The IRC has been active in The Central African Republic (CAR) since 2006 and has been implementing emergency response programs since early 2013. The Organization has four sub-offices in the north – Bocaranga, Kaga Bandoro, and Zemio and Ndele – in addition to a central office in Bangui. Since 2007, it has built close relationships with local communities, community leaders, local authorities, and other local and international actors. Today, the IRC is one of the leading humanitarian actors working in the prefectures Ouham Pende, Nana Gribizi, and Zemio, implementing programs in health, Women Protection and Empowerment, Child protection and Protection rule of law and Early Recovery and Development. The IRC has demonstrated its ability to successfully implement health and protection programming, improving beneficiaries’ access to healthcare and providing survivors of violence with safe, confidential services to help them recover and reintegrate into their communities. The gained technical expertise, logistical abilities, and local knowledge and understanding has laid the foundation to expand and deepen these services to reach more people and respond to the emergency need at a greater scale as additional funding is secured.
Scope of work
The Grants Coordinator works under the direction of the Deputy Director, Programs and is responsible for coordinating among various teams and units to facilitate the preparation and submission of key project deliverables while ensuring compliance with donor regulations and internal policies and procedures. The job holder also has oversight responsibilities for partnership duties within the Country Program. S/He is accountable for the timely compilation of internal reports, the production of IRC program literature, other public information materials, including orientation materials, and special reports on IRC’s activities. They supports the Deputy Director’s efforts in designing, writing, coordinating input, editing new proposals in coordination with the sector leads, roving field Coordinator and Field Managers, as well as Operations colleagues (Finance, HR, GSC, etc.) and supports with writing and editing external facing documents. They collaborate closely with the Regional Unit, Awards Management unit, and relevant Technical Units for the revision of reports and proposals, as well as to ensure adherence to IRC internal procedures. With the support of the Senior Management Team, The Grants Coordinator will ensure the country program team understand donor rules and requirements as well as internal policies, including but not limited to, partnership processes and guidelines, and will work together with department leads (Programs, Finance, HR, GSC, etc.) to ensure these requirements are followed. The incumbent will disseminate compliance-required information and supervise the application of the terms of IRC CAR’s contract and grants agreements and will ensure that IRC’s internal processes and regulations are respected. They perform other duties as the need arises by the Country Director and Deputy Director, Programs.
The Grants Coordinator is based in Bangui, with travel to the field sites.
Main responsibilities
1. Awards management and coordination
• Oversee grants/award and sub-award management functions in close collaboration with the relevant staff and Departments.
• Update the reporting and proposals sheets of the country’s monthly financial monitoring document.
• Attend and support the implementation of project cycle meetings according to IRC guidance and procedures. Support colleagues in the use of management tools such as FM01, Budget vs Actuals (BvAs), procurement planning and activity plans to ensure accurate tracking of implementation and timely alerts to potential challenges/obstacles
• Supervise submission of donor reports and updates and ensure feedback to donors on any requests
• Ensure coordination of report inputs and review processes to meet both internal IRC and external donor requirements and submission standards
• Work with finance to review new budgets and support the development of budget realignments
• Write or review donor communications, respond to requests for information and assist with donor visits.
• Conduct trainings and mentor country staff as needed on awards management, Project Cycle Meetings and compliance.
2. Business development and Communications
• Research and maintain information on donor strategies and funding opportunities on the national level, in conjunction with the program coordinators and in coordination with the Regional Grants Director (RGD) and the Senior/Program Development Advisor (S/PDA).
• With leadership from DDP, coordinate the development of quality proposals for submission to donors in coordination with sector leads and the finance and operations teams, ensuring full partner participation in program design when relevant
• Collaborates closely with the IRC’s Awards Management Unit’s global Business Development and Regional Program Support Teams to ensure proposals meet internal and donor standards
• Maintain regular communication with key donor focal points and share program updates in consultation with the DDP and Country Director
• Participate in Go/No-Go discussions to promote program approaches and design that are consistent with CAR’s Strategic Action Plan (SAP)
• Be responsible for the development of a communication and visibility strategy, the preparation of externally facing materials such as brochures and newsletters, and assist in coordinating country program visits by government officials, donor representatives and other special visitors
3. Compliance
• Ensure that CAR program and support teams are fully aware of relevant donor regulations and IRC procedures to support timely, effective, and efficient program implementation, and serve as focal point for compliance questions that arise.
• Provide on-the-job capacity building to country program staff on Grants management as well as donor and IRC rules and regulations pertinent to grants and contracts management.
