Grants Coordinator at International Rescue Committee

Requisition ID: req14191

Job Title: Grants Coordinator

Sector: Grants

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Location: Dar es Salaam, Tanzania

Job Description

Background/IRC Summary:    

The International Rescue Committee responds to the world’s worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover and gain control of their future.

We have been present in Tanzania since 1993 when we responded to an influx of refugees from Rwanda, Burundi and the Democratic Republic of Congo. Since the initial influx, we have continued to tirelessly serve the needs of both refugees and host communities in the country. In 2020, we reached 250,000 people across three refugee camps and the Tanzanian population.

Through our work across health, education and protection, we focused on:

• Ensuring that women and girls have access to quality reproductive healthcare
• Working with leaders of refugee communities, religious and community leaders in the host community and the government to prevent violence against women and bolster women’s empowerment; and providing medical referral, counseling, legal and support to survivors;
• Ensuring that children affected by displacement and crisis have access to safe and quality education;
• Improving critical school and health infrastructure in the refugee camps and the host community;
• Providing youth – particularly girls – with social and recreational activities as well as life skills training;
• Working with local partners to ensure inclusion of persons with disabilities in the camp and the host community; and
• Supporting the regional Ministry of Health with a range of health interventions, including disease outbreak, reproductive and mental health services.

IRC in Tanzania is funded by a range of high profile institutional and voluntary donors, including governments, international organizations, corporates and foundations.

The Grants Coordinator is a vital senior position at the heart of the Tanzania country programme. It touches every aspect of our work; from strategy and program design to external relations; from fundraising to program and grant management and communications.

The Grants  Coordinator will lead the Grants Department and reports to the Deputy Director of Programs (DDP). S/Heis a member of the Country Management Team (CMT) and actively participates in the country program’s strategic planning processes as well as ensuring the strategic priorities of the country programme are front and center in business development. The Grants Coordinator will work with the Country Management team to set funding priorities and targets, build relationships with donors and develop proposals to meet and measure progress against these to ensure IRC Tanzania secures the resources to achieve its strategic goals.

The Grants Coordinator is also accountable for high quality strategic internal and external communications to be coordinated by the grants team but supported by staff throughout the program.  .

The Grants Department is a growing team, currently a staff of four, with the potential to grow according to need and the size of portfolio.

Business Development

• Develop a Business Development Strategy closely aligned to the Tanzania Country Programme Strategy; lead in the realization of the Business Development Strategy
• In coordination with the DDP cultivate donor relationships nationally and for specific target regions
• Track upcoming opportunities by priority sector
• Take lead in the Go-no-Go decision for released calls.
• 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 Tanzania as a whole and IRC Tanzania programs in particular

Grants Management & Compliance

• Work with DDP, Field Coordinators, Grants team based in the Dar es Salaam and in Kigoma field offices and Technical Coordinators to support the process of quality proposals and the development of new projects and funding proposals.  Assist the DDP to align new proposals to the country Strategy Action Plan (SAP). Liaise with HQ grants unit in New York, sectoral technical units and IRC UK to ensure proposals meet internal standards, and  are donor compliant.
• Visit field sites in order to work directly with program and grants staff to provide support, assist in the development of proposals and to regularly visit IRC program activities
• Work with the Grants Team to ensure that reports to donors are submitted on time; that reports are coherent and accurate (proposal, interim or final report)
• In coordination with DDP, Field Coordinator / Project leads and the Grants team, roll out the Project Cycle Meetings (PCM) from Opening/implementation and Closeout meetings, as well as monthly grants Implementation meetings which include representation from each unit (finance, programs,supply chain) and ensure proper follow up of issues raised.
• Monitor and support the use of grants management tools such as FM01, BvAs, procurement planning and activity plans amongst program teams to ensure accurate tracking of implementation and timely alerts to potential challenges/obstacles
• Coordinate with IRC-UK, IRC NY, & Germany monitor implementation of program to ensure they are in accordance with donor and IRC internal requirements and act as focal point in all communications with IRC Regional Unit and IRC UK office on Grants management issues, including sharing of monthly grant tracking updates.
• Act as focal point in facilitating proposal and donor report reviews and approvals by technical advisors and other relevant persons at HQ (including maintaining OTIS) and maintain proper records of all Grants and sub-grants (BOX and OTIS).
• Act as custodian of documentation of institutional knowledge and program activities in coordination with relevant sector supervisors and coordinators including finance during Audits.
• Train and support program staff on donor compliance, report writing, project and budget monitoring, record keeping, and Grants management.

Communication

• Develop a coordinated internal and exernal communications plan that incorporates donor visibility requirements; strategic external relations objectives; supports advocacy and influencing aims; and engages staff and strengthens the profile of the country program.
• Lead in in country communications with donors regarding pipeline and active grants management.
• Maintain excellent relationships internally within IRC and externally with all IRC’s existing partners.
• Oversee IRC Internal grants systems (OTIS) and processes related documents online that facilitates grants management regularly.
• Maintain necessary donor files on grants including hard copy and box.
• Ensure regular reporting for the NGO Registrar is complete, in partnership with External Liaison

Human Resources & Supply Chain

• Provide technical back stopping in the department for grants team on grants related matters
• Support the program and operations in other recruitments, including in Supply chain tender meetings as requested
• Orient relevant staff of all departments to donor requirements and work closely with all IRC departments  to comply with donor requirements
• Undertake other tasks as requested by the Deputy of Programs, the immediate supervisor.

Diversity, Inclusion and Gender Equality

IRC acknowledges and honors the fundamental value and dignity of all individuals. We are an Equal Opportunity Employer and consider all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, gender identity, age, marital status, veteran status or disability. IRC is also 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.

Qualifications

Job Requirements

• Bachelor’s degree in relevant discipline, master’s degree preferred.
• At least Seven years’ experience working in humanitarian or development programs; regional experience preferred.
• An excellent coordinator and team player; this role needs to work with every department and must be able to influence colleagues, often without line management.
• Superb organization skills; the postholder will need to multi-task and independently manage high risk and high pressure priorities affecting program sustainability
• Previous experience working with international non-governmental organizations in the area of grant management previous experience in working with European and US public donors.
• Previous successful experience developing projects and writing proposals to donors.  Strong proposal writing and budgeting skills, IT proficiency, excellent communication and writing skills, good interpersonal skills, ability to work in a team setting, ability and willingness to travel to remote areas, and ability to prioritize high volumes of work to meet tight deadlines.
• Consortium management experience is a plus.
• International experience within Africa is a plus.
• High degree of flexibility, including a willingness to work beyond core hours at times to meet deadlines or in emergency situations.
• Very strong written communication skills; including in reports, proposals and formal and informal correspondence.
• A string understanding of communications approaches including working with the media, social media and creative areas (Film, photo, content gathering) ,
• Excellent English and KiSwahili: written and verbal communications.

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