Overview

The Grants Coordinator in conjunction with the Deputy Director for Programs (DDP), will provide strategic and operational direction, lead resource mobilization efforts to meet annual growth targets, and support the diversification of revenue from institutional donors and non-traditional funding sources to achieve IRC’s strategic objectives in Chad. He/she will operate as a member of the Extended Senior Leadership and Management Team (E-SLMT), providing direct support to strategic growth opportunities as well as helping to strengthen Business Development and Grants Compliance-related systems, processes, relationships and staff capacities. Along with Grants Manager, working under her/his supervision, he/she acts as focal point for proposal development, donor reporting, and information and grants management capacity-building efforts within the portfolio. He/she will be also directly supervising Communication and Advocacy Officer to assure IRC Chad program external and internal visibility. Along with Grants Manager, he/she is responsible for partnership with international and national NGO as well as other IRC Chad partners.
Reporting to the Deputy Director of Programs, the Grants Coordinator provides critical support in programmatic and budgetary monitoring, compliance with donor and internal IRC rules and regulations and other key functions as required.
Main Responsibility:
The Grants Coordinator will maintain competitive positioning for and pursuit of institutional donor resources for IRC Chad, with an emphasis on competitive funding mechanisms. He/she will define, monitor and update the business pipeline and ensure that IRC is best positioned to pursue relevant opportunities. With a core function of leading the production of high quality applications for donor funding, and providing analysis and oversight to ensure compliance with grant specific requirements, this position will also provide specialized assistance in other dimensions of the grants management cycle, communication and partnership including :



Provide guidance and leadership to the E-SLMT for strategic growth planning
Serve as a resource for staff of grant funded programs for fiscal and programmatic compliance matters
Prepare and/or review information and reports for internal and external stakeholders
Leverage IRC’s competitive position and program results to attract new funding
Collaborate with functional teams to identify and capture funding opportunities
Incorporate best practices into growth-related business processes and proposals
Build relationships with current and prospective donors
Develop/manage strategic alliances and/or coalitions with other organizations and organize/lead Sub-Award Management.
Monitor donor trends, including corporate and other non-traditional sources
Capture Planning and Proposal and Concept Note Development
Grants Management & Compliance
Documentation of results, reporting and marketing

Specific responsibilities:
Prepositioning

Research, analyze and plan for new funding opportunities, competitive intelligence, and IRC Chad’s competitive positioning on a continuous basis within the marketplace in a timely manner.
Support effective internal communication and information management processes to ensure access and use of Business Development information by relevant stakeholders within the organization, including maintaining an up-to-date opportunities matrix
Work with the DDP, country Technical Coordinators and regional colleagues to identify international partners and negotiate IRC’s role in proposal consortia, ensuring a competitive position for IRC Chad that adheres to the organization’s partnership principles and strategic direction.
In collaboration with the program team, foster a culture of business development within the country program by contributing to the development and dissemination of standardized BD materials (learning resources, guidelines, tools and templates, and online information) and build capacity of country program staff on their application, through staff mentorship, modeling of good practices, and training.
Lead the country program’s functional teams to develop appropriate and effective fundraising and positioning strategies involving donor research and intelligence, product development, marketing, cultivation, and solicitation and stewardship, as needed
Lead the country program’s opportunity pipeline tracking and analysis, including portfolio trends, proposal submissions and performance, and growth projections.
Support key staff to develop and maintain key relationships with donors, collaborating organizations, and private sector actors with an eye toward opportunity identification, shared value creation, strategic alliance formation, and global brand positioning.

