Organization: IRC – International Rescue Committee
Location: Nairobi
Grade: Mid level – Mid level
Occupational Groups:
External Relations, Partnerships and Resource mobilization
Managerial positions
Grant writing
Closing Date:
The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world’s largest international humanitarian non-governmental organizations (INGO), at work in more than 50 countries and more than 25 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you’re a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.
TheInternationalRescueCommittee(IRC)respondstotheworld’sworsthumanitariancrisesandhelps peopleto surviveand rebuild their lives. Founded in1933 at therequestof Albert Einstein, theIRCoffers lifesavingcareand life-changingassistancetorefugees forcedto flee from warordisaster. Atworktoday inover40countriesand22U.S.cities,werestoresafety,dignityandhopetomillionswhoareuprooted and struggling to endure. The IRC leadstheway fromharmto home.
TheIRCinKenyaistheprimaryproviderofhealthservicesinKakumaandHagadera(Dadaab)Refugee Camps,includingclinicalservices,maternalandnewborncare,nutritionandimmunizationservicesfor childrenandpregnantandlactatingwomen,communityhealthoutreach,andHIV-AIDS&TBprevention andcare.IRC’sofficeinLodwar,TurkanaCounty,serveslocalcommunitiesthroughlivelihoodssupport programming, support toVSLAsand women’s andgirl’ssafespaces,and efforts aimed atpreventing and respondingtogender-basedviolence.InNairobiandKajiadocounties,IRCsupportsurbanrefugeesand vulnerablepopulationsthroughitsEconomicRecoveryandDevelopment(ERD)programming,aswellas through protection andadvocacy. Asof June2021, IRC is initiatingnutritionandwomen’sprotection and empowerment (WPE)programmingin WestPokot County, incollaborationwithlocal partners.
SCOPE OF WORK
BasedinNairobi,theGrantsManagerwillbeakeymemberofIRCKenya’sGrantsandPartnershipUnit andwillreport totheSeniorGrantsCoordinator. Thispositionhassupervisoryresponsibilityfor 2Grants OfficersandaGrantsAssistant.Occasionaltraveltofieldsitesandrefugeecampsmayberequired.The Grants Manager willworkcollaborativelywith allmembers ofthe GrantsandPartnership Unit, aswellas withtechnicalcoordinators, monitoringandevaluation(M&E),financeandoperationsteams.TheGrants Managerwillprimarilyberesponsibleforproposaldevelopment,includingdevelopmentandadherence to proposaldevelopmenttimelines,forcreationandadvancementofOTISrecordsforproposalapproval, andforcompilationoftheoverallproposalpackage.Theywillbethefocalpointforin-countryproposal developmentandwithHQforproposalreviewandrevision,as required.Inaddition,the GrantsManager willcoordinateandmanagethegrantsreportingprocessincollaborationwiththeGrantsAssistantand theGrantsandReportingFellow.Theywillalsocontributetooverallgrantsmanagementeffortsandwork to ensure adherenceto donor regulations and complianceacross grants and sites.
Responsibilities
Proposal Development
OnbehalfoftheGrants&PartnershipUnit,coordinatetheproposaldevelopmentprocess throughworkingwithprogramandMEALstafftodevelopandcompileinputstotechnical proposalnarratives/conceptnotesandannexes;developand/orreviewbudgetnarratives,and undertakeinitialreviewofproposaldraftstoensureinputsareclear,andproperproposal templatesand grantmanagement procedures are followed.
DevelopandcirculateProposalDevelopmentTimelines,inclusiveofrolesandresponsibilitiesof proposaldevelopmentteammembers,toallrelevantIRCKenyaprogram,financeandoperations staff, TAsand regional/HQstaffand ensure timelinesaremet.
CreateandmanageOTISrecords.SecureallOTISapprovalsfornewproposalspriortosubmission to the donor. Ensure OTIS,Boxand hardcopy datais up todate for all new proposals and grants.
LiaisewithFinanceforprovisionofbudgetbreakdownforsitesandprogramteams;ensureteams areprovidedcorrectbudgettemplates;ensurebudgetsarecompletedontimeandsubmittedfor regional review, as required. Facilitate response toany comments.
LiaisewithSeniorGrantsCoordinator/DDGAtoensureallconceptnotes,proposalsandEOIsare in line with IRC Kenya’s SAP,meet internal IRC standards, and are donorcompliant.
SubmitproposalsandbudgetsandrequiredannexesforHQreview,ensuringthatthegrant applications are prepared according tothe requiredformatand submitted to donors on time.
Grants Reporting
Manageallinternalandexternalgrantreporting,includingcoordinatinginputsfromsite, program,andM&Eteams,toensurehigh-quality,well-writtenandtimelyreportsareproduced meetingdonorandIRCrequirements,withsupportfromtheSeniorGrantsCoordinatorand programmanagers/ coordinators.
Supervise2GrantsOfficersandGrantsAssistanttoensuretimelyandaccuratecirculationof weekly/monthlyreportingtimelinesonMondays/firstofmonth,andrequiredreporttemplates, tothevariousprogramteamsandM&Estaff.Ensureadequatefollow-upwiththeteamstoensure reportingschedules aremet.
ReviewtheinitialdraftreportonceinputshavebeencompiledbytheprogramteamsandM&E staff;analyzecontentanddataandproactivelysolicitfeedbackfromprogramteamsandM&E staff on content,and ensurerevisionsaremanagedina timelymanner.Edit reports as needed.
EnsurereportsaredisseminatedforreviewbyIRCKenyatechnicalcoordinators,SeniorGrants Coordinator/DDGA,andHQteamsufficientlyinadvanceofduedatetoobtainfinalapprovalprior tosubmission to the donor.
EnsuregrantreportduedatesandsubmissiondatesarekeptaccuratelyupdatedonOTISand upload final report submissions.
EnsureallreportsubmissionsarefiledintheGrantsandPartnershipUnit’sBoxfoldersystem,and hard copyfilesof report submissions aremaintained,as appropriate.
AccuratelymaintaingrantreportduedatesandsubmissiondatesintheGrantsandPartnership Unit’s GrantsTrackingSheet (GTS).
Grants Meetings
WiththesupportoftheGrantsOfficersandGrantsAssistant,ensureregularandtimely scheduling,preparation,andfacilitationofProjectCycleMeetings(PCM),includingbutnot limitedtoproject/grantopeningandclosingmeetings,adhocgrantimplementationmeetings,andbudgetversusactual(BVA)meetings.Ensurerequiredrepresentationfromeachunit (programteams,Finance,SupplyChain,HR,andGrants)areinattendance,andthatanyneeded pre-workiscompletedinadvanceofthemeeting.Reviewandcirculatemeeting minutes,assign action items,andensure proper,timely follow-upof issues raised.
General Grants Management/Administration
RecordsManagement:Supportcomprehensiveinformationmanagementandfilingsystemto ensureallgrantagreements,reports,keycorrespondences,Tcodes,etc.areappropriatelyfiled inup-to-dateandconsistentsoft(Box)andhard(physical)filesmanagedbytheGrantsand PartnershipUnit.
CapacityBuilding:Ensuretraining is madeavailablefor programandoperations staff atcountry officeand fieldofficelevelson grantsmanagement related issues, including grantreport writing and donorcomplianceissues,as needed. Support Grants and Reporting Fellowto develop and providesuch trainings.
GrantTrackingSystem(GTS):Updateregularlyandasgrantsareawarded/modified/closedand ensureconsistencywith OTISandT1s.TheGTSincludesdetailedandsummary grant information onopenandclosedgrants,reportingschedulesandsubmissiondates,upcomingmeetings, publications,and proposalsin the pipeline.
GrantsSetup:EnsurethateachactivegranthasacurrentItemsForecastuploadedtoIRC’s Integrasystemassoonasthegrantisinitiated,thefinancecodes(D1)areissued,andtheisbudget uploadedtothesystembytheFinanceteam.Coordinateandprovidesupporttoprogramand field operations teams to ensureItems Forecastare updated as appropriateand uploaded to the Integra system on time.
Communicationandinformationmanagement:Providesupport,asrequired,indraftingdonor correspondencesandtakingminutesduringgrants-ledmeetings,aswellasbi-monthlySenior ManagementTeam(SMT)meetings, and followingup action points,asrequired.
Support other programinitiatives/ work streams /task as assigned.
Human Resources
Providetechnical backstopping for field-based grants officers/interns/fellows/volunteers.
Support the programdepartment inother recruitments, if requested.
OrientGrantsandPartnershipUnitstaffandrelevantnewstaffofalldepartmentstotheGrants andPartnershipUnitprocessesanddonorrequirementsandworkcloselywithallIRC departments and field sites.
Minimum Qualifications:
University degree in International Relations or other relevant field
Master’s degreedesirable.
3to5yearsofINGOfieldexperienceinasimilarposition:grantsmanagement,proposal development (programnarratives and budgets) and donor reporting.
KnowledgeofUN(UNHCR/UNICEF/UNFPA/WHO),US(USAID/BHA/CDC),EU(ECHO/EC)andUK (FCDO)donor regulations,procedures, and requirements.
Provenabilityto developwinning proposals topublic-and private-sector donors.
Ability toworkwithtight deadlinesfor reportwriting/information needs.
Excellent writtenand spoken English essential.
Excellentorganizationalskills,abilityto determine andjugglemultiplepriorities,andattentionto detail is critical.
Abilitytoworkinamulti-culturalcontextasaflexibleandrespectfulteamplayer-patience, cultural sensitivity,and applicationof contextual understandingin day-to-dayworkis required.
Willingnesstotravel tothefieldsitesas needed.
High-levelof knowledge andpracticewithWord,Excel, Outlook, etc. required.
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, Accountability and Equality. In accordance with these values, the IRC operates and enforces 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 & Equal Opportunity: IRC is an Equal Opportunity Employer, and we value diversity at our organization. We do not discriminate based on race, religion, color, national origin, sex, gender, age, marital status, veteran status, disability status or any other characteristic protected by applicable law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request reasonable accommodation.
Kenyan nationals are encouraged to apply. International allowances are not available for this position. Salary and employee benefits are compliant to the Kenyan NGO Sector.
Disclaimer:
Please take note that International Rescue Committee (IRC) does not ask for any fees in connection with its recruitment processes.
Standard of Professional Conduct:The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.
Commitment to Gender, Equality, Diversity, and Inclusion: The IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of the IRC persons in any work setting. We aim to increase the representation of women, people that are from country and communities we serve, and people who identify as races and ethnicities that are under-represented in global power structures.