• Proactively identify compliance risks throughout the portfolio and advise program, support teams and senior management on vital actions
• Ensure appropriate proactive and reactive communications (feedback) and engagement with IRC donors on any matters in relation to awards management, program implementation, security and context development likely to impact quality program delivery
• Collaborates closely with IRC Great Lakes Regional Program Support Team (RPST) colleagues about specific compliance issues, clearly communicating issues and challenges.
• Support the Finance Team during audits through coordinating the provision of programme documentation, donor regulations and justifications of activities.
4. Partnerships and Sub-awards Management
• In collaboration with the CD and DDP, advance the partnership agenda in accordance with the new IRC SAP 100 priorities.
• Support team members with partnership responsibilities in supervising, facilitating, and coordinating all aspects of partnership life cycle management, from collaborator analysis, partner identification, due diligence, project development, agreement negotiations, start-up, implementation, and supervising through to close-out, coordinating optimally with all programs, operations, and finance components
• Champion robust partner relationship management characterized by the core partnership principles of responsibility, results-oriented approach, equality, transparency, and complementarity.
• Support identification and engagement with key potential partner organizations and Government entities across the country
• Maintain and exhibit strong understanding of IRC partnership processes, including internal policies and SOPs, to operationalize partner relationships at Country Office level
• Ensure strong coordination with all key Partnership-focused colleagues at country, regional and HQ levels to champion CAR partnership strategy and address barriers in formalizing partnerships-.
5. Team Management
• Recruit, coach, train, supervise and mentor grant staff, including by communicating clear expectations, setting quarterly performance objectives, providing regular and timely positive and constructive performance feedback through 1:1 meetings, and conducting documented annual performance reviews.
• Develop a capacity-strengthening plan for direct reports and actively seek out formal and informal training opportunities.
• Build capacity of grants staff in key project management principles, tools and approaches and ensure that these new skills are applied on the job.
• Review key project deliverables prepared by Grants Managers/Officers and provide guidance and on-job capacity strengthening as needed.
• Promote constructive, collegial teamwork spirit and collaboration, including in working across departments.
Key working relationships
• Position reports to: Deputy Director, Programs
• Direct reports: Senior Grants and Partnerships Officer, Grants and Communications Officer, Grants and Partnership Officer
• Other internal contacts: County Director, Finance Controller, HR Coordinator, MEAL Coordinator, Program Coordinators, Supply Chain Coordinator, Security, Safety and Access Coordinator, Great Lakes Regional Program Support Team,
Qualifications
• University degree in a relevant subject, or equivalent and at least 5 years work experience in a similar role. Previous experience working with international non-governmental organizations in the areas of program development and/or management; prior experience working with Sida, Irish Aid, UN agencies, Dutch Ministry of Foreign Affairs, GFFO, USAID, BHA, World Bank, ECHO, and EU donors an advantage.
• Experience of working in Africa, (West Africa or Great Lakes Region) experience is an advantage.
• Skills and Abilities: Strong proposal writing, Compliance and donor rules and regulations, IT proficiency, excellent communication and writing skills, good interpersonal skills, ability to work in a team setting, ability and willingness to travel to remote areas
• Proven understanding of project planning and management cycles, and strong program design skills. Budgeting skills are an advantage.
• Highly organized, close attention to detail, and ability to optimally prioritize tasks in a fluid environment
• Fluent in English and French.
The work environment
The Grants Coordinator will be based in Bangui, in CAR, and will travel throughout the country. The security situation in CAR is still unstable, although the signing of the Khartoum peace and reconciliation agreement in February 2019 is still seen as a source of hope for the country to return to peace. The candidate must be prepared to work in insecure environments. This is an unaccompanied position. The Grants Coordinator will live in shared accommodation.
Housing: Lodging in CAR and field offices is in shared IRC guesthouses. All IRC sites have electricity and internet although some interruptions can be experienced. Food is the individual’s responsibility.
Standards of Professional Conduct: The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of Conduct. These are Integrity, Equality, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.
PSEA: IRC CAR is an active member of the PSEA Task force in country and have signed the CAR agreement in 2018. It is actively supporting a humanitarian assistance free from all forms of violence, harassment and sexual abuse and exploitation.
Diversity, Inclusion and Gender Equality: IRC acknowledges and honors the fundamental value and dignity of all individuals. We are an Equal Opportunity Employer and consider all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, gender identity, age, marital status, veteran status or disability. IRC is also 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.
National applications as well as female applications are strongly encouraged.
More Information
- Job City Bangui
