to see that 1) People affected by the war in Ukraine are able to meet their immediate and basic needs with safety and dignity and avoid harmful coping mechanisms and 2) People affected by the war in Ukraine are protected and supported to recover from the consequences of violence and displacement through equitable access to services and information.

Job Overview/Summary: The overall aim of grants staff is to ensure that there is a positive donor relationship and that awards are managed efficiently and effectively to meet the needs of our clients. Grants supports the IRC’s mission in helping people whose lives and livelihoods are shattered by conflict and disaster, including the climate crisis, to survive, recover, and gain control over their future by ensuring funding is available for country offices to implement quality programming. The Grants Coordinator, under the supervision of the Deputy Director for Programs (DDP), will provide support on all components of the grant lifecycle to ensure on-track, on-time, and on-budget implementation. This will include managing the process from initial evaluation to proposal development to grant management to closeout, developing and strengthening systems to support pre-award, post-award, and communications that enhance IRC Poland’s external and internal visibility.

Main responsibilities:

Business Development

·         Develop a Business Development Strategy closely aligned to the Poland Country Programme Strategy; lead in the realization of the Business Development Strategy

·         Under the supervision of the DDP identify and support in the development of donor relationships nationally

·         Track upcoming opportunities by priority sector

·         Coordinate the preparation of proactive materials such as brochures, concept notes and newsletters that will contribute to the attainment of business development objectives.

·         Support development of external communication tools as relevant for donor visits/meetings on IRC Poland as a whole and IRC Poland programs in particular

Concept note and proposal development

·         Under the supervision of the DDP, lead the process of go-no-go (GNG) process, by coordinating the meetings, guiding the agenda and by documenting and circulating notes,

·         Creating and ensuring the OTIS opportunity and overview is correct throughout the proposal development process, and that all workflows are completed,

·         Coordinating concept note and/or proposal development (including logframe meetings) and working with program staff, partnerships unit, technical advisers, and regional teams on the development of donor-required concept note and/or proposal materials aligning IRC strategic approach to donor requirements,

·         Ensuring all proposal signoffs and approvals at the country and regional level have been obtained

·         Preparing the final donor-facing versions for submission, and in some cases, directly submitting to the donor


Reporting and Award Management:

·         Organizing and storing key award files and project management files on IRC’s systems and that all staff have access to and utilize the accurate award files,

·         Completing agreement review for new awards alongside HQ,

·         Ensuring an accurate reporting calendar for the whole portfolio,

·         Managing the reporting processes for the IRC and its partners to meet internal (e.g. HQ) and donor deadlines with high-quality reports,

·         Supporting accurate budget management by monitoring burn rates using the BvA and spending plans,

·         Monitoring progress against indicators through collaboration with MEAL tools and resources, and

·         Proactively monitoring awards to avoid amendments, however if one is identified, ensuring the amendment process is effectively followed aligning to IRC processes

Coordination and Communication:

·         Ensuring proper review of donor facing materials, including proposals and reports, by HQ regional grants team, TAs, MEAL, DDP/CD,

·         Notifying country program staff or partnerships of any changes to awards, including proposal approvals, amendment approvals, T1 updates, or key donor needs,

·         Keeping written publications and internal planning files aligned to IRC branding guidelines, and

·         Coordinating donor meetings and preparing written ad-hoc updates for donors, particularly those for critical context shifts

Project Cycle Management (PCM):

·         Consolidating key files and ensuring these files are appropriately stored on Box,

·         Developing and maintaining the schedule for PCM meetings per IRC standards,

·         Acting as country program focal point for PCM guidance,

·         Scheduling and participating in the meetings, and

·         Ensuring that the meetings are used to discuss cross-departmental coordination and any pain points between departments

Donor and IRC compliance:

·         Providing guidance on donor regulations during both proposal development as well as upon award start-up,

·         Creating and maintaining a compliance cheat sheet that is accessible to all staff with key award considerations based on the agreement, and

·         Responding to compliance queries, coordinating with HQ regional grants team as needed for complex cases


Key Working Relationships

Position Reports to: Deputy Director of Programs (DDP)
Works closely with:
Program leads, Finance lead, Operation teams, Partnerships

Indirect Reporting: n/a



·         Bachelors degree in relevant discipline

·         At least five years of grants or project management experience, preferably within the humanitarian sector

·         Proven ability to communicate requirements and standards across departments, promote collaboration and provide grants development and compliance training to staff and partners

·         Substantial experience in grants management or humanitarian program management, including working in emergency/conflict areas

·         Knowledge of donor regulations, procedures, and requirements, including UN donors and other institutional donors such as BPRM, GFFO, GAC, FCDO etc

·         Exceptional English writing skills, Polish speaking candidates highly preferred

·         Previous experience in establishing high quality program monitoring systems and/or budget development strongly preferred


Must have the right to work in Poland

Standards of Professional Conduct: The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and makes sure policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons, and several others.

Gender Equality: The 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 the IRC, our diverse clients, partners, and staff have the power, voice, and agency to shape programs and operations. We actively work to end all forms of systemic discrimination and foster an inclusive working environment where everyone feels respected, heard, valued, and supported. The IRC is an Equal Opportunity Employer and considers all applicants based on merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability. The IRC encourages women to apply and work with us to reach the people most in need of humanitarian assistance, such as women, widows, and children. The IRC is committed to providing a decent and safe work environment that considers needs of women in the workplace, including through maternity leave and safety protocols.

The IRC is an Equal Opportunity Employer. The IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability, or any other characteristic protected by applicable law.


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