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Ethiopia: Grants Coordinator Job Vacancy in Ethiopia

Organization: International Rescue Committee
Country: Ethiopia
Closing date: 10 Oct 2018

Requisition ID: req2709

Job Title: Grants Coordinator

Sector: Grants

Employment Category: Regular

Employment Type: Full-Time

Location: Ethiopia-Addis Ababa

Job Description 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 Part-nership Unit, the technical coordinators, Accountability & Learning, operations team, and the fi-nance 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 supervises 2 staff members and 1 intern.


  1. Proposals
    • Coordinate proposal development (including logframe meetings) working with program staff and ensuring proper review at the HQ level, gathering input from technical coordina-tors, 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 need-ed.
    • Liaise with NY and UK grant units in order to ensure proposals meet internal standards, ap-ply IRC's Outcomes Evidence Framework (OEF), are in line with IRC Ethiopia's Strategic Ac-tion 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 accu-rate (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 (fi-nance, 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 fo-cus 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 de-liver 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 re-views 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. 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 develop-ment, 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 re-quirements.
    • 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.

Gender Equality: IRC is 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 and allowances.

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