Grants Manager

Job Title: Grants Manager
Band / Level / Grade: 7B
Department: Grants
Location: Kyiv, Ukraine

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.
In Ukraine, we are focusing our assistance in the areas most heavily affected by the conflict. Together with our local partners, we are providing timely cash support to vulnerable families to enable them to cover their most basic needs, providing essential protection services, including the setting up of Safe Healing and Learning Spaces for children, gender-based violence services and women’s centres, and legal assistance for people whose homes have been damaged by airstrikes, and supporting overwhelmed health facilities with much-needed support and supplies.

Job Overview/Summary: The Grants Manager is a focal point for proposal development, donor reporting, grants information management and grants management capacity-building efforts within the IRC Ukraine program. The Grants Manager supports programmatic and budgetary monitoring, and compliance with donors’ and internal IRC rules and regulations. The Grants Manager is also involved in supporting IRC’s partnership work in the country. The Grants Manager will work closely with the in-country program teams and will report to IRC’s Grants Coordinator.

Main responsibilities

Proposal Development and Fundraising
- Assist with research and information gathering relative to proposal design and business development.
- Keep track of all donor engagement, new opportunities, pipeline and submissions.
- Support coordination of process around proposal development, including writing and reviewing relevant sections and working with relevant departments.
- Under the supervision of the Grants Coordinator identify and support in the development of donor relationships nationally.
- Support development of external communication tools as relevant for donor visits/meetings on IRC Ukraine as a whole and IRC Ukraine programs in particular
- Support identification and development of new private sector fundraising opportunities and initiatives
- Support the development of high quality proposals and budgets that are relevant to IRC’s Strategic Action Plan and include input from key partners (finance, operations, programs, partners, etc.).
- Contribute to all aspects of the proposal development process – including compilation/editing of the technical narrative, development of budgets and budget narratives, drafting of required annexes, etc.
- Work with grant counterparts in HQ and at the regional level to ensure coordination and adherence to proposal timelines and requirements.

Project Cycle Management (PCM):
- Developing and maintaining the schedule for PCM meetings per IRC standards,
- Acting as country program focal point for PCM guidance,
- Organize and prepare relevant PCM meetings, write meeting notes, and follow up on action points with relevant departments
- Participate in budget management meetings, including monthly review of Budget vs Actual (BVA) reports to address any projected underspend or overspend.


Grants Management
- Support in the development of high-quality donor reports (narrative and financial) according to IRC and donor regulations. Ensure all required documents are included, complete, correct and approved by the respective Program Coordinator/s and country management.
- Collaborate with the Program and Finance teams to develop standard reporting templates and tools that will support improved narrative, logframe and financial reporting.
- Maintain knowledge of grant agreement language and regulations, serving as a knowledge resource on assigned donors and advancing questions where needed.
- Keep Grants Coordinator informed of any projected inabilities to meet contractual obligations, report submission deadlines and spend rates/significant budget variances.
- Compile and respond to information requests from IRC’s regional, London and NY offices.
- Support maintenance and updating of the IRC’s Opportunity Tracking & Implementation System (OTIS).
- Manage the Ukraine Grants and Pipeline tracker, updating it on an ongoing basis, and ensuring continued relevance as a reference tool for the wider team.
- Maintain and update online information management and filing systems, ensuring all relevant documentation and key communications are appropriately filed both for IRC and partner grants.
- Ensure IRC colleagues have access to relevant records and information.
- Undertake other key grants management, program development, monitoring and evaluation, communications and external relations activities as requested.


Key Working Relationships
Position Reports to: Grants Coordinator
Works closely with: Program teams, Finance teams, Operation teams, Partnerships
Indirect Reporting: n/a

Job Requirements

Work experience:
- 2-3 years of relevant work experience, preferably in an NGO, international organization or Ministry.
Demonstrated Skills and Competencies:
- Strong experience with Microsoft Word, PowerPoint Excel, and Outlook.
- Strong organizational and time-management skills; proven ability to prioritize and deliver on time
- Ability to manage competing priorities, meet demanding deadlines and work under pressure in unstable security environments.
- Excellent verbal and written communication skills as well as an overall ability to be clear and concise in all communications
- Excellent inter-personal and intercultural skills.
- Ability to work both independently and in a dynamic, cross-functional global team structure
Education:
- Bachelor’s Degree or equivalent in International Affairs, Development, International Political Economy, Political Science, Social - Science or another relevant subject.
- A relevant Master’s Degree is considered a strong advantage.
Language skills:
- Fluency in English, spoken and written is required.
- Strong writing and editing skills in English with close attention to detail is required.
- Fluency in Ukrainian is considered a strong advantage.
- Preferred experience & skills:
- Experience with private sector engagement and fundraising is considered a strong advantage.
- Strong analytical problem-solving skills
- Flexibility to adapt to changing requirements.
- Demonstrated ability to work effectively with stakeholders at all levels
- Ability to manage and work through change in a proactive and positive manner.
- Familiarity with international donors


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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