Grants Manager- IRC

Requisition ID: req5348

Job Title: Grants Manager

Sector: Grants

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Location: Harare, Zimbabwe

Job Description

The Grants Manager is the focal point for all proposal development, donor reporting, information and grants management within the country program. Ensures that business development strategies/proposals are aligned with the Country Strategy Action Plan (SAP) and the Outcomes and Evidence Framework (OEF). Facilitates/oversees partnership arrangements and agreements. Grants Manager provides program and operations teams with advice on compliance with donor and IRC regulations and undertakes programmatic and budgetary monitoring for compliance with donor and internal policies and procedures.


Business development

Coordinate development of high quality proposals (including compilation/editing of the technical narrative) that are relevant to IRC's Strategic Action Plan, OEF and donor requirements and encompassing input from key stakeholders.
Work with Finance Department to develop budgets and budget narratives ensuring that they are compliant with donor and internal requirements.
Develop donor mapping tools to support opportunity identification.
Identify key proposal and donor-related information linked to new funding opportunities to support the Program Coordinator in organizing and leading program design for all new business development opportunities.
Ensure that proposals are tracked with standard IRC tracking tools (e.g. FM01, OTIS).
Coordinate proposal and project/program revisions (issuing and management of timelines and development processes, writing and editing as needed, providing review, liaison with reviewers, etc.)

Grants Compliance

Lead grant opening meetings, quarterly grant review meetings, and grant close out meetings in collaboration with the Programs Coordinator. Monitor post-meeting implementation of action points.
Lead grant management meetings, including monthly GRMs and Budget vs Actual (BVA) to address issues of spending and manage the OTIS system for opportunities tracking.
Generate donor reports, analyze actual results to budget figures and provide monthly feedback to Coordinators and other senior managers. Develop or modify detailed budgets in SUN format, to enable the generation of donor reports;
Develop pipeline analysis spreadsheets for budget realignments or modifications such as NCE/CE, exceeding flexibility, etc.
Assist program managers and coordinators to develop spending plans and monitor for progress and adjust as necessary;
Maintain a broad and deep understanding of donor policies, regulations, and procedures and build this knowledge among country team members.
Proactively identify grant compliance risks throughout the portfolio and advise programs, operations, finance and senior management on necessary actions.
Assist program technical leads and operations staff with understanding of the reporting and other compliance requirements on their grants.
Liaise with NY and London about specific grant compliance issues and clearly communicate these issues through to relevant colleagues in the country program.
Monitor and facilitate compliance of programs with donor and IRC requirements and raise issues affecting external/internal compliance to the Programs Coordinator.
Donor Communication and Reporting

Ensure that reports are timely, accurate and responsive to donor needs.
Upon delegation, provide liaison or representation to donors when need arises and/or in the absence of regular donor focal points.
Ensure that effective channels of internal and external communications relating to grants are established and respected.
Ensure that senior management and technical leads understand donor communication protocols and provide copies of correspondence for files.
Ensure project activity progress and indicator tracking, and top-line expenditure forecasting and tracking.
Information Management

Ensure quality information management through regular maintenance of grant files, developing compliance sheets, updating of internal IRC documentation and other Grant Unit tools, including coordination and preparation of documents and files for internal and external audits.
Track donor correspondence.
Track the submission of proposals and maintain file copies.
Track the submission of reports and maintain file copies.
Keep a database of key donor contacts.
Maintain a comprehensive information management and filing system that ensures all donor contractual documents, reports, key correspondences, etc. are appropriately filed in up-to-date and consistent soft and hard copies are available as needed.
Partnerships Management

Coordinate pre-award due diligence assessment of potential partners by finance, program and operations
Lead in drafting partnership/sub-grant agreements and modifications acting as focal point with HQ for review and approval, and facilitate signature by IRC and partners.
Review sub-contracts and sub-grant agreements for SMT
Coordinate with HQ Grants Unit on development and approval of all grant/sub-grant agreements and contracts
Support to program staff and operations staff in regards to sub-contract and sub-grant management (compliance)
Advise and guide Coordinators and appropriate support managers/officers on procurement planning and transactions for sub-contract and sub-grants, in keeping with donor requirements and IRC policies, procedures, and standard practices.
Professional Standards

The IRC and IRC staff 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.


Degree in Social Sciences, Economics, Finance, Business Studies or any related field;
At least 3 years prior experience in an INGO in similar position; demonstrated involvement and success in the key areas of this JD will be critical;
Good communicator with strong organizational, time management and analytical skills
Excellent writing and editing skills with close attention to detail
As this position will handle a portfolio of sub-grantees, successful candidate must demonstrate prior experience in successfully managing sub-grantees;
Proven prior experience with donor compliance. Knowledge of USG (USAID, BPRM), European (DFID, EU, SIDA, etc) and United Nations (UNICEF, UNDP, UNFPA, etc) donor requirements and procedures is an advantage;
Excellent organizational skills and ability to determine priorities and respect deadlines a must;
Good communication skills as well as report writing skills;
Detail-oriented with good multi-tasking abilities;
Strong computer skills: must be competent in the use of Windows MS office programs (Word, Excel), email programs, etc.
Willingness to travel to the field.

Created: June 14, 2019
Category: Ngo, Social Services, Kubatana
Location: Harare
Expiry Date: June 16, 2019

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