Grants Coordinator at International Rescue Committee (IRC) Tanzania

International Rescue Committee (IRC)

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International Rescue Committee (IRC) Tanzania Jobs 2024

Grants Coordinator
Grants Coordinator at International Rescue Committee (IRC) April 2024
Dar es Salaam, Tanzania, United Republic of  | req49368
Requisition ID: req49368
Job Title: Grants Coordinator
Sector: Grants
Employment Category: Fixed Term
Employment Type: Full-Time
Open to Expatriates: Yes
Location: Dar es Salaam, Tanzania
Work Arrangement: In-person

Job Description
The
IRC has been present in Tanzania since 1993 and initially focused its
response on meeting the needs of refugees from Rwanda, Burundi and the
Democratic Republic of Congo. Since the initial influx, IRC Tanzania has
continued to tirelessly serve the needs of both refugees and host
communities. In 2023, the IRC Tanzania is working in 2 refugee camps
with a population of about 247,000 people (about half the population of
Wyoming) as well as support the host community around these refugee
camps. Our work focuses on Protection (including GBV, Women’s
Empowerment, Child Protection and Protection and Rule of Law),
Governance, Education and Health (including mental health and sexual
reproductive health). The IRC operations in Tanzania are funded by a
range of high profile institutional and voluntary donors, including
governments, international organizations, corporations, and foundations.

Overview/Summary:
The
Grants Coordinator supports the IRC Tanzania country program to achieve
high quality programming and service delivery. The main objectives of
this position are to support and coordinate program design, proposal
development, grants management (including compliance requirements and
reporting), internal and external communication, and partnership
processes and procedures.

This is a vital senior position at the
heart of the Tanzania Country Program, the position touches every
aspect of our work; from strategy and program design to external
relations; from fundraising to program and grant management and
communications. The Grants Coordinator will lead the Grants Team and
will directly and/or technically supervise this team. The Grants Team is
a growing team, currently a staff of three, with the potential to grow
according to need and the size of portfolio.

The Grant
Coordinator will work closely with Technical Program Coordinators,
M&E staff, and Field Leadership as well as with in-country support
units and relevant HQ regional colleagues (including Technical Advisors,
Regional Program & Awards Support (RPAS) Team) in the delivery of
their functions.The Grants Co. is a member
of the Country Management Team (CMT) and actively participates in the
country program’s strategic planning processes as well as ensuring the
strategic priorities of the country program are front and center in
business development. The Grants Coordinator will work with the Country
Management team to set funding priorities and targets, build
relationships with donors and develop proposals to meet and measure
progress against these to ensure IRC Tanzania secures the resources to
achieve its strategic goals.

Reporting to the Deputy Director of
Programs (DDP), the Grants Coordinator is also accountable for high
quality strategic internal and external communications coordinated by
the grants team and supported by staff throughout the program.

Major Responsibilities:
Business Development
•
In coordination with the DDP, review the Business Development Strategy
closely aligned to the Tanzania Country Programme Strategy; lead in the
realization of the Business Development Strategy and cultivate donor
relationships nationally and for specific target regions.
• Lead the
development of proposals for submission to donors in coordination with
the DDP, Field Coordinators, Technical leads and the Finance and
Operations teams to coordinate the development of quality funding
proposals and new projects that align to the country Strategic Action
Plan (SAP).
• Contribute to budget development/management in
coordination with Finance through budget review to ensure that budget
aligns to the proposed intervention and the correct costs are included.
•
Liaise with HQ grants teams and sectoral technical teams in NY, London,
or Berlin, to ensure proposals meet internal standards and are donor
compliant.
• Ensure that the IRC systems for handling proposal
development with management, programs, finance and operations
departments is understood and respected, and results in timely and
quality submissions.
• Conduct visits to field sites to work directly
with program and grants staff to provide support, assist in the
development of proposals and to regularly visit IRC program activities.
•
Track upcoming opportunities by priority sector, coordinate, and
support Go-no-Go decision processes for pipeline opportunities.

Grants Management & Compliance
•
Ensure that grants are implemented in compliance with IRC and relevant
donor regulations, including maintenance of updated grant files and
coordinate modifications to any agreements or projects (i.e.,
extensions, indicator changes, budget realignments), as necessary.
•
Hold a broad and deep understanding of the IRC’s policies and of the
terms and conditions across the grant portfolio and ensure that IRC
regulations and procedures are developed and maintained by the Grants
unit’s team members.
• Act as focal point in facilitating donor
report reviews and approvals by technical advisors and other relevant
persons at HQ (including maintaining internal files and grant tracking
systems) and maintain proper records of all Grants and sub-grants.
•
Work with the Grants Team to ensure that reports to donors are
submitted on time; that reports are coherent and accurate (proposal,
interim or final report)
• In coordination with DDP, Field
Coordinator / Project leads and the Grants team, roll out and support
the implementation Project Cycle Meetings (PCM) from
Opening/implementation and Closeout.
• Monitor and support the use of
internal grants management and planning tools amongst program teams to
ensure accurate tracking of implementation and timely alerts to
potential challenges/obstacles.
• Serve as the first point of contact
for Grant and Compliance related questions that arise in-country; Offer
advice to Grant Team members and other IRC TZ staff (senior management,
finance, procurement, etc.) on resolving compliance issues. Flag
unresolved compliance / implementation issues to senior management and
to HQ (IRC Inc., IRC Germany, and IRC UK) for further advice and
support; act as focal point in all communications with IRC’s Regional
Program Support Team (RPST)
• Work with the Grants team to ensure
that the IRC TZ grants information management and filing system is
respected and all donor contractual documents, reports, key
correspondence etc. are appropriately filed in up-to-date and consistent
soft libraries.
• Train and support program staff on donor
compliance, report writing, project and budget monitoring, record
keeping, and Grants management.

