NRC currently has over 3,000 staff across the Middle East dedicated to assisting people affected by conflict in Jordan, Syria, Lebanon, Iraq, and Palestine. Its humanitarian interventions are based upon its programming expertise in the Core Competencies of Shelter, Education, Water and Sanitation Hygiene, Food Security, along with Information Counselling and legal Assistance (ICLA) to vulnerable displaced people that were forced to flee.
The Syrian Crisis is well into its seventh year, but the level and intensity of the conflict in the country remains high. Humanitarian and protection needs inside Syria are overwhelmingly resultant of the effects of the ongoing conflict in a complex emergency situation, in which displacement remains prevalent. According to the UNOCHA, 13.5 million people are in need of humanitarian assistance inside of Syria and millions have been forced to flee. Approximately 6.5 million people are IDPs – over one third of the total population, including those forced to leave the country, and more than 40% of the current population living inside the country.
NRC’s Syria Response Office operates through interventions implemented inside Syria and is currently supported through multiple institutional, bilateral, multilateral, and private donors. These include the Norwegian Ministry of Foreign Affairs (NMFA), Swedish International Development Cooperation Agency (SIDA), Swiss Agency for Development and Cooperation (SDC), European Commission- Humanitarian Aid and Civil Protection (ECHO), Office of U.S. Foreign Disaster Assistance (OFDA), and UN agencies such as the UNHCR and UNICEF. The Grants Coordinator position is crucial to oversee the collection of inputs from multiple NRC offices to ensure a structure, timely and harmonised approach to grants coordination.
Role and Responsibilities
The Grants Coordinator will contribute to achieving quality programming by closely supporting the Grants Manager in ensuring effective grants management including, internal and donor compliance requirements, timely and quality proposal development as well as reporting, and acting as the focal point for the key mandatory activities under NRC’s Project Cycle Management (PCM). S/he ensures NRC programme/support teams are informed of relevant donor compliance regulations and NRC procedures, manages donor and other external reporting, and coordinates grant revisions. The Grants Coordinator also supports Project Managers and Core Competency Specialists in the development of proposals and reporting in line with the grant process flowchart.
Specifically, this position is responsible for:
Funding Identification and Proposal Development
- Initiate the go/ no-go discussion for identified funding opportunities and record discussions and completed checklist;
- Organise proposal planning meetings and coordinate proposal development for NRC’s portfolio of donors;
- Build positive working relationships with other teams to coordinate and support development of high quality proposals using relevant NRC Grant Management tools and guidance (proposal development calendar, internal log-frame, procurement plan, internal budgeting tool);
- Work closely with Budget Holders, programme teams, and finance as well as other stakeholders to compile accurate proposal budgets, and ensure that the budgets are aligned to the donor requirements;
Due Diligence Assessments and Partner Agreements
- Support NRC’s due diligence assessment when and as required by an existing or new donor;
- Support field teams in their organisational assessments of implementing partners as per NRC’s Grants Management procedures and relevant donor regulations;
- Ensure all key implementing partner documents such as signed project implementation agreements and modification requests- are filed under respective grant folders.
- Support the Grant Manager in reviewing donor contracts, flag any points that might challenge NRC’s procedures, and support contract negotiations;
- Together with the Grants Manager, summarise in writing, key reporting and compliance requirements (compliance checklist) including issues to be raised Grant Opening Meetings;
- Work with the relevant Area Manager (s)/ Core Competency Specialist (s) to ensure Grant Opening Meetings are arranged and take place within 30 days of the grant being activated and all mandatory internal documents are in place (internal logframe, internal budget, procurement plan, work-plan and M&E matrix)
Donor Reporting and Monitoring/ Review
- Coordinate the development of donor reports, ensuring consistency between narrative and financial reports and that they meet NRC and donor quality standards;
- Highlight critical financial issues such as under/over spends to finance and budget holders, and follow up in writing when discussed verbally;
- Keep track of project review meetings and support Area Programme Managers in conducting at least two review meeting in a life cycle of a grant with 12 months period;
- Monitor grant payment schedules and income requests for respective portfolio, working closely with finance to ensure this is done in a timely manner;
- In collaboration with the Communications and Advocacy team, support the Grants Manager in the development of country factsheets and other relevant information pieces for donor visits/meetings.
- Be familiar with all NRC organisational and donor portfolio compliance requirements and ensure high quality management of grants through meeting of internal KPIs and deadlines;
- Support and advise programme colleagues with queries related to donor compliance on grants within portfolio and ensure appropriate donor templates are readily available;
- Work with other departments (i.e. programmes, finance, M&E, Compliance)to ensure all documentation required is ready and available for audits (e.g. vouchers, distribution lists)
- Support close out of grants, including project close-out meetings, in respective portfolio;
- Assist in training and capacity building of field staff on NRC grants management/donor compliance and PCM as required.
- Ensure all key grant documents for a grant is available within the Grants department by maintaining a standardised information management/filing systems;
- Visit area offices to support with capacity building of staff and roll-out of PCM activities;
- Support the Grants Manager to ensure correct and up-to-date maintenance of Grants Tracker;
- Assist the Grants Manager as necessary, including representation and attendance at meetings as required, and coordination with teams to follow up on agreed action points;
- Grants will be assigned, if necessary, as per line manager requirements and may vary over time.
Duty Station: Amman, Jordan
Duration: 12 months