Requisition ID: req59163

Job Title: Grants Manager

Sector: Grants

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Location: Kyiv, Ukraine

Work Arrangement:

Job Description

Job Overview/Summary:

The Grants Manager works in the Grants Department and will report to the Senior Donor Engagement and Business Development Coordinator. The position is focused on efficient grants and project cycle management, business development, reporting and partnerships and will be crucial to ensure close coordination and collaboration across different functions and teams for each assigned grant. Main responsibilities of this position include leading proposal development and internal and external reporting, supporting effective implementation and contributing to financial monitoring, ensuring donor compliance and that project stay on time, on budget and on scope. The Grants Manager will moreover support in strengthening capacities on grants management within the IRC Ukraine program teams and among partner organizations.

Main responsibilities:

Proposal Development and Fundraising

Under the supervision of the Senior Donor Engagement and Business Development Coordinator support donor engagement and relationship building.Identify and track upcoming opportunities that are aligned with the IRC Ukraine’s areas of work, strategic objectives and sectors of expertise.Coordinate with relevant colleagues for the development of high-quality donor communication and engagement materials, such as Fact Sheets, Capacity Statements and Human-Interest Stories.Keep track of all donor engagement, new opportunities, pipeline and submissions.Facilitate the IRC’s internal Go-NoGo decision for identified funding opportunities.Contribute to research and gather relevant information for proposal design.Lead proposal development processes, including Kick-Off and Project Design Meetings, developing milestones and timelines and regular process follow-up communication.Ensure the active participation and effective coordination of all relevant team members and partner organizations throughout the development process and transparent and timely sharing of information to the wider team.Contribute to key proposal components, including the write up/compilation of inputs and the development of frameworks, budgets and annexes, and ensure the timely submission of high-quality comprehensive proposal packages.Liaise with IRC Awards Management Unit and technical units to ensure proposals meet internal standards and are donor compliant.Work with grant counterparts in HQ and at the regional level to ensure coordination and adherence to proposal timelines and requirements.Conduct quality review of final proposal packages – assessing all components for coherence, completeness and, if applicable, rating according to quality markers.Contribute to the improvement of participation and co-designing processes, enhancing the involvement of partner organizations throughout the proposal development process.Work closely with the Partnerships Team to ensure that partners’ input is accurately reflected in the donor proposals.

Grants Management and Compliance

Manage the Ukraine Grants and Pipeline tracker, update it on an ongoing basis, and ensure continued relevance as a reference tool for the wider team.Ensure the maintenance and updating of the IRC’s Opportunity Tracking & Implementation System (OTIS).Ensure that online filing systems are well maintained and up to date and that all relevant documentation and key communications are appropriately filed for all grants.In close collaboration with the wider program and finance teams, identify needs for amendments of any project frameworks, budgets, and grant/donor agreements, and lead the successful revision and submission of formal modification requests.Develop and maintain a schedule for Project Cycle Management (PCM) Meetings per IRC standards for each grant and act as focal point for PCM guidance to colleagues.Participate in budget management meetings, including monthly review of Budget vs Actual (BVA) reports and, if necessary, procurement meetings to address any projected underspend or overspend.Keep the Senior Donor Engagement and BD Coordinator informed of any projected inabilities to meet contractual obligations, adhere to agreed reporting deadlines or staying on time, scope and on budget.Regularly review and disseminate relevant compliance updates to the Grants and Partnerships Departments to maintain a high level of awareness.Thoroughly review grant/donor agreements to identify and comprehend specific compliance obligations.Lead the development and successful submission of high-quality donor reports (narrative and financial) according to IRC and donor regulations.Collaborate with the Program and Finance teams to develop new or adjust existing standard reporting templates, processes and tools that will support improved narrative, logframe and financial reporting.Ensure lessons learned and case studies from the IRC and partner organizations are systematically collected and shared with relevant donors.Under the supervision of the Senior Donor Engagement and Business Development Coordinator lead the post-award donor engagement, including facilitation of and participation in donor monitoring visits, ensuring donors are well informed about the progress of implementation and any key activities.Compile and respond to internal and external information requests concerning the assigned grants.Act as a liaison between the Grants and Partnerships Departments, ensuring effective communication and coordination, including regular cross-departmental meetings.Undertake other key grants management, program development, monitoring and evaluation, communications and external relations activities as requested.On a needs basis conduct training of relevant staff and partners on proposal development, PCM and reporting.

Key Working Relationships:

Position Reports to: Senior Donor Engagement and Business Development Coordinator
Works closely with: Partnership teams, Program teams, MEAL teams, Finance teams and Operation teams

Job Requirements:

Work experience:

years of relevant work experience, preferably in an NGO, international organization or Ministry.

Demonstrated Skills and Competencies:

·Strong experience with Microsoft Word, PowerPoint, Excel, and Outlook.

·Strong organizational and time-management skills; proven ability to prioritize and deliver on time.

·Ability to manage competing priorities, meet demanding deadlines and work under pressure in unstable security environments.

·Execute tasks with meticulous precision, emphasizing a keen eye for detail to ensure accuracy, thoroughness, and compliance with established standards in a dynamic work environment.

·Excellent verbal and written communication skills as well as an overall ability to be clear and concise in all communications.

·Excellent inter-personal and intercultural skills.

·Ability to work both independently and in a dynamic, cross-functional global team structure.

Education:

·Bachelor’s Degree or equivalent in International Affairs, Development, Law, International Political Economy, Political Science, Social Science or another relevant subject.

·A relevant Master’s Degree is considered a strong advantage.

Language skills:

·Fluency in English, spoken and written is required.

·Strong writing and editing skills in English with close attention to detail is required.

·Fluency in Ukrainian is required.

Preferred experience & skills:

·Experience with partnerships and project management is considered a strong advantage.

·Strong analytical problem-solving skills.

·Flexibility to adapt to changing requirements.

·Demonstrated ability to work effectively with stakeholders at all levels.

·Ability to manage and work through change in a proactive and positive manner.

·Familiarity with international humanitarian and development donors.