Grants Coordinator (Kosti) – NRC

Job Description

Organization	The Norwegian Refugee Council
Job Identification	11872
Job Category	Donor relations
Apply Before	24/08/2023
Job Schedule	Full time

All NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusivity, and accountability. These attitudes and believes shall guide our actions and relationships. 

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 and responsibilities

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). The Grants Coordinator line manages the Grants and Partnership s Officer. 

The following is a brief description of the role. 

1. Adherence to NRC policies, guidance, and procedures
2. Support overview and maintenance of all grants, donor requirements, rules and regulations, and internal and external deadlines
3. Support the development of donor applications and reports, as well as ensuring donor compliance and quality control
4. Contribute to the development and revision of funding proposals, budgets, and donor reports
5. Support the Grants Manager to continuously improve internal grant management systems
6. Provide an internal helpdesk on donor related issues, including donor rules and regulations, as well as proposal and report writing
7. Coordinate the development and distribution of internal reports 
8. Contribute to PCM procedures and usage of the NRC PCM framework in the Country Office
9. Promote the rights of IDPs/returnees in line with the advocacy strategy

Specific 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. Visit area and/or field offices to support with capacity building of staff and monitoring purposes
3. Coordinate with the Grants Manager and Grants and Partnerships Officer to ensure correct maintenance of an up-to-date grants’ tracker and Cycles – NRC’s grant management platform
4. 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
5. Grants will be assigned as per line manager requirements and may vary over time

Critical interfaces

Relevant interfaces for this position are: 

• Finance, Logistics, Head of Support, Safety and Security, Area Managers, CC Specialists/PDMs, Advocacy and Media, M&E, Project Managers, Partnerships
• Project or Grant focal points in other partner organizations
• NRC East Africa and Yemen Desk (i.e., Programme Adviser and Controller)

Scale and scope of the position

Staff:	1x Grants and Partnerships Officer
Stakeholders:	INGOs, local NGOs, civil society, partners, UN agencies, donors
Budgets:	Not applicable
Information:	Cycles, GORS, Agresso, NRC People, NRC intranet, SharePoint.
Legal or compliance:	Terms of employment, NRC Code of Conduct, donors

Competencies 

Competencies are important for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:

a. 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
• Willingness to travel to field offices and work in difficult environment according to travel requirements

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

b. Behavioural 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

1. Performance Management

The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews: 

• The Job Description
• The individual Work- and Professional Development Plan
• The Competency Framework

ABOUT US

The Norwegian Refugee Council (NRC) is an independent humanitarian organisation helping people forced to flee. We work in crises across more than 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 is an equal opportunities employer and aims to have staffing diversity in terms of age, gender, ethnicity, nationality and physical ability.