Grants and Compliance Coordinator
IRC, Bangui, Central African Republic
The IRC has been active in The Central African Republic (CAR) since 2006 and has been implementing emergency response programs since early 2013. The IRC has three field offices in the north – Bocaranga, Kaga Bandoro, and Zemio – in addition to a central office in Bangui. Since 2007, it has built close relationships with local communities, community leaders, local authorities, and other local and international actors. Today, the IRC is one of the leading humanitarian actors working in the prefectures Ouham Pende, Nana Gribizi, and Haut Mbomou, implementing programs in Health, Women Protection and Empowerment (WPE) and Child and Youth Protection and Development (CYPD), and Early Recovery and Development (ERD). The IRC has demonstrated its ability to successfully implement health and protection programming, improving beneficiaries’ access to healthcare and providing survivors of violence with safe, confidential services to help them recover and reintegrate into their communities. The gained technical expertise, logistical abilities, and local knowledge and understanding has laid the foundation to expand and deepen these services to reach more people and respond to the emergency need at a greater scale as additional funding is secured.
SCOPE OF WORK:
The Grants and Compliance Coordinator works under the direction of the Deputy Director, Programs and is responsible for coordinating among various teams and units in order to facilitate the preparation and submission of key project deliverables while ensuring compliance with donor regulations and internal policies and procedures.. She/He also has oversight responsibilities for partnership duties within the CP.
The Grants and Compliance Coordinator is responsible for compiling internal reports, designing, and editing of IRC program literature, other public information materials, including orientation materials, and special reports on IRC’s activities.
She/he supports the Deputy Director’s efforts in designing, writing, coordinating input, editing new proposals in coordination with the sector leads, Area coordinator and Field Managers, as well as Operations stakeholders (Finance, HR, GSC, etc.) and supports with writing and editing external facing documents.
She/he liaises with the Regional Unit, Awards Management unit, and relevant Technical Units for the revision of reports and proposals, as well as to ensure adherence to IRC internal procedures.
With the support of the senior management team, the Grants and Compliance Coordinator will ensure the country program team understand and follow donor rules and requirements as well as internal policies, including but not limited to, partnership processes and guidelines.
The incumbent will disseminate compliance-required information and monitor the application of the terms of IRC CAR’s contract and grants agreements and will ensure that IRC’s internal processes and regulations are respected.
The Grants and Compliance Coordinator will report directly to the Deputy Director, Programs (DDP), with management-in-partnership with the Regional Grants Director and Senior Program Development Adviser
The Grants and Compliance Coordinator performs other duties as required by the Country Director and Deputy Director, Programs.
The Grants and Compliance Coordinator is based in Bangui, with travel to the field sites.
Grants management and coordination
• Ensure that all IRC grants are implemented in compliance with the relevant donor regulations.
• Oversee sub-award management in close collaboration with the relevant Departments.
• Update the reporting and proposals sheets of the country’s monthly financial monitoring document.
• Track submission donor’s reports and updates and ensure feedback to donors on any requests
• Work with finance to review new budgets and develop budget realignments.
• Facilitate regular communication between program sector coordinators and managers with heads of operations (Supply chain and administration, Human resources, Access and humanitarian security) so that all stakeholders update each other on the progress and challenges affecting every specific project
• Organize and hold monthly BVAs meetings for all grants
• Provide support to Project Cycle Management according to IRC guidance and procedures,
• Write or review donor communications, respond to requests for information and assist with donor visits.
• Conduct trainings and mentor country staff as needed on grants management and compliance.
• Coordinate proposal preparation process and assist in editing and reviewing of proposals.
• Maintain a regular communication with key focal points from donors and share programs updates in consultation with the DDP and Country Director
• Participate in Go/No-Go discussions to promote program approaches and design that are consistent with CAR’s Strategic Action Plan (SAP)
Compliance with donor and IRC’ rules and regulations
• Ensure grants or contract are well administered and that program and supports teams are fully aware of relevant donor regulations and IRC procedures to support timely, effective and efficient program implementation
• Provide on the job capacity building to programs, grants, finance and operations staff on Grants management and donor’ and IRC’s r rules and regulations pertinent to grants and contracts management.
• Proactively identify compliance risks throughout the portfolio and advise program, support teams and senior management on necessary actions
• Ensure appropriate proactive and reactive communications (feedback) and engagement with IRC donors on any matters in relation to grants management, program implementation, security and context development likely to impact contracts and grants agreements
• Liaise with IRC Great Lakes Region, IRC HQ in NY and London about specific compliance issues, clearly communicating issues to relevant colleagues
KEY WORKING RELATIONSHIPS
• Position reports to: Deputy Director, Programs, with management-in-partnership with the Regional Grants Director and Senior Program Development Adviser
• Direct reporting: Grants Senior Officer
• Other internal contacts: County Director, Finance Controller, HR Coordinator, MEAL Coordinator, Program Coordinators, Supply Chain Coordinator, Security, Safety and Access Coordinator, Regional Program Officer, Great Lakes, HQ and regional Partnership, Grants/compliance teams
• Education: University degree in a relevant subject, Master’s degree a plus
• Experience: Previous experience working with international non-governmental organizations in the area of program development and/or management; prior experience working with Sida, UN agencies, Dutch Ministry of Foreign Affairs, GFFO, USAID, WB, ECHO, and EU donors an advantage.
• At least 5 years work experience in the NGO environment
• Experience of working in Africa, (West Africa or Great Lakes Region) experience is an advantage.
• Skills and Abilities: Strong proposal writing and budgeting skills, Compliance and donor rules and regulations, IT proficiency, excellent communication and writing skills, good interpersonal skills, ability to work in a team setting, ability and willingness to travel to remote areas
• Demonstrable understanding of project planning and management cycles, and strong program design skills
• Highly organized, close attention to detail, and ability to effectively prioritize tasks in a fluid environment
• Fluent in English and French.
The work environment:
The coordinator of Grants and Compliance will be based in Bangui, in CAR, and will travel throughout the country. The security situation in CAR is still unstable, although the signing of the Khartoum peace and reconciliation agreement in February 2019 is still seen as a source of hope for the country to return to peace. The security level remains at 3 (orange phase). The candidate must be prepared to work in insecure environments. This is an unaccompanied position. The Grants and Compliance Coordinator will live in shared accommodation.
Standards of Professional Conduct
The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of Conduct. These are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.