Grants Coordinator

Based in Beirut with occasional travel to the Field Offices in Zahle, Qobayat, Tripoli, and Tyre, this position will be overall responsible for the grants unit. Reporting to the Deputy Director of Programs, this position will work closely with sector heads, finance and operations on proposal writing, reporting, donor compliance, and other portfolio management tasks. Major Responsibilities: Grants Administration and Reporting: Ensure that all IRC grants or contracts in Lebanon are well-administered (including maintenance of comprehensive grant files) and implemented in compliance with the relevant donor regulations and IRC procedures. Oversee all internal and external reporting in collaboration with the programs and finance departments, ensuring high-quality, well-written and timely reports meeting donor and IRC requirements.  Oversee sub-grant administration, ensuring compliance of partner proposals, budgets, and sub-agreements with relevant donor requirements and deadlines. Ensure that sub-grant related administrative processes and procedures are standardized and consistently implemented throughout the program, including pre-award compliance checks, agreements, disbursements, reporting and partner capacity-building. Support program staff in assessing partnership opportunities and ensuring that partners receive appropriate capacity-building support in relation to their needs. Act as focal point for communications with HQ grants administration and compliance functions in New York and London. Assist the finance department is preparing documentation and questionnaires for periodic audits. New Business Development: Act as the point person for managing responses to business development opportunities, including setting calendars for project development and approval.  With the Deputy Director of Programs (DDP), ensure that the calendars are followed. Under the supervision of the DDP and in collaboration with program leads, be the lead writer/coordinator/editor for all concept notes and proposals. Provide expertise in the development of budgets and ensure communication between all departments (finance, programs, and operations) in drafting of budgets. Assist senior management in donor liaison and communication as requested. Act as focal point for the proposals, programs and projects in use of the IRC’s OTIS (Opportunity Tracking Information System) database. Monitoring and Evaluation: Play a leadership role in the design and running of monthly grant monitoring meetings to ensure that grants are implemented in compliance with the IRC and relevant donor regulations, to ensure strong financial management, to ensure the proper operational openings and closings of grants, and to ensure monitoring and evaluation of programmatic progress.  Support the follow-up to action points from these meetings. Work closely with the DDP to develop and maintain program monitoring and evaluation tracking tools to ensure all sector indicators report monthly progress. Identify and share gaps with sector Coordinators. As needed, assist field staff in monitoring implementation of activities under grants and contracts. Other: Build grant management capacity of field staff by facilitating trainings, and providing one-on-one follow up support in report writing, proposal development, budget management, indicator tracking, IRC-specific tools, and other topics as/if needed. Ensure quality information management related to grants by overseeing the regular maintenance of grant files, reporting calendars, and updating of internal IRC documentation and Grant Unit tools. Act as custodian of documentation of institutional knowledge and program activities in coordination with relevant sector supervisors and coordinators. Draft, coordinate, and maintain up-to-date country program factsheets and other external relations materials. Assist program teams and regional communications staff in ensuring appropriate and effective donor visibility at IRC Lebanon program sites. Assist senior management in the organization of site visits by donors and senior IRC staff visiting from HQ. Any special projects as assigned by the DDP and country director. Key Working Relationships: Position Reports to:  Deputy Director for Programs Position directly supervises:  Grants Manager Indirect Reporting: N/A Other Internal and/or external contacts: Internal: IRC Lebanon Finance Department, IRC Lebanon HR Lead, HQ and Regional grants/compliance teams, Program Coordinators External:  In-country donor counterparts, especially among UN agencies Management Responsibilities Staff Management and Development Direct supervision of the Grants Manager. Manage and build the capacity of the Grants Manager to ensure a responsive and well organized grants department. Discuss job expectations, set objectives and provide appropriate and timely feedback regarding performance, including timely implementation of the annual staff performance management system. Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions including staff development plans. Provide leadership support for the successful implementation of and adherence to the IRC Global HR Operating Policies and Procedures Lead with commitment, integrity and accountability to the “IRC Way” –  Global Standards for Professional Conduct Job Requirements: Two to four years international work experience in relief or development programs. Demonstrated successful experience developing projects and writing proposals for public and private donors. Demonstrable understanding of project planning and management cycles, and strong program design skills. Demonstrable high-level performance management and team-working skills; well developed negotiation skills and ability to communicate effectively in internal and external settings. Previous experience working with European and American public donors, as well as UN agencies. Ability to work well under unstable security, administrative, and programmatic pressures. Highly organized, close attention to detail, and ability to effectively prioritize tasks in a fluid environment. Professional fluency in spoken and written English; able to communicate concisely and with impact. Very strong English writing and editing skills; strong computer skills. Flexibility to adapt to changing requirements. Experience in the region preferred. Arabic language proficiency is an asset. Working Environment:  The working environment is generally favorable. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available (personal computer, personal desk, printer, etc...) .