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Grants Coordinator
Source: International Rescue Committee (IRC)
Ilana Raskind
| Deadline: | 02 Jun 2008 |
| Organisation: | International Rescue Committee (IRC) |
| Location: | Kenya |
| Type: | permanent |
| Salary: | TBA (000's USD) |
| Description: | The International Rescue Committee currently seeks a Grants Coordinator for its Kenya program, based in Nairobi.
SCOPE OF WORK
The Short-term Grants Coordinator will be responsible for setting up grants management systems within the IRC Kenya program. This position will set the stage for a Manager to work within the established system to ensure timely and accurate reports and proposals that follow donor guidelines and maximum input from the necessary technical staff. The Grants Coordinator will also set up a communication system between the relevant parties (programs and operations). In addition to setting up a Grants Management system the Grants Coordinator will also need to implement the system and provide writing support for reports and proposals while a Grants Manager is recruited. RESPONSIBILITIES The Grants Coordinator will play a central role in supporting program team, with a specific focus on establishing grant management systems. The Grants Coordinator will establish a system that will be carried forward by the Grants Manager, DM&E Manager with support from the Deputy Director in producing high quality (complete, accurate and on time) donor reports, (2) provides them with proactive donor and IRC regulations compliance advice and supports the country office in producing the project proposals required for its development. The Grants Coordinator will also set up a system to ensure that program staff track the required data for monitoring and reporting purposes. Donor Reporting Support This element is the main and key responsibility of the Grants Unit. The expectation is that IRC Kenya submits all its required donor reports on time. Establish an easy to use and up-to-date tracking system for donor reporting requirements in IRC financial and management tracking and reporting tools; Devise a system to allocate reporting support workload throughout the program team to ensure that grants focal points receive the appropriate level of support and that donor reports are produced with a high level of quality (completeness, accuracy and timeliness of submission). This includes ensuring him/herself direct reporting tasks including developing reports templates, mentoring program staff, translating, editing and publishing reports and obtaining in-country and HQ technical reviews - all tasks normally performed by other staff within the Unit - when the workload requires it; Establish a review process so that all reports are reviewed by the DDP before submission to ensure quality and ensure submission after senior management approval; Establish a filing system to ensure that all donor reports and reporting materials are appropriately filed in up-to-date, clean, consistent soft and hard libraries available in all IRC offices. Compliance Support Develop and maintain the appropriate tools to make donor guidelines and compliance information available to IRC Kenya staff, this including at minimum an up-to-date soft and hard library, briefing notes on each grant and memos on key/recurrent compliance issues; Proactively identify compliance risks/issues throughout the portfolio and proactively offer advice to grants focal points and other IRC staff (senior management, finance, procurement, etc.) as relevant - alert senior management on compliance issues when programs or other departments are potentially exposing IRC to compliance risks; Train staff to building skills in compliance issues across the IRC team. Proposal Support Establish a grant tracking system for current and upcoming proposals with standard IRC tracking and reporting tools; Establish a system with the program and operations team for planning, writing, editing and publishing of required proposals, and ensure the processing of these proposals through the standard IRC review, approval and submission processes; Ensure that all proposals and related materials are appropriately filed in up-to-date, clean, consistent soft and hard libraries available in all IRC offices. Data collection and M&E Support Establish a system for keeping track of reporting and other donors' requirements as regard with data collection and M&E for each proposal and grant. Put in place the appropriate checks and tracking tools to ensure that proposals and projects comply with these requirements; Verify that each grant of the portfolio effectively has the necessary data collection and M&E systems and tools in place to comply with its expected reporting and compliance requirements -provide feedback to Sector Heads and Senior Management on any issues identified and track effective implementation of corrective actions; Other Responsibilities Provide writing , editing and publishing support to the country office; Training of the Grants Manager on established grants management systems. As requested, ensure appropriate dissemination of information throughout the country office - this includes for example the monthly distribution of Budget Versus Actuals for each grants, diffusion of new or updated forms, procedures and guidelines as they are made available by Senior Management or HQs, etc; REQUIREMENTS Professional fluency in spoken and written English; Strong capacity to mentor and build capacity of staff; Strong organizational and analytical skills; Excellent English writing skills; Prior professional experience, preferably in Africa in a post-conflict and/or conflict setting, preferably with an international NGO; Prior knowledge of relevant donor regulations an advantage; Ability to work independently while being a strong team player; Advanced knowledge of usual desktop software such as Word, Excel and Outlook. To apply for this position please go online to http://www.theIRC.org, click "Jobs" and search under "Kenya". |