Donor Relations and Communication
•
Develop a coordinated internal and external communications plan that
incorporates donor visibility requirements; strategic external relations
objectives; supports advocacy and influencing aims; and engages staff
and strengthens the profile of the country program. Coordinate the
preparation of materials such as brochures, concept notes and
newsletters that will contribute to the attainment of business
development objectives.
• Support the development of external
communication tools as relevant for donor visits/meetings on IRC
Tanzania as a whole and IRC Tanzania programs.
• Lead in in country communications with donors regarding pipeline and active grants management.
• Maintain excellent relationships internally within IRC and externally with IRC’s existing partners.
• Ensure regular reporting for the NGO Registrar is complete, in partnership with the External Liaison.
• Undertake other tasks as requested by the Deputy of Programs, the immediate supervisor.
• Sub-award and Partnerships Management
• Support SMT in development of Partnership Strategy at country level and as part of the SAP process
•
Ensure quality sub-award management in compliance with the IRC’s
Partnership Excellence for Equality and Results System (PEERS),
including sub-award start-up, sub-award implementation monitoring,
management and accountability, and appropriate sub-award close-out.
•
Participate in partner scoping during pre-award stages and management
of partners during proposal development (coordinating on teaming
agreements, communication on requested technical and budget inputs,
etc.).
• Coordinate and review sub-award partner vetting and
capacity results, sub-award agreements and modifications prepared by the
Grants team.
• Review and advise on all partner agreements
(including log frame, budget, spending and workplan); ensure NY/London
review of partner agreements and provide recommendations and concerns to
the senior management and regional support.
• Work with the Grants
team to track sub-award partner deliverables and ensure that partners’
contractual reports are reviewed, and feedback is provided.
• Work
with the Grants team to organize sub-award opening, review and closing
meetings with partners, as well as program and compliance/ finance
monitoring visits to ensure that partners’ program implementation is on
track and in compliance with IRC and donor rules and regulations.
• Maintain proper records of all award and sub-award documents.

Staff Management and Capacity Building
•
Supervise Grants Team and provide on-the-job training and guidance
donor compliance, program reporting, proposal development, sub-awards
and partnerships management and communication.
• Participate in recruiting, training and mentoring of Grants staff.
• Ensure that staff have regular performance evaluations and receive ongoing feedback.
•
Build capacity of grants and other country program staff in key donor
compliance and project management principles, tools and approaches and
ensure that these new skills are utilized on the job.
• Promote constructive, collegial teamwork between programming staff and operational support staff.
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Job Requirements
• Post graduate qualification/degree in relevant discipline including international relations, preferred.
•
At least five to seven years of experience in grants management and
resource mobilization, working in humanitarian or development programs;
regional experience preferred.
• Knowledge of donor regulations and
priorities, including UNHCR, UNICEF, UNDP, FCDO, USAID European
Commission, ECHO and others.
• Experience in team management and capacity building
•
An excellent coordinator and team player; this role collaborates across
department and must be able to influence colleagues, often without line
management.
• Superb organization skills: the postholder will need
to multi-task and independently manage elevated risk and high-pressure
priorities affecting program sustainability.
• Previous experience
working with international non-governmental organizations in grant
management, particularly with European and US public donors.
•
Previous successful experience developing projects and funding proposals
to donors. Strong proposal writing and budgeting skills, IT
proficiency, excellent communication and writing skills, good
interpersonal skills, ability to work in a team setting, ability and
willingness to travel to remote areas, and ability to prioritize high
volumes of work to meet tight deadlines.
• Consortium management experience is a plus.
• International experience within Africa is a plus.
•
High degree of planning and ability to meet tight deadlines or manage
emergency situations, strong written communication skills, including in
reports, proposals, and formal and informal correspondence.
• A
strong understanding of communications approaches including working with
the media, social media, and creative areas (Film, photo, content
gathering),
• Excellent English written and verbal communications and fluency in Kiswahili an added advantage.

Working Environment
Security
level yellow – The situation in most of the country is calm. Some parts
of Kigoma experience insecurity-highway banditry.

Partnership:
The
IRC is committed to working with partners as our preferred operating
model and adhering to our six partnership principles: equality,
complementarity, mutuality, solidarity, results orientation, and
humility.

Commitment to Client Responsiveness:
By
committing to Client-Centered Programming, at the IRC Tanzania, we place
the people we serve – our clients – at the center of our programming
and services. The IRC Tanzania Staff have an important role to play in
supporting the implementation of client-responsive programming through
raising awareness to the community and clients about the existing
feedback mechanisms and how to use them including the response
processes, access, and eligibility to services, and contribute to
building an institutional culture that prompts staff to listen to
clients and to communicate and respond to their requests, feedback, and
complaints.

Professional Standards:
The IRC and IRC
workers must adhere to the values and principles outlined in the 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.

Commitment to Diversity and Inclusivity:
IRC
is committed to building a diverse organization and a climate of
inclusivity. We strongly encourage applications from candidates who can
demonstrate that they can contribute to this goal.

IRC is an Equal Opportunity Employer:
IRC
considers all applicants on the basis of merit without regard to race,
sex, color, national origin, religion, age, marital status, veteran
status, or disability. We will ensure that individuals with disabilities
are provided reasonable accommodation to participate in the job
application or interview process, to perform crucial job functions, and
to receive other benefits and privileges of employment.