Grants Manager

Job Description

Background:

The International Rescue Committee, one of the world’s largest humanitarian international NGOs, provides relief, rehabilitation and development support to vulnerable people and communities over 30 countries. We began work in Ethiopia in 2000 in response to severe drought in Ethiopia’s Somali region and are currently providing assistance to Ethiopians and refugees in six regions in Ethiopia, implementing emergency and development programs in health, water and sanitation, economic recovery, and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response.

Position Overview

The Grants Manager will contribute to overall grants management at IRC Ethiopia. The position will report to the Senior Grant Manager. This position is based in Addis Ababa with occasional trips to field sites, if needed. The Grants Manager will work collaboratively with all of the Grants and Partnership Unit members, the technical coordinators, operations team, and the finance team. The IRC Ethiopia is made of grants mostly from ECHO, EU, USAID, BHA, BPRM, SIDA, UNICEF, UNHCR, OCHA and private foundations.

Major key Responsibilities:

1. Proposals:

• Lead coordination of proposal development and amendments (including design meetings) working with program staff and ensuring proper review at the HQ level, gathering input from technical coordinators, technical advisors, Research, Monitoring and Evaluation staff, and the Regional Unit.
• Lead and coordinate budget development for newly assigned proposal and amendments, work with program staff, other members of the Grants and Partnerships Unit, the Finance Department and Regional Program and Business Development Units.
• Ensure proper review of new budgets and realignment/modification budgets at both HQ and Addis levels, incorporating all feedback and ensuring that budgets are error-free.
• Coordinate and develop budget narratives, edit proposals, and ensure proper proposal and grant management procedures are followed.
• Act as focal point with donor’s in-country for the proposal development process, as needed.
• 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.
• Liaise with IRC NY, UK & DG 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.

2.    Reporting

• 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 is up to date.
• Lead Project Cycle 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.

3. Donor Compliance

• Research donor compliance issues for new opportunities or existing grants within the IRC Ethiopia, as needed.
• With the support of the Sr. Grant Manager, review donor agreements and coordinate their review with the relevant IRC HQ office.
• Ensure that grants are implemented in compliance with IRC and relevant donor regulations.
• Maintain and update grant files related to proposals.

4. Communication and Information Management

• 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.
• Distribute to IRC staff all documentation (grant proposals, reports, budget, etc.) related to their specific programs.
• Keep an updated inventory of all communications related to programs/donors and ensure communication and visibility requirements are met.

5. Administrative/Other

• Ensure OTIS data is up to date for all assigned new proposals. Secure all OTIS approvals for the assigned new proposals prior to submission to the donor.
• Keep an accurate Grants Filing system on the Shared Drive (Box), OTIS and hardcopy folder.  

Job Requirement

• Fluency in English, spoken and written, is the most important requirement for this job; Fluency in Amharic required. Fluency in Amharic required. (The written English skills will be tested through an exam).
• Budgeting and MS Excel skills required (skills will be tested through an exam) and are the important requirement for this position.
• BA degree required; Master’s degree in International Development/Affairs, Economics, Social Sciences. strongly preferred.
• At least 4 years of experience in program management, grants management or proposal/business development/design.
• 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.
• Previous successful experience developing projects, writing winning proposals and donor reports preferred.