Grants Manager

• Under the supervision of the Senior Donor Engagement and Business Development Coordinator support donor engagement and relationship building.
• Identify and track upcoming opportunities that are aligned with the IRC Ukraine's areas of work, strategic objectives and sectors of expertise.
• Coordinate with relevant colleagues for the development of high-quality donor communication and engagement materials, such as Fact Sheets, Capacity Statements and Human-Interest Stories.
• Keep track of all donor engagement, new opportunities, pipeline and submissions.
• Facilitate the IRC's internal Go-NoGo decision for identified funding opportunities.
• Contribute to research and gather relevant information for proposal design.
• Lead proposal development processes, including Kick-Off and Project Design Meetings, developing milestones and timelines and regular process follow-up communication.
• Ensure the active participation and effective coordination of all relevant team members and partner organizations throughout the development process and transparent and timely sharing of information to the wider team.

• Contribute to key proposal components, including the write up/compilation of inputs and the development of frameworks, budgets and annexes, and ensure the timely submission of high-quality comprehensive proposal packages.

• Liaise with IRC Awards Management Unit and technical units to ensure proposals meet internal standards and are donor compliant.
• Work with grant counterparts in HQ and at the regional level to ensure coordination and adherence to proposal timelines and requirements.
• Conduct quality review of final proposal packages - assessing all components for coherence, completeness and, if applicable, rating according to quality markers.
• Contribute to the improvement of participation and co-designing processes, enhancing the involvement of partner organizations throughout the proposal development process.
• Work closely with the Partnerships Team to ensure that partners' input is accurately reflected in the donor proposals.

• Manage the Ukraine Grants and Pipeline tracker, update it on an ongoing basis, and ensure continued relevance as a reference tool for the wider team.
• Ensure the maintenance and updating of the IRC's Opportunity Tracking & Implementation System (OTIS).
• Ensure that online filing systems are well maintained and up to date and that all relevant documentation and key communications are appropriately filed for all grants.
• In close collaboration with the wider program and finance teams, identify needs for amendments of any project frameworks, budgets, and grant/donor agreements, and lead the successful revision and submission of formal modification requests.
• Develop and maintain a schedule for Project Cycle Management (PCM) Meetings per IRC standards for each grant and act as focal point for PCM guidance to colleagues.
• Participate in budget management meetings, including monthly review of Budget vs Actual (BVA) reports and, if necessary, procurement meetings to address any projected underspend or overspend.
• Keep the Senior Donor Engagement and BD Coordinator informed of any projected inabilities to meet contractual obligations, adhere to agreed reporting deadlines or staying on time, scope and on budget.
• Regularly review and disseminate relevant compliance updates to the Grants and Partnerships Departments to maintain a high level of awareness.
• Thoroughly review grant/donor agreements to identify and comprehend specific compliance obligations.
• Lead the development and successful submission of high-quality donor reports (narrative and financial) according to IRC and donor regulations.
• Collaborate with the Program and Finance teams to develop new or adjust existing standard reporting templates, processes and tools that will support improved narrative, logframe and financial reporting.
• Ensure lessons learned and case studies from the IRC and partner organizations are systematically collected and shared with relevant donors.
• Under the supervision of the Senior Donor Engagement and Business Development Coordinator lead the post-award donor engagement, including facilitation of and participation in donor monitoring visits, ensuring donors are well informed about the progress of implementation and any key activities.
• Compile and respond to internal and external information requests concerning the assigned grants.
• Act as a liaison between the Grants and Partnerships Departments, ensuring effective communication and coordination, including regular cross-departmental meetings.
• Undertake other key grants management, program development, monitoring and evaluation, communications and external relations activities as requested.
• On a needs basis conduct training of relevant staff and partners on proposal development, PCