Country: Ethiopia
Closing date: 23 Sep 2018
The IRC is a non-governmental organization operating in 40 countries in the world. IRC started operation in Ethiopia in year 2000, currently working in five regions in providing relief services to refugees, victims of drought, and war affected populations.
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Position- Grants Coordinator
Location- Addis Ababa
Salary & benefits- Negotiable
Posting Date- September 10, 2018
Closing Date – September 23, 2018
Vacancy Code - 01/541
The Grants Coordinator will contribute to overall business development and grants management of the Refugee Portfolio at IRC Ethiopia. The position reports to the Senior Grants Coordinator. This position is based in Addis Ababa with occasional trips to field sites and refugee camps, if needed.
The Grants Coordinator will work collaboratively with all of the 15 members of the Grants and Partnership Unit, the technical coordinators, Accountability & Learning, operations team, and the finance team.
The Refugee portfolio at IRC Ethiopia is made of grants mostly from UNHCR, BPRM and private foundations, and is roughly 60% of the total annual funding of IRC Ethiopia. This position supervisors 2 staff members and 1 intern.
Responsibilities:
Proposals
- Coordinate proposal development (including logframe meetings) working with program staff and ensuring proper review at the HQ level, gathering input from technical coordinators, technical advisors, Monitoring, Evaluation, Accountability and Learning staff, and the Regional Unit.
- Develop budgets, budget narratives, concept notes, proposals, and supporting documents; ensure proper proposal development procedures are followed;
- Act as focal point with donors in-country for the proposal development process, as needed.
- Liaise with NY and UK grant units in order to ensure proposals meet internal standards, apply IRC’s Outcomes Evidence Framework (OEF), are in line with IRC Ethiopia’s Strategic Action Plan (SAP) and are donor compliant.
Reporting and Grants Management
- Oversee all reporting for Refugee Grants, including coordinating HQ reviews and approvals before submission to the donor. Send out monthly info to team members on all reports due in the coming 60 days.
- Ensure that reports to donors are submitted on time; that reports are coherent and accurate (quarterly, interim or final reports); and that the internal reporting tracker and OTIS reporting info are up to date.
- Coordinate information on beneficiary numbers and indicator targets achieved with the Accountability and Learning Coordinator for reporting purposes.
- Lead Grant Opening, Mid-review and Closing meetings, as well as monthly/regular grants management meetings (BVA meetings) which include representation from each unit (finance, programs, logistics) and ensure proper follow up of issues raised.
- Coordinate proper grants management of all Refugee Portfolio grants. Ensure Grants Tracker and other information management systems are up to date.
- Monitor burn rates and implementation progress of the Refugee Portfolio grants and flag grant underperformance and compliance issues to relevant Field Coordinators, Program Coordinators and the Senior Management Team. Support follow-up actions to resolve grant challenges.
- Monitor and support the use of management tools such as Budget vs. Actual (BVA) for the proper monitoring and the successful implementation of programs and early warning in case of obstacles or challenges.
- Lead capacity development of Program staff to ensure that they have the skills and knowledge on how to write donor reports.
Donor Compliance
- Oversee donor compliance research for new opportunities or existing grants, as needed, within the Refugee Portfolio of IRC Ethiopia, with a special focus on UNHCR and BPRM compliance.
- Review donor agreements and coordinate their review with the relevant IRC HQ office. Coordinate and support the team to obtain DOAs prior to grant signatures, as needed.
- Ensure that grants are implemented in compliance with IRC and relevant donor regulations.
- Obtain compliance guidance from HQ as needed. Ensure that the compliance knowledge of the Refugee team grows.
- Oversee the development of compliance cheat sheets for Refugee Portfolio grants.
Communications and Information Management
- Act as a focal point for all donor communications in the Refugee portfolio. Communicate with donors and attend donor meetings in order to share IRC’s accomplishments as well as to stay up-to-date on the latest donor developments and requirements, with a special focus on UNHCR HQ/Field communications and information exchange.
- Oversee the distribution to IRC staff in Addis, HQ and field offices of all documentation (grant proposals, reports, budget, etc.) related to their specific programs.
- Ensure an updated inventory of all communications related to programs/donors.
- Oversee that all visibility requirements for the Refugee Portfolio grants are met in a timely manner and properly documented.
Team Coordination, Management and Capacity Building
- Coordinate the Refugee Grants team (consisting of 3 staff and 1 intern) to consistently deliver high quality results.
- Provide orientation and on-the-job training to the Refugee Grants team members. Topics may include donor compliance rules and regulations, BVA, OTIS, project design, proposal development, budget development, Grant Opening and Grant Closing meetings etc.
- Hire, manage and supervise staff, interns and TTAs. Coach and develop team members to grow professionally and to grow technically in their positions. Lead annual performance reviews for the Refugee team.
Administrative/Other
- Ensure OTIS, Shared Drive and Hard Copy data is up to date for all assigned new proposals and grants. Secure all OTIS approvals for the assigned new proposals prior to submission to the donor.
- Supervise and complete special projects as assigned by the Senior Grants Coordinator that may fall outside the job description.
- Backstop the Senior Grants Coordinator, as needed.
**Applications without a Cover letter will NOT be considered. A writing and an EXCEL test will be given to selected candidates only.
Job Requirements:
- Fluent English skills (written and verbal) required.
- Advanced MS Excel and Math skills required (skills will be tested through an exam).
- BA degree required; Masters degree in Accounting, Economics, International Affairs, Social Sciences, or STEM (Science, Technology and Math) strongly preferred.
- Proven staff management experience required.
- At least five years of experience working in program management, grants management and proposal/business development/design required.
- Prior knowledge of donor and government regulations (UNHCR, OFDA, USAID, ECHO, DFID, SIDA, UNICEF, ARRA etc.) required. Previous experience with UNHCR proposal development, budget develop or financial report development is an advantage.
- Willingness to travel to field sites and refugee camps in Ethiopia required.
- Good communicator with strong organizational, time management and analytical skills.
- Excellent inter-personal, cultural and diplomatic skills; Flexibility to adapt to changing requirements.
- Strong capacity to mentor and build capacity of staff.
- Ability to juggle competing priorities, meet demanding deadlines and work under pressure in unstable security environments.
- Strong computer skills required, including touch-typing.
How to apply:
· Please send your CV, application letter and copies of credentials to the following address:http://www.ethiojobs.net/display-job/180409/Partnerships-Coordinator.html
- IRC P.O.BOX: 107 Code 1110, Addis Ababa, or apply online on www.ethiojobs.net
· Please include 3 references from current and former employers.
· Applications will not be returned. IRC discourages phone calls or personal visits.
· Only applicants meeting the minimum qualification will be short listed and contacted.
Your application letter/cover letter must include the following information.
· Name of the position you have applied for
· Date of application
· Summary of your qualifications and experience
· Motivation/objective of why you have applied for the job
· Permanent Address and present address (if different from permanent) and telephone number
· Disclose any family relationships with existing IRC employees.
Are any of your relatives employed by International Rescue committee (IRC)? If answer is “yes”, give the following information:
YES NO
NAME
Relationship
Position
Office/field office
Recruiter of the position**: HR/Admin – Addis Ababa**
IRC is an equal employment opportunity employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status or disability.