The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. IRC has been working in Ethiopia since 1999 and is implementing integrated, community-managed programs aimed at improving the quality of lives and recovery of livelihood of the disaster-affected population’s through promoting individual participation, strengthening institutions, and emergency response.

Scope of work:

The Senior Coordinator for Grants is a central figure within the IRC Ethiopia program management and support infrastructure and a member of the Senior Management Team. The Senior Coordinator for Grants reports to the Deputy Director of Programs (DDP)., with a close working relationship with the Deputy Director of Emergency (DDE). The Senior Coordinator for Grant is responsible for day-to-day oversight and management of the Grants and Partnerships/Sub-grants Unit, which works across IRC Ethiopia’s large, complex, multi-sector country program portfolio. The position has four direct reports (and currently nine indirect reports) and is based in Addis Ababa, with some field travel required.

Responsibilities

Research and Program Design:

• Investigate opportunities to expand existing programming and new opportunities for IRC Ethiopia’s programming, as per the relevant IRC Ethiopia country and sectoral strategies.
• Support DDP and DDE to identify synergies among program technical units and liaise with operational units to ensure high-quality, effective, and efficient programming.
• Assist senior management with research upon requests, such as identifying potential donors, partners, and their strategies.

Proposal Development:

• Oversee and work with the Grants and Partnership Department (currently eleven staff) to facilitate quality concept notes and proposals for all IRC Ethiopia programs, including taking the lead on proposal development as needed.
• Ensure that Project Cycle Meeting (PCM) tools are utilized appropriately at all phases of the project cycle (design, opening, implementation, closeout).
• Support and manage the development of large strategic proposals, as needed. In the proposal development process, work with the Grants Coordinator to coordinate and support IRC program technical sectors in the development of quality – comprehensive, responsive, and logically constructed – proposal inputs based on IRC’s Outcomes and Evidence Framework (OEF) and Theories of Change.
• Liaise with operational units (e.g. Finance, Supply Chain, Human Resources) to contribute to proposal inputs in a timely, efficient, and streamlined manner, ensuring they aware of key timelines and deadlines.
• Ensure all key components of proposals are identified, understood, and incorporated from the beginning of proposal development to submission.
• Act as editor in chief and carry out quality control review on all funding proposals, and communicate in a timely fashion needs for CD, DDP, and/or additional headquarter staff reviews when required.

Donor/Government Reporting and Communication:

• Maintain an in-depth knowledge on donor and government policies and strategies, and document and share internally key information/updates on those policies and strategies.
• Ensure that field, program technical, and operational staff are aware of all relevant donor communication, changes in donor regulations, and relevant meetings or conferences.
• Ensure that IRC Ethiopia government agreements are developed in timely manner.
• Ensure timely submission of government reports as per the required format.
• In collaboration with the DDP, ensure proposals are aligned with IRC Ethiopia’s Strategy Action Plan (SAP).
• When needed, collaborate with the DDP to source external proposal development support.

Business development:

• Work closely with the CD, DDP, DDE, and technical coordinators to generate business development plans to achieve the strategic aims of IRC Ethiopia as laid out in the country SAP.
• Support the identification of new business opportunities by performing monitoring, research, and analysis into donor strategies.
• In collaboration with the DDP/DDE, investigate and track funding opportunities to maintain/expand existing programming and support new programming aligned with IRC strategic priorities.
• Oversee cross-department coordination in relation to proposal development and project revisions and donor reporting.
• Lead liaison with headquarters-based focal points during the proposal development phase and ensure information cascades to appropriate Grant and Technical coordinators.
• Partnerships and Sub-Granting:
• Oversee the Partnerships/Sub-grants Unit to ensure timely and quality review and processing of sub-grantee application processes (e.g. partner appraisals, sub-grant funding applications, sub-award agreements).
• Support the Partnership Coordinator to streamline sub-granting/partnership tools (PEERS[1]) and processes and capacity building training.
• Provide regular tracking updates to the CD, DDP, and other key staff on the status of all sub-grant applications, reviews, and awards.

Grants/Sub-Grants Management:

• Maintain in-depth knowledge of IRC internal policies, rules, and regulations for donor organizations funding IRC Ethiopia projects and their sub-grants, and support field and Addis-level staff in monitoring grants for compliance.
• Liaise with the relevant program and operational teams to ensure timely, efficient, and high-quality grants/sub-grants management and utilization of PCM tools.
• Contribute to multi-departmental tracking/monitoring tools and processes when requested to support overall improvements to and streamlining of IRC tracking and reporting systems.
• Ensure grants management tools and resources are streamlined and disseminated to relevant IRC staff in the main and field offices.
• Coordinate among the Grants Unit, technical sectors, operational units, relevant field staff, and senior management to recommend and/or work through approaches to grant/budget amendments.
• Liaise with Field Coordinators to ensure grant opening, grant review, and grant closing meetings take place, and findings are verified and addressed by relevant parties. Organize and facilitate Addis-based grant opening meetings.
• Ensure sub-grantees are involved in and/or conduct grant opening meetings.
• Ensure sub-grantee monitoring and capacity building schedules are set and followed.
• Ensure key achievements and challenges related to sub-grants are communicated to donors and IRC senior management in a timely manner.
• Ensure documentation of all key grants and sub-grants management meetings and communications.
• Ensure all donor report deadlines are being tracked and reports are submitted by the deadline.
• Ensure that field and program technical and operational staff have updated records and documents for all grants and information on changes to donor regulations or relevant communications where applicable.

Capacity Building and Staff Management:

• Work with Grants and Partnership/Sub-Grants staff to develop and implement personal and departmental capacity strengthening plans.
• Ensure that all Grants and Partnership/Sub-Grants staff are fully familiar with relevant IRC tools and approaches, including PCM tools, OEF, Theories of Change, and Good and Great Standards.
• Provide on-the-job mentoring to Grants and Partnerships/Sub-Grants staff to build their capacity to produce high-quality documents meeting IRC Ethiopia and donor standards; identify capacity building needs of these units and match them with available opportunities within and outside of IRC when applicable/feasible.
• Hold regular one-to-one meetings with all direct reports.

Liaison and Special Tasks:

• In collaboration with the DDP, assess the country program’s progress toward the 2015-2020 strategy and assemble regular progress reports to the regional office.
• Liaise with government partners, donors, NGOs, and other operational partners in Addis Ababa including through attendance at scheduled and ad hoc meetings and consultations upon the CD’s/DDP’s request.
• Ensure contributions of the Grants and Partnership Units in delivering IRC’s strategic action planning are carried out in a constructive and timely manner.
• Upon request and in coordination with the Communication Manager support the development of various communications materials (e.g. briefing papers, brochures, info sheets, capability statements, posters, and media packs) to improve IRC Ethiopia's program visibility and share information on project successes.
• As needed, act as a liaison with IRC head offices (NY, German, and UK).
• Supervise and complete special projects as assigned by the CD and/or DDP/DDE that may fall outside of this job description.

• 8-10 years related experience with post-graduate or with first degree respectively working in grants management and business development in the environment of a multi-sectoral and multi-donor funded program.
• At least 6 years of senior-level management experience in an INGO
• Demonstrated strong experience in donor reporting, with very strong English writing and editing, and critical analysis skills.
• Experience writing and coordinating high-value proposals for major donors (USG, UN, EU, etc.), including the development of key project documents, such as logical frameworks, implementation plans.
• Familiarity with major donor rules and regulations.
• Demonstrated experience in capacity strengthening of staff and a proven commitment to staff development.
• Strong ability to communicate concisely and with impact.
•  should be a strong collaborator with effective interpersonal skills.
• Demonstrated ability to work, manage, and meet competing deadlines in a fast-paced operating environment.
• Must have a proven track record of proactively identifying and communicating potential problems and proposing solutions.
• Must be able to function effectively in a sophisticated work environment and to set appropriate priorities and deal effectively with competing priorities and pressure.
• Capable of managing conflict and conflicting views.
• Commitment to the IRC’s mission, purpose, and values.