Overview
The Grants Management Coordinator will provide grants management support to DRC in Sudan, ensuring timely donor communication, quality reporting, leading proposal development, and managing partnerships and donor compliance.
Key Responsibilities
- Be responsible for the delivery of quality narrative reports, reflecting the progress and status of projects, in a transparent, timely and professional manner;
- Lead CE/NCE Processes as and when needed for all ongoing grants under the assigned portfolio;
- Support / facilitate Go/No Go, Kick Off and ensure the Go/No decisions are clearly documented and shared across;
- Lead on end-to-end CN/proposal development processes including drafting generic sections, reviewing and consolidating technical and budget related inputs and ensure completeness of the full package in line with DRC and donor requirements;
- Support HoP/PDQM and the technical teams in organizing proposal development workshops/sessions for agreeing on technical strategies and finalizing ToC/LFA.
- Coordinate CN/proposal development processes for consortium projects including but not limited to the development of teaming agreement, proposal timelines, setting up external sharepoint, coordinating design discussions and collating inputs from diverse partner bases per requirement of the submission;
- Lead on coordination for addressing all comments and issues on proposals or reports, liaising with relevant department/units including finance, Programme Coordination team and Area Offices to ensure adherence to the specific requirements and sector wide quality standards;
- Ensure the DRC grants management system is regularly and fully updated. This includes Dynamics ERP system (creating grants, uploading documents, managing instalment tracking and billing rules, updating checklists and tasks assigned); internal grant and reporting tracker ensuring all deliverables are properly tracked and followed up;
- Maintain and regularly update hard-copy files for all ongoing DRC projects and assist in the coordination and preparation of project documents;
- Support grant relationships and communications with donors to ensure correct, compliant and smooth flow of information;
- Lead on due diligence process for in-country assessment of the DRC by different donors and UN agencies;
- Participate/lead on programme cycle meeting (PCM) routines including Grant Kick off meetings, Grant Review Meeting and Grant Close out Meetings for the assigned portfolio. This should include recording minutes nad follow up on the key action points;
- Support with communication and visibility tools and items as per donor and internal guidelines including their dissemination and availability to DRC teams and donors.
- Support Programme Development and Quality Manager (PDQM) and the Head of Programmes in developing/managing fundraising strategy, donor engagement plan, donor mapping by conducting research, maintaining and updating engagement plan and donor database.
- Strengthen grants management system by updating existing tools and or developing new one including reporting and proposal development SOPs, checklist for reviewing CN/Proposals, strengthening grants/reporting trackers and ways of working vis a vis grants and other units for clear roles and responsibilities;
- Support Head of Programmes and Area Managers in administrative management, general reporting and communication of programme;
- Support Programme Coordination team and Area Managers in developing Area profiles and sectoral capacity statements and regularly update them for use in proposals and donor communication;
- Responsible for ensuring project approvals, registrations, and donor funding applications are submitted to HAC and relevant line ministries, queries are addressed, and submissions are reported on in coordination with Finance, Programme Liaison, and Government Liaison teams, with documentation compliant with Sudanese regulations.
- Maintain accurate documentation and archiving of all HAC and line ministry submissions, approvals, and official communications, ensuring coherence and accessibility for internal reference and reporting.
- Support the development of partnerships such as implementing partner identification and mapping, due diligence, support with selection, relationship management, capacity building and any closure processes.
Required Experience
- Minimum 2 years of prior professional experience in at least one relevant role in Grants Management, Programme Management, or Programme/Grants Coordination, preferably with a national or international NGO.
- Knowledge and experience working with multiple sectors including protection, EcRec, WASH, shelter & NFIs, CCCM, Humanitarian mine action and peacebuilding.
- Experience working within humanitarian, humanitarian‑development‑peace (HDP), or durable solutions programming strongly preferred.
- Proven experience in improving quality of delivery and process through methodical thinking and strong attention to detail
- Demonstrated understanding of the humanitarian and operational complexities of Sudan; previous living or working experience in Sudan is highly preferred
- High level of proficiency in MS Word and Excel; experience working with donor templates and reporting tools is an asset.
Qualifications
University degree in Business Administration, Social Sciences or equivalent in relevant work experience
