The IRC has been working in Uganda since 1998 supporting IDPs, refugees and local communities. IRC Uganda has it country office in Kampala and regional offices in Kitgum Moroto, and Yumbe. The current program portfolio includes health, protection and rule of law, women’s protection and empowerment, and economic recovery and development programming
SCOPE OF WORK:
This position will be based in Kampala and will be responsible for providing support to the IRC Uganda grants team. This requires a motivated, flexible, problem-solving team-player with excellent analytical, communication skills and the ability to prioritize activities and work on tight deadlines.
The Grants Manager supports the Grants Coordinator by managing the day-to-day grant and budget management and reporting functions. Under the guidance of the Grants Coordinator, the Grants Manager makes sure the grant management issues are immediately attended to and that the donor reports are prepared in accordance to IRC and donor requirements and are submitted on time. The position will also support in the management of IRC’s growing sub-grant portfolio.
Grant and Budget Management
•Prepare grants’ opening, review and closing meeting agendas, documents and circulate minutes and follow-up on action points.
•Support program staff in conceptualizing and facilitating implementation of project tools developed, including work, spending and procurement plans, and ensure tools are updated on a quarterly basis.
•Participate in the monthly Budget vs. Actuals (BvA) meetings and be responsible to follow the action points based on the comments from the meeting.
•Provide support and feedback to Operations and Program managers for all questions regarding the BvAs and online BvA system.
•Review and update staff salary mapping and monthly salary allocation worksheet for review and further approval.
•Ensure quality information management through regular maintenance of hard and soft copy grant files, and grant tracking tools.
•Upon request, support the development of communication materials that highlight the learning and success of IRC Uganda program.
•Travel to field sites as needed to support with program monitoring / grants management.
•Take part in the day-to-day aspects of donor reporting processes to ensure the timely submission of high quality programmatic reports and coordinate with the Finance Department to ensure timely submission of quality financial reports.
•Compile, provide feedback on, and finalize draft donor reports, editing for format, grammar, and content. This includes providing constructive feedback on content and form of documents drafted.
•Support in the development, management and reporting of sub-grants with IRC’s partners.
•Assist Grants Coordinator in tracking and monitoring of sub-grantees and provide training where required.
•Assist in the review of new sub-grant proposals, budgets and agreements when needed.
•Review the sub-grant reports in terms of IRC/donor compliance and burn rates and advice senior management for necessary action and follow-up.
•Support in the Pre-award Assessment and due diligence processes before the grant is made to sub-grantee.
•Under the supervision of Grants Coordinator, support in the development and coordination of high quality proposals for submission to donors including technical applications, budgets, budget narratives, work plans and organograms.
•Coordinate with staff from other IRC Uganda departments (technical sectors, finance, field staff) to compile relevant information and documents to support proposal development.
•Conduct a thorough preparation of new budgets and existing grant budget revisions ensuring that all costs are covered and are not under/over budgeted in addition to correct use of the IRC and donor budget formats.
Training & Capacity Building
•Assist with strengthening the capacity of field staff by supporting trainings and providing follow up support in report writing, sub-grants procedures, and other topics as needed.
•Provide input to Grants Coordinator in identifying training needs in the area of Budgeting and Grant management for non-finance staff.
•Lead refresher training programs for Field and Program Coordinators, Program Managers to ensure staff are aware of their roles and responsibilities in the area of budgeting and grant management and are updated with new procedures, IRC global initiatives, etc.
•Bachelors’ degree in relevant field from a recognized university
•At least three or more years working experience on in a similar role of donor funding budget development and grant management, preferable at an international NGO
•Demonstrated experience developing funding proposals and project reports for major donors (ie: UN, EU, US and DFID)
Skills and Abilities
•Requires excellent English speaking and writing skills. Candidates will be asked to demonstrate English writing competence during the screening process.
•Familiarity with program design, including log frames, budgeting and grants/report writing.
•Ability to work efficiently and effectively under pressure and with a high workload, and willingness to work long hours when needed.
•Strong analytical skills to be able to make logical and strategic decisions.
•Must be able to function comfortably in loosely structured but complex work environment, working and prioritizing multiple tasks.
•Good supervisory, time management and interpersonal skills.
•Proficiency in Microsoft Word and Microsoft Excel mandatory; experience developing budgets is a plus.
•Must be able to work under minimal supervision.
Language Skills: Excellent written and spoken English
The IRC and IRC workers must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.
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