Capture Planning and Proposal and Concept Note Development

Provide BD skills and capacity to guide and/or lead teams in opportunity analysis, capture planning, proposal preparation, proposal development, proposal review, and after action review.
Assist or lead proposal development including traveling to field sites to work directly with program staff on proposal development as requested
Draft high quality donor proposals and other grant documentation both as a lead writer and in collaboration with the Technical Coordinators, Program Managers and Technical Advisors, ensuring that IRC’s Strategy Action Plan (SAP) priorities, and budgeting for M&E and other relevant guidelines are incorporated into proposals and projects.
Provide internal reviews of technical and cost applications prepared by other staff, reviewing for clarity, responsiveness, presentation, and compliance, in coordination with the program and operations teams
Manage the submission approval process through IRC’s electronic award management database, OTIS, and coordinate revisions to the proposal based on HQ feedback

Grants Management & Compliance:

Develop and modify policies/procedures/systems in accordance with donors’ regulations and organizational needs and objectives.
Develop and maintain grants management tools, such as funding trackers, reporting calendars, templates, and compliance guideline documents; and ensure the team is aware of these timelines
Organize grant opening, review and closing meetings
Support production of donor reports and ensure that reports are of high quality and submitted on time
Support the Program and Operations team Grants Coordinator in the preparation and follow-up of grants operations meetings, and lead the meetings in Ndjamena and/or at the field level
Assist in preparations for external monitoring visits, reviews, and audits, and cross-site evaluations and participate as appropriate.
Build grant management capacity of field staff by facilitating training, and providing one-on-one follow up support, in report writing, proposal development and other topics.
With support from IRC’s HQ grants staff, address donor compliance questions from IRC Chad program and finance staff to ensure compliance with donor regulations
Maintain hard and soft files on IRC Chad grant portfolio.
Assist the Program and Operations team in preparing, reviewing and modifying memoranda of understanding and contracts of grant agreements as needed by the IRC Chad Country Program
Establish and maintain electronic and hard copy files for each grant-funded project to be used for tracking and reporting purposes.
Conduct routine compliance reviews of grant programs.

Sub-award management:

Ensure quality sub-award management in compliance with the IRC’s Sub-award Partnership Excellence for Equality and Results System (PEERS), 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.
Process sub-awards modifications in a timely manner ensuring that relevant IRC units provide their inputs and approve the modification.
Organize sub-award opening, review and closing meetings with partners and IRC relevant units to ensure that partners’ program implementation is on track according to work plan and log frame approved by the donor.
Provide guidance in interpreting and executing applicable regulations and sub-recipient award terms and conditions.

Documentation of results, reporting and communication:

Work with relevant staff (program coordinators and Communication and Advocacy Officer) to leverage IRC programmatic and operational results for marketing, positioning, and direct fundraising purposes, including maintaining data on past performance and organization capacity, publications and dissemination, and donor visits.
Participate in quarterly program reviews and evaluations to ensure systematic documentation of program best practices and lessons learned by program staff, maintain a centralized system with access by all staff and disseminate as appropriate.
Conceptualize and oversee the production of appropriate marketing materials for the IRC Chad portfolio in collaboration with program and operations staff. This is likely to include the Annual Report and other interested parties, project and country fact sheets, sectoral and/or geographic focus brochures, past performance documentation, and others.
In collaboration with the Programs and Operations teams, establish effective systems to ensure timely reporting to donors, support other staff in understanding funder requirements and ensure reports themselves are in the correct format, and edit sections of reports as needed.

Qualifications

Bachelor’s degree in relevant field and applicable experience in nonprofit governance, administration, grants management, including BD and compliance
5 years of experience in a grant management role, preferably with an NGO
Prior grants management experience and familiarity with USG (USAID/OFDA, BPRM), European (DFID, ECHO, SIDA), and UN (UNHCR, UNFPA, UNICEF, CHF) donor regulations, procedures and requirements;
Demonstrated experience with coordinating funding proposals and progress reports from institutional and private donors;
Ability to efficiently deal with competing priorities;
Excellent oral and written communications skills and demonstrated ability to produce and edit documents under deadline pressure
Working knowledge of budget development and management
Experience working in a multi-cultural setting and preferably in Africa
Competence with Windows, Microsoft Office
Ability to work in unstable security environments
Fluent written and spoken English and French

Language Skills: Excellent written and oral French skills. English will be an asset
SPECIFIC SECURITY SITUATION/HOUSING
The Grants Coordinator will be based in Ndjamena with travel throughout the country. The security situation in Chad continues to be volatile [in the NE with the security at phase yellow]. This is a non-accompanied position. He/she will live in shared housing. More Information

Source: NGO Jobs