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Grants Coordinator


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Job Description

  • Country: Iraq
  • Vacancies No: N/A
  • Salary: N/A 
  • No of Jobs: N/A
  • Education: Degree
  • Experience: 5 years
  • Gender: Both
Key Responsibilities
Grants Management and Compliance 
• Lead the grants unit covering Iraq 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.
• In collaboration with the Deputy Director for Finance, lead the monthly Budget versus Actual Review meetings in which spending rates and financial planning are discussed.  On a monthly basis, review the BVA tool and prepare for meeting with analysis, questions, and requests for each budget holder. Disseminate and follow-up on action items to ensure completion. 
• 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 a 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 the status of implementation and any necessary donor approvals relating to partnerships.
Serve as a member of the Partnership Working Group, sharing responsibility for delivering the functions of the PWG.
Proposal Development
• 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.
• Collaborate with Partnerships Department to ensure preparation of budgets, workplans, and other deliverables when partner organizations are included in proposal development efforts. 
• Liaise with HQ offices (Award Management Unit and Technical Units) to ensure proposals meet internal standards and are donor compliant. 
• 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 Iraq Country Strategy Action Plan (SAP), including the SAP partnership strategy.
Fundraising & Visibility
• In coordination with DDP, cultivate donor relationships in Iraq and the Region.
• Track upcoming opportunities by priority sectors
• Support the development and management of the BD strategy for Iraq
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.
• 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.
• In collaboration with the Policy, Advocacy and Communications Department, 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 for Programs
Position directly supervises: 2 Grants Managers
Other Internal and/or external contacts: 
Internal: HQ Grants and Business Development regional team, other IRC programs and support departments.
External: all relevant donors, NGOS, partners, ministries, stakeholders, and government agencies. 
• University degree in international affairs or related subject; masters degree preferred.
• At least 5 years experience working in relief or development programs .
• Previous successful experience developing projects and writing proposals for public donors
• Knowledge of main donor regulations and priorities, including UN, USAID, PRM, ECHO and other European donors.
• Strong written and oral communication skills.
• Excellent English written and verbal communications skills. 
• Detail oriented, organized, and able to manage competing urgent requests and priorities.
• Works well in and promotes teamwork, comfortable in a multi-cultural environment, flexible and able to handle pressure well.


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