The IRC Yemen began its programs in October 2012. The country has been engaged in an armed conflict since 2015 and is regularly characterized as the world’s largest humanitarian crisis. Infrastructure has been destroyed by years of war and 67% of the population needs humanitarian assistance. The IRC currently operates in the south and north of the country through direct programming and local partnerships, with main offices in Aden and Sana’a and field offices in Abyan, Al Dhale’e, and Hodeidah governorates.
The Grants Coordinator is responsible for the timely and effective management of a large multi-donor grant portfolio. This position manages all functions of the grants unit at IRC Yemen, inclusive of proposal development, reporting, donor compliance, and other administration.
The Grants Coordinator reports to the Head of Program Development & Quality (HPDQ) and manages a team of two Grants Managers and two Grants Officers. The position will work closely with the MEAL Coordinator, Partnerships Coordinator, finance department, and program sector leads. The role is based in Aden with occasional travel to program sites across Yemen.
1. Proposal Development
• In collaboration with the HPDQ and HQ colleagues, proactively identify new funding opportunities by monitoring and analyzing donor strategies and funding trends.
• Support the HPDQ and Deputy Director for Programs (DDP) in the development of new program design.
• Prepare for and lead Go/No Go meetings for funding opportunities as required.
• Oversee the development of all concept notes and proposals, acting as or delegating responsibility for lead writer or editor. Develop efficient process management tools for proposal development.
• Outline and communicate clear roles and responsibilities and timelines for each department. Facilitate effective cross-departmental coordination.
• Thoroughly review all proposal documents to ensure coherence throughout narratives, logframes, and budgets.
• Act as focal point with HQ during proposal review, editing, and submission.
• Ensure all proposal outputs are accurate, complete, of high quality, and submitted on time.
2. Grants Administration
• Act as focal point for communications with HQ on all grants administration functions.
• Review donor agreements and coordinate their review and signature with relevant HQ offices. Coordinate the approval of pre-award spending as required.
• Lead and/or support all project revisions, amendments, and budget realignments.
• Ensure the timely and productive facilitation of Project Cycle Meetings (PCM), including project design, opening, implementation, closing, and learning meetings. Capture all action points and regularly follow up to completion.
• Maintain and disseminate a regularly updated grants tracker.
• Ensure all departmental communication with IRC colleagues and donors is constructive, clear, and organized.
• Maintain a well-organized and comprehensive information management and grants filing system.
• Ensure IRC’s internal Opportunity Tracking Information System (OTIS) is updated and maintained throughout the awards lifecycle
• Strengthen the capacity of IRC Yemen staff in grants management functions by facilitating trainings and providing targeted support as required.
3. Donor Compliance
• Provide programs and operations teams with routine technical guidance to ensure that all grants are implemented in compliance with IRC and donor regulations.
• Coordinate with HQ on specialized compliance matters as required.
• Proactively raise potential compliance issues to senior management; work closely with HQ compliance colleagues to resolve any related concerns.
• Develop and update compliance cheat sheets for all grants.
• In coordination with the DDP and Advocacy & External Relations Coordinator, assist in ensuring appropriate and effective IRC and donor visibility in program sites and materials.
• Oversee the development and delivery of all internal and external reports in collaboration with the programs, finance, and MEAL departments.
• Maintain a comprehensive reports tracker and regularly communicate with all relevant team members about upcoming deadlines and specific report requirements.
• Lead the production of high-quality and well-written reports which meet donor and IRC requirements.
• Thoroughly review and confirm that all reports and supplementary documents are complete and accurate.
• Coordinate HQ and technical unit reviews and approvals prior to donor submission.
• Ensure strict compliance with internal and donor deadlines.
5. Departmental Leadership and Staff Management
• Lead the grants unit and provide professional development opportunities for staff as needed.
• Ensure clear delineation of roles and responsibilities and logical portfolio allocation for all team members.
• Coordinate performance management within the department and ensure a culture of high performance through staff engagement and accountability.
• Oversee recruitment of new staff as required. Ensure comprehensive onboarding and training for new hires.
• Other relevant duties as assigned by supervisor to further IRC programs.
• Minimum of six years of experience in humanitarian grants management in a multi-donor, multi-sector working environment.
• Demonstrated experience in an inter-departmental coordination role and the ability to communicate with and balance the priorities of a range of stakeholders.
• Extensive experience leading the development of large multi-sector funding proposals.
• Advanced skills in donor report drafting and compilation, including the coordination of inputs and development of complex documents across different departments.
• In-depth knowledge of institutional donor compliance required. Knowledge of BHA, ECHO, GFFO, SIDA, and USAID requirements a particular advantage.
• Exceptional English writing and editing skills required. Able to draft and edit detailed documents for donor submission with minimal oversight.
• Previous experience in a conflict-affected or protracted crisis setting strongly preferred. Experience in a range of operational settings is preferred.
• Strong cross-cultural communication skills and eager to work as part of a diverse team. Sensitive to interpersonal differences and a range of viewpoints.
• Exceptional advance planning and organizational skills. Able to effectively prioritize and follow multiple activities and deadlines simultaneously.
• Analytical, strategic, and able to proactively develop solutions to complex challenges.
• Reliable, patient, and able to work independently in a fast-paced environment.
• Highly resilient and comfortable working in an insecure environment with restricted personal freedoms.
Work Environment: There is active conflict in parts of the country and a possibility of the conflict expanding into other locations. The situation in Aden is currently quiet but remains unpredictable. Security will be thoroughly discussed during the interview process.
Housing: Lodging in Aden is in shared IRC guesthouse apartments. All IRC sites have electricity and internet.
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.
Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.
The IRC is an Equal Opportunity Employer and considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.