Grants Coordinator
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Grants Coordinator
Sector: Grants
Location: Kenya
Employee Type: Regular
Employee Category: Full Time
Job Purpose / Objective:
The Grants Coordinator (GC) is responsible for overseeing the management of all grants for the country program.
This includes, timely grant reporting that clearly compares the stated goals and objectives of the grant with the achievements and expenditures to date, lessons learned, and a revised planning of activities for the next reporting period, generating grant proposals and budgets in the appropriate donor format and based upon the IRC country’s operating budgets.
This position will be ensuring grant compliance with donor contracts, guidelines and requirements, including project delivery, procurement and project realignments.
Timely communication about to program staff about implementation of planned activities and appropriate expenditure of funds. The GC supervises the Grants Manger.
The position works with the supervision and guidance of the Deputy Director, Programs.
Key Responsibilities
Proposal Development
Coordinate proposal and budget development process for concept notes and proposals.
Submit proposals and budgets for review at HQ ensuring that the grant applications are prepared according to the required format and submitted to donors where applicable.
Liaise regularly with the IRC Kenya field offices, and program sector leads in the Nairobi office to coordinate the annual program planning
Develop budgets for new program activities in coordination with the sector coordinators and Finance Controller; and monitor grant expenditures to ensure compliance with IRC and donor requirements.
Liaise with senior staff to ensure that Kenya operations are properly supported as part of an integrated country program.Grant Compliance
Provide guidance and interpretation of donor rules and regulations.
Monitor and facilitate compliance of programs with donor and the IRC commitments and requirements, including program progress and adherence to objectives, sub mission of timely modification and extension requests, procurement regulations & requests for derogations, etc.Finance and Grant Management
Ensure program compliance with internal control procedures; in coordination with the Operations and Programs team, hold grant opening and grant closure meetings on time for all grants and hold budget holders accountable for deviations from the grant contracts.
Monitor all grant budget versus actual on a monthly basis to ensure compliance with donor requirements; review budget realignment and manage grant cost-extension requestsCommunication and Reporting
Liaise with donors regarding grants and grant management. Where applicable, meet with representatives of funding agency to work out final details of proposals and budgets
Maintain excellent relationships internally within IRC and with all IRC's partners, such as WFP, ECHO, UNHCR, CDC, UNICEF, UNDP and local authorities.
Oversee development and maintenance of headquarters and field reporting systems and processes related to grants management
Maintains master files on grants on hard copy and in the share drive. Monitor paperwork connected with grant-funded programs
Conduct monitoring visits to field locations and provide capacity building and training for field staff on reporting and donor compliance issues as necessary.
Oversee all internal, external and sub-grantee reporting with programs and finance, ensuring high-quality, well-written and timely reports meeting donor and IRC requirementsHuman Resources
Supervise the Grants Manger and manage their performance as per IRC guidelines and in line with the agreed job descriptions
Provide technical back stopping for field based grants officers
Support the program department in other recruitments if requested
Orient relevant staff of all departments to donor requirements and work closely with all IRC departments and field units to comply with donor requirements
Undertake other tasks as requested by the Deputy Director of Programs, the immediate supervisor.Key Result Areas:
Contribute to efficient grants management including proposal development, reporting and grants monitoring roles and ensure that opportunities that IRC Kenya goes for aligns with country strategic plan and the fundraising strategy currently in place.
Required Qualifications:
Masters from a recognized university or equivalent in experience with excellent written and spoken English.
5 years of INGO field experience in a similar position: grant management, proposal development (program narratives and budgets) and donor reporting
Knowledge of UN (UNHCR/ UNDP/ UNICEF), US (USAID/OFDA,PRM,CDC), EU (ECHO, Europe Aid) and UK (DFID) donor regulations, procedures and requirements.Required Experience & Competencies:
Proven ability to develop winning proposals to public and private-sector donors
Excellent report writing skills is a must
Excellent organizational skills, ability to determine priorities and attention to detail a must
Ability to work in a multicultural context as a flexible and respectful team player
Willingness to travel to the field as and when needed
Ability to work with tight deadlines for proposal development/ information needs
Strong communication, people management and analytical skills
High-level of knowledge and practice with Word, Excel, Outlook, etc. required
Good understanding of project design, planning and implementation andin use of log frame or developing projectsHow to Apply
See; Grants Coordinator to apply online, by 30th July 2015.
