Grants Coordinator (Khartoum) – NRC

Job Description

Grants Coordinator Sudan Khartoum

Organization	The Norwegian Refugee Council
Job Identification	4368
Job Category	Donor relations
Locations	Khartoum
Degree Level	Bachelor’s Degree
Apply Before	23/01/2022, 14:35
Job Schedule	Full time

    Grants Coordinator (National Position) –Advertisement

P.S: Please ensure that you fill in all details before submitting your application on NRC people (Oracle HR). Empty and incomplete applications will not be considered.

NRC resumed operations in Sudan in 2020, providing humanitarian assistance, protection, and durable solutions. Our country programme integrates all of NRC’s six core competencies (camp management, education, ICLA, livelihoods, shelter, and WASH), and provides a rapid response capacity (including for the recent refugee emergency in eastern Sudan), and thematic capacities for cash and markets-based approaches, advocacy, digital modes of assistance, and co-leading various technical and strategic coordination platforms.

Role Specific Information

The purpose of the national Grants Coordinator position is to support the Grants Manager, Grants Officer, and the programmes team 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). This position is line-managed by the Grants Manager.

The following is a brief description of the role.

Duties & Responsibilities

Funding Identification and Proposal Development

1. Working under the direction of the Grants Manager, organise 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.

Due Diligence Assessments and Partner Agreements

1. Support NRC Sudan’s due diligence assessment when and as required by an existing or new donor;
2. Coordinate organisational assessments of implementing partners as per NRC’s Partnership Toolkit procedures and relevant donor regulations. Also ensure an updated organisational assessment is carried out on an annual basis;
3. Support in the development of teaming and partnership agreements between NRC and downstream partners;
4. Ensure all key implementing partner documents- particularly signed project implementation agreements and modification requests – reflect agreed ToRs, are in line with donor’s requirements and appropriately mirror signed donor grant agreements, and are filed under respective grant folders.

Grant Agreement

1. Work with finance team to support/advise them in development of internal budgeting tool and communication with field offices on allocated budget;
2. Together with the Grants Manager, summarise in writing, key reporting and compliance requirements (cheatsheets) including potential issues for Grant Opening Meetings;
3. Coordinate with respective budget holders and finance in order to ensure budgets are correctly allocated and aligned as per provided top-down;
4. Work with the relevant Area Manager (s)/ Core Competency PDMs/ 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, M&E matrix).

Donor Reporting and Monitoring/ Review

1. Coordinate the development and review of donor and partner 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/over spends 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. In collaboration with the Advocacy 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, Compliance Coordinator, 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, in respective portfolio;
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. 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;
3. Visit area and/or field offices to support with capacity building of staff and monitoring purposes;
4. Coordinate with the Grants Manager and Grants Coordinator to ensure correct maintenance of an up-to-date grants funding tracker;
5. Grants will be assigned as per line manager requirements and may vary over time.

Our Ideal Candidate:

• At least 4 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 organizational skills, including time management, and ability to meet deadlines and work under pressure.
• Above average computer skills, particularly in Microsoft Windows Word and Excel;
• Willingness to travel to field offices and work in difficult environment according to travel requirements.
• Good cultural awareness and sensitivity.
• Ability to work under pressure, independently and with limited supervision;
• Knowledge of the NGO operations and the dynamics of the humanitarian sector.
• Holds self-accountable for managing resources efficiently, holds the team and partners accountable to deliver on their responsibilities.
• Excellent written and oral communication skills in English and Arabic.

Candidates are encouraged to apply early, as applications may be screened prior to the vacancy deadline

Female candidates are strongly encouraged to apply!

Email and paper applications will not be considered.

Salary/benefits: According to NRC’s salary scale and terms and conditions

Duty station: Khartoum

Travel: 30% Area Office Travel

NRC may be required to verify the identity of its partners and to check that its partners have not been involved in illegal activities. NRC reserves the right to use electronic screening tools for this purpose.

NB: All employees of the Norwegian Refugee Council should be able to adhere to our Code of Conduct and the four organizational values: Dedicated, innovative, inclusive and accountable. 

About Us

The Norwegian Refugee Council (NRC) is an independent humanitarian organisation helping people forced to flee. We work in crises across 31 countries, providing emergencies and long-term assistance to millions of people every year. We stand up for people forced to flee, advocating their rights. NORCAP, our global provider of expertise, helps improve international and local ability to prevent, prepare for, respond to and recover from crises. NRC also runs the Internal Displacement Monitoring Centre in Geneva, a global leader in reporting on and advocating for people displaced within their own country.

Employment with NRC may lead to employment in or deployment to Regions, Countries, Areas or Offices that may be host to considerable health, safety and security risks. NRC takes this very seriously and we have procedures in place to reduce known risks, but will never be able to take away all risks. NRC requires staff members who travel on an international contract to the field to undergo an medical examination with our medical provider. Employees must produce a Health Clearance Certificate before departure stating that there are no relevant health concerns. If staff are unable to provide this, NRC reserves the right to terminate the Contract of Employment. 

The NRC headquarters is located in Oslo and has about 280 employees. Additionally the organisation has a presence in Brussels, Geneva, Washington, D.C., Berlin, London and Addis Ababa. NRC was established in 1946 under the name “Europahjelpen” (“Aid to Europe”), to assist refugees in Europe after World War II.

For jobs from The Norwegian Refugee Council visit: NRC Jobs Page