The purpose of the Grants Coordinator position is to support the Grants Manager in ensuring effective grants management, including internal and donor compliance requirements, timely and quality reporting as well as supporting proposal development under NRC’s Project Cycle Management (PCM).
Role and responsibilities
Adherence to NRC policies, guidance, and procedures Support overview and maintenance of all grants, donor requirements, rules and regulations, and internal and external deadlines Support the development of donor applications and reports, as well as ensuring donor compliance and quality control Contribute to the development and revision of funding proposals, budgets, and donor reports Support the Grants Manager to continuously improve internal grant management systems Provide an internal helpdesk on donor related issues, including donor rules and regulations, as well as proposal and report writing Coordinate the development and distribution of internal reports Contribute to PCM procedures and usage of the NRC PCM framework in the Country Office Promote the rights of IDPs/returnees in line with the advocacy strategySpecific responsibilities
Proposal Development
1. Working under the direction of the Grants Manager, organize Go no Go and proposal planning meetings and coordinate dissemination of relevant information to relevant staff
2. Build positive working relationships with other teams in the Country Office 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)
3. Work closely with Budget Holders, programme teams, and finance as well as other stakeholders to compile accurate proposal budget and assess whether all necessary costs have been included
Grant Agreement
1. Together with the Grants Manager, summarise in writing, key reporting, and compliance requirements (cheat sheets) including potential issues for Grant Opening Meetings
2. Work with finance team to support/advise them in development of internal budgeting tool and communication with field offices on allocated budget
3. Coordinate with respective budget holders and finance to ensure budgets are correctly allocated and aligned as per provided top-down
4. Work with the relevant Area Manager / Core Competency (CC) Specialist or Program Development
Manager (PDM) 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 log frame, internal budget, procurement plan, M&E matrix)
Donor Reporting and Monitoring
1. Coordinate the development and review of donor reports with relevant programmes and support colleagues, ensuring consistency between narrative and financial reports and that they meet quality standards
2. Highlight critical financial issues such as under/overspends to Managers and Budget Holders, and follow up in writing when discussed verbally
3. Monitor grant payment schedules and income requests for respective portfolio, working closely with finance to ensure this done in a timely manner
4. Support the Grants Manager in providing technical support to Budget Holders on budget and proposal revision (if required)
5. In collaboration with the Advocacy and Communication team, support the Grants Manager in the development of country factsheets and other relevant information pieces for donor visits/meetings
Donor Compliance
1. Be familiar with all NRC organizational and donor portfolio compliance requirements and ensure high quality management of grants through meeting of KPIs and deadlines
2. Support and advise programme colleagues with queries related to donor compliance on grants within portfolio
3. Work with other departments (i.e., programmes, finance, M&E, logistics) to ensure all documentation required is ready and available for audits (e.g., vouchers, distribution lists)
4. Support openings and close out of grants, including grant opening meetings and close-out meetings
5. Assist in training and capacity building of field staff on NRC grants management, donor compliance and
PCM as required
General Administration
1. Ensure all documentation required to be kept by donors is available by maintaining high standard of information management/filing systems (both soft and hard copies)
2. Coordinate with the Grants Manager to ensure correct maintenance of an up-to-date grants’ tracker and
Cycles – NRC’s grant management platform
3. Assist the Grants Manager as necessary, including representation and attendance at meetings as required, minute taking and coordination with teams to follow up action points identified
4. Grants will be assigned as per line manager requirements and may vary over time
Professional competencies
Generic professional competencies for this position:
At least 2 years of relevant experience in a related field Experience of donor relations and grants management (e.g., with institutional humanitarian and development donors) Good understanding of donor rules and regulations Skills and experience in report and proposal writing Strong personal organisational skills, including time management, and ability to meet deadlines and work under pressure Above average computer skills, particularly in Microsoft Windows Word and Excel
Context related skills, knowledge and experience:
Knowledge of the context in Sudan Knowledge of humanitarian donors Ability to work under pressure, independently and with limited supervision Good cultural awareness and sensitivity Knowledge of the NGO operations and the dynamics of the humanitarian sector Ability to hold self-accountable for managing resources efficiently and hold the others, including partners accountable to deliver on their responsibilities Excellent written and oral communication skills in English and Arabic
Behavioral Competencies
These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies and the following are essential for this position:
Planning and delivering results Working with People Communicating with impact and respect Analysing The Norwegian Refugee Council (NRC) is a global humanitarian organisation helping people forced to flee. Join us in assisting millions of people in areas where others cannot, tackling some of the world's most dangerous and difficult crises. Bring your skills and dedication to an organisation recognised for providing high quality aid and for defending the rights of refugees and internally displaced people. At NRC, we give responsibility to employees at all levels and foster professional growth and innovative teams. You can expect a supportive culture and an open dialogue with management. We are committed to diversity, equity and inclusion. Together, we save lives and rebuild futures. Safeguarding is central to NRC’s work. We expect all employees to: • treat everyone with respect and dignity • contribute to building a safe environment for all • never engage in any form of exploitation, harassment and specifically sexual exploitation, abuse and sexual harassment (SEAH) • always report. NRC has a zero-tolerance approach to inaction against exploitation, abuse and SEAH