Job Title: Grants Coordinator
Requisition ID: req3477
Employment Category: Fixed Term
Employment Type: Full-Time
Location: Dar es Salaam, Tanzania
IRC Tanzania’s current sectors include Gender-Based Violence, Child Protection Youth and Livelihoods, Reproductive Health, Community-Based Rehabilitation, Education, and Mental Health. The Grant Coordinator will assist in the development of all proposals, be responsible for tracking, coordinating the development, and submissions of all donor reports. In coordination with Deputy Director for Programs (DDP) she/he will contribute to program design, proposal developemtn, and project monitoring and evaluation, fundraising and developing new programs in refugee camps (in Western Tanzania) and in host and urban settings (Dar Es Salaam and Kigoma Region).
The Grants Coordinator reports to the (DDP) and is a member of the senior management team and participates in the country program’s strategic planning processes. The Grants Coordinator will supervise a Deputy Grants Coordinator based in Kigoma and an intern based in Dar.
The Grants Coordinator, is responsible for leading the country Grant team, in coordinating efforts for the development of new project proposals in accordance with the Country Program’s Strategic Action Plan (SAP), and is responsible for supporting, advising and backstopping grants management functions across the project lifecycle, including project start-up, monitoring and management (tracking expenditure and program progress against project documents, project review meetings, donor reporting, processing grants modifications), and close-out, to ensure that projects are implemented in compliance with IRC and donors’ rules and regulations, as well as meet internal standards.
For sub-awards and partnerships management, the Grants Coordinator coordinates the sub-award partner identification, selection and vetting processes, the partner sub-award agreement development, sub-awards management, monitoring and accountability and close-out. She/he will also contribute significantly to country strategic planning processes.
The Grants Coordinator will work closely with Technical Program Coordinators, M&E staff, and Field Coordinators as well as with in-country support units and relevant HQ regional colleagues (including Technical Advisors, the Great Lakes Regional Program Support Team and the Great Lakes Program Development team in the delivery of their functions
This position will be based in Dar es Salaam, Tanzania.
Grants Management & Compliance
• Maintain a broad and deep understanding of donor rules and regulations, and of the terms and conditions of awards across the grant portfolio, ensure that IRC policies and procedures are respected, and serve as the first point of contact for Grant and Compliance related questions that arise in-country, offering advice on resolving compliance issues. Flag unresolved compliance / implementation issues to country senior management and to HQ for further advice and support through communications with IRC’s Regional Program Support Team (RPST)
• Work with the Deputy Grants Coordinator to ensure that reports to donors are submitted on time; that reports are coherent and accurate (proposal, interim or final report); review, (and when needed prepare) donor reports produced by the country Grants Team for accuracy, quality and compliance with donor requirements. This may involve substantial editing and contributing to writing.
• In coordination with the DDP, Field Coordinators and the Deputy Grants Coordinator to organize Project Meetings (Planning, Opening, Review and Closing meetings, among others) which include representation from relevant unit (finance, programs, logistics, etc.) and ensure proper follow-up of issues raised
• Work with the Grants Team to ensure that project indicators, expenditure and other essential grant details are tracked and project review meetings are held on a regular basis. Project opening and closing meetings are also organized according to the appropriate timelines.
• 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 HQ Departments, monitor program implementation to ensure they are in accordance with donor and IRC internal requirements, and act as focal point in all communications with IRC’s Awards Management Unit on Grants management issues, including sharing of monthly grant tracking updates.
• Maintain proper records of all Grants and sub-grants, ensuring that grants information management and filing system is respected and all donor contractual documents, reports, key correspondence and other documents are appropriately filed in up-to-date soft libraries.
• Ensure quality sub-award management in compliance with the IRC’s Sub-award Partner Management System (SPMS), including sub-award start-up, sub-award implementation monitoring, management and accountability, and appropriate sub-award close-out.
• Track sub-award partners’ deliverables and ensure that partners’ contractual reports are reviewed and feedback is provided; organize sub-award opening, review and closing meetings with partners, as well as lead program and compliance/ finance monitoring visits to ensure that partners’ program implementation is on track and in compliance with IRC and donor rules and regulations.
• Maintain proper records of all award and sub-award documents.
Train and support program staff on donor compliance, report writing, project and budget monitoring, record keeping, and Grants management
• Ensure that the IRC’s processes and system for managing proposal development in collaboration with programs, finance and operations departments is understood and respected, and results in timely and quality submissions;
• Lead the develop of internal workplans for proposal development in coordination with all stakeholders, ensuring that roles and responsibilities are clearly defined and communicated to all staff involved, with support from the Program Development Team.
• Lead the development of proposals for submission to donors in coordination with the DDP, sector/technical leads, Field Coordinators and the finance and operations teams to ensure the delivery of quality proposals and the development of new projects and/or funding proposals; contribute to budget development/management in coordination with Finance through budget review to ensure that the budget aligns to the proposed intervention.
• Liaise with HQ grants units, the Proposal Development Team, technical units and other functional departments to ensure proposals meet internal standards and are donor compliant.
Assist the DDP in aligning new proposals to the country Strategy Action Plan (SAP).
• Support the Deputy Director Programs (DDP) and Country Director (CD) in identifying new funding opportunities, maintaining effective relationships with current donors and partners, and updating the country’s Business Development Strategy and actions allocated towards achieving BD targets.
• Visit field sites in order to work directly with program staff on the development of proposals and to regularly visit IRC program activities
Fundraising & Visibility
• In coordination with DDP cultivate donor relationships nationally and for specific target regions and share key information with relevant HQ staff to ensure cohesive external communication between HQ and country-level donor representatives.
• In coordination with DDP, cultivate partnerships with strategic NGO and private-sector partners within priority sectors during pre-positioning for critical funding opportunities.
• Track upcoming opportunities by priority sector
• Develop a communication and visibility strategy and support preparation of materials such as brochures and newsletters.
• Support development of external communication tools as relevant for donor visits/meetings on IRC Tanzania as a whole and IRC Tanzania programs in particular
• Bachelor’s degree in relevant discipline, Masters Degree preferred.
• At least three years’ experience working in humanitarian or development programs; regional experience preferred.
• Previous experience working with international non-governmental organizations in the area of grant management with knowledge of donor regulations (in particular DFID, EU, UN agencies, and USG) and experience developing large proposals for these donors and/or overseeing reporting/ compliance on awards funded by these donors is required;
• Previous successful experience developing projects and preparing donor reports and proposals for USG and European donors with experience submitting proposals as part of a consortium (as lead agency or sub)
• Prior professional/international experience, preferably with experience in Africa.
• Skills and Abilities: Strong coordination, writing and budgeting skills, IT proficiency; Good communicator with strong organizational, time management and analytical skills; great attention to detail; Excellent inter-personal, cultural and diplomatic 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.
• Excellent English written, editing and verbal communications skills;
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