Background
NRC currently has over 3,000 staff across the Middle East dedicated to assisting people affected by conflict in Jordan, Syria, Lebanon, Iraq, Libya and Palestine. Its humanitarian interventions are based upon its programming expertise in the Core Competencies of Shelter, Education, WASH, Livelihoods and Food Security, and Information Counselling and legal Assistance (ICLA) to vulnerable displaced people that were forced to flee.
The Regional Grants Coordinator will contribute to achieving quality programming by closely supporting the Regional Head of Programme Support Unit in ensuring effective programme support and regional grants management. This includes internal and donor compliance requirements, proposal development, timely and quality grant reporting, revision and review, and acting as the focal point for the key mandatory activities under NRC’s Project Cycle Management (PCM) for regional projects S/he ensures NRC programme/support teams and managers of regional grants are informed of relevant donor compliance regulations and NRC procedures, manages donor and other external reporting, and coordinates grant revisions. S/He ensures that relevant stakeholders have access to up-to-date grants-related files and information in soft and hard copies. S/he is the focal point for maintaining NRC’s grants management tracker and GM software (Cycles) and for information management of NRC’s MERO Filing Tree and OneDrive system Groups. The ideal candidate will be detail-oriented, able to work under tight deadlines, and able to quickly understand and elaborate information from multiple sources. Substantive information management knowledge required .
What you will do
Generic Responsibilities:
1. Adherence to NRC policies, guidance, and procedures;
2. Support the development of donor proposals and reports, as well as ensuring donor compliance and quality control;
3. Coordinate the overview and maintenance of grants, donor requirements, rules and regulations, and internal and external deadlines for reports and revisions;
4. Contribute to PCM procedures and usage of the NRC PCM framework for Regional Grants, including Grant Opening meetings, Progress review meetings and Grant closing meetings .
- Work closely with finance team to ensure consistency across narrative, logframe and budget .
- Ensure strong coordination between different stakeholders involved in the grants management, including maintenance of donor communication for aspects related to management of regional grants .
- Maintain filing system in line with NRC standards, and ensure proper filing of all grants related documents;
8. Promote the rights of displacement affected peoplein line with NRC’s advocacy strategy.
- Perform other duties in line with the Programme Support Unit ToR and as assigned by Line Manage .
Specific Responsibilities:
Funding Identification and Proposal Development
1. Initiate the go/ no-go discussion for identified Regional funding opportunities and record discussions
and completed checklist;
2. Organise proposal planning meetings for Regional opportunities and coordinate proposal
development
Donor Compliance and Grant Agreement
1. Review donor contracts using NRC checklists, flag any points that might challenge NRC’s procedures
and support contract negotiations;
2. Summarise in writing, key reporting and compliance requirements (compliance checklist) including
issues to be raised during Grant Opening Meetings;
3. Be familiar with all NRC organisational and donor portfolio compliance requirements and ensure high
quality management of grants through meeting of internal KPIs and deadlines;
4. Support and advise programme and support colleagues with queries related to donor compliance on
grants within portfolio and ensure appropriate donor templates are readily available;
5. Work with other departments (programmes, finance, M&E, Compliance) to ensure all supporting
documentation such as e.g. distribution lists are secured, ready and available for internal and
external monitoring processes (e.g. audits);
Project Cycle Management and Reporting
1. Ensure Grant Opening Meetings are set-up 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, work-plan and M&E tools).
2. Schedule Progress review meetings and follow up on COs progress review meetings
3. Coordinate and consolidate the development of donor reports and revisions/modifications, ensuring
consistency between narrative and financial reports and that they meet NRC and donor quality
standards;
4. Highlight critical financial issues such as under/over spends to finance and budget holders, and follow
up in writing when discussed verbally;
Support close out of Regional and regional grants, including project close-out meetings and audit
5. Ensure all key grant documents are available in soft and hard copies by maintaining a high quality
information management/filing system and updating NRC’s grants management system (Cycles) on a daily basis;
6. Develop and maintain overview of all grants through the Grants Tracker/Cycles, donor requirements, rules and regulations, and managing PCM calendars and invites for internal and external deadlines;
7. When relevant, the Grants Coordinator draft ToR and is part of the steering committee of External and Internal Evaluations, After Action Reviews
Programme Support Unit
1. Assist with research being carried out under the regional grants upon request from the relevant
unit, and as agreed with the Line Manager;
2. Carry-out monthly quality check and control of CO Reconciliation of Deliverables (RD) using the
“spot check” sheet in the RD form. The Regional Grants coordinator liaise with the RPA, the
RHoPSU and RPD for scoring and reviewing the reconciliation sheet. S/he provides written feedback
regarding the quality checks and controls to RPA who will provide feedback to HoP on the RDs
monthly. S/he enters recommendations into the MERO Recommendations Tracker.
3. Provide ad-hoc support to other units in MERO Programme Unit, or to Grants Units in Country
Offices, as agreed with the Line Manager
4. S/he supports on country strategy processes upon request from the CO.
5. S/he keeps track and share information as per relevant on Major Projects PCM
6. S/he supports Geographic Meeting preparation and facilitation
Professional competencies, Qualifications & Skills required
- 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);
- Experience working in complex environments and with displaced populations; • Good understanding of donor rules and regulations;
- Proven skills and experience in report and proposal development and working with multiple donors;
- Good personal organisational skills, including time management, and ability to meet deadlines and work under pressure;
- Staff capacity-building experience;
- Willingness to travel to area offices and work in difficult environment according to travel requirements.
Context related skills, knowledge, and experience :
• Good communication and interpersonal skills;
• Strong organisational and team working skills;
• Good cultural awareness and sensitivity;
• Ability to work under pressure, independently and with limited supervision;
• Excellent written and oral communication skills in English;
• Knowledge of the NGO operations and the dynamics of the humanitarian sector;
• Above average computer skills, particularly in Microsoft Windows Word and Excel;
• Holds self accountable for making decisions, managing resources efficiently, holds the team accountable to deliver on their responsibilities.
Behavioural Competencies
- Planning and delivering results
- Working with people
- Communicating with impact and respect
- Analysing
- Handling insecure environments
What We Offer
NRC is an equal opportunities employer and aims to have staffing diversity in terms of age, gender, ethnicity, nationality and physical ability.
We offer an opportunity to match your career to a compelling cause and a chance to meet and work with people who are the best in their fields.
Female candidates are strongly encouraged to apply and join our work culture that empowers every employee to share ideas and take responsibility: At NRC we think outside the box. We encourage ideas and give responsibility to all employees at all levels, to help solve the complex issues that we face. You will have many opportunities to be heard and take initiative.
We are also looking for people who share our values:
- To be dedicated in what we do;
- To be innovative with our solutions;
- To act as one unified and inclusive team;
- To be accountable to the donors that make our work possible; the people we exist to serve, and to each other… the members of our NRC family.
Additional information:
Grade: Grade 7
Reports to : Regional Head of Programme support Unit and Development
Duty station: Amman, Jordan
Travel : up to 40% within Areas of Operation for Middle East Office
Duration and type of contract: Jordanian National Fixed-Terms Contract till 31 Dec 2023 with possibility of extension (subject to funding availability, business need, and satisfactory performance)
Salary: Based Upon NRC salary Scale for Jordanians’ national staff.
PS: This position is open for Jordanian Nationality Holders only.
We invite applications from all qualified and interested candidates. Send in your application by latest April 4th , 2023.
Please ensure you attach CV , Cover letter & copies of your academic and professional certificates.
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.