Overview
The Grants Coordinator is responsible for the timely and effective management of a multi-donor grant portfolio, leading all functions of the grants unit at IRC Lebanon, inclusive of proposal development, reporting, portfolio management, and donor compliance.
Key Responsibilities
- Oversee the development of all concept notes and proposals, acting as or delegating responsibility for lead writer or editor.
- Develop efficient process management tools for proposal development.
- Outline and communicate clear roles and responsibilities and timelines for each department.
- Facilitate effective cross-departmental coordination.
- Thoroughly review all proposal documents to ensure coherence throughout narratives, logframes, and budgets.
- Act as focal point with the region and HQ during proposal review, editing, and submission.
- Ensure all proposal outputs are accurate, complete, of high quality, and submitted on time.
- Act as focal point for communications with the region and HQ on all grants administration functions.
- Review donor agreements and coordinate their review and signature with relevant offices.
- Coordinate the approval of pre-award spending as required.
- Collaborate with the Partnership Coordinator to obtain any necessary donor approvals relating to partnerships.
- Lead and/or support all project revisions, amendments, and budget realignments.
- Participate in Project Cycle Meetings (PCM) as required.
- Maintain and disseminate a regularly updated grants tracker.
- Ensure all departmental communication with IRC colleagues and donors is constructive, clear, and organized.
- Maintain a well-organized and comprehensive information management and grants filing system.
- Ensure IRC’s internal Opportunity Tracking Information System (OTIS) is updated and maintained throughout the awards lifecycle.
- Participate in due diligence processes and collaborative partnership risk management as appropriate.
- Strengthen the capacity of IRC and partner staff in grants management functions by facilitating trainings and providing targeted support as required.
- Provide programs and operations teams with routine technical guidance to ensure that all grants are implemented in compliance with IRC and donor regulations.
- Coordinate with HQ on specialized compliance matters as required.
- Proactively raise potential compliance issues to senior management; work closely with HQ compliance colleagues to resolve any related concerns.
- Disseminate existing resources on donor compliance, liaise with regional counterparts for the development and updating of compliance cheat sheets for all grants.
- Oversee the development and delivery of all internal and external reports in collaboration with the programs, finance, and MEAL departments.
- Maintain a comprehensive reports tracker and regularly communicate with all relevant team members about upcoming deadlines and specific report requirements.
- Lead the production of high-quality and well-written reports which meet donor and IRC requirements.
- Thoroughly review and confirm that all reports and supplementary documents are complete and accurate.
- Coordinate HQ, Regional Office, and technical unit reviews and approvals prior to donor submission.
- Ensure strict compliance with internal and donor deadlines.
- Directly supervise two Grants Managers.
- Lead the grants unit and provide professional development opportunities for staff as needed.
- Ensure clear delineation of roles and responsibilities and logical portfolio allocation for all team members.
- Coordinate performance management within the department and ensure a culture of high performance through staff engagement and accountability.
- Oversee recruitment of new staff as required.
- Ensure comprehensive onboarding and training for new hires.
- Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
Required Experience
- Minimum of five years of experience in grants management in a multi-donor, multi-sector working environment.
- Demonstrated experience in an inter-departmental coordination role and the ability to communicate with and balance the priorities of a range of stakeholders.
- Extensive experience leading the successful development of multi-sector funding proposals across a range of public and private donors.
- Advanced skills in donor report drafting and compilation, including the coordination of inputs and across different departments.
- In-depth knowledge of institutional donor compliance required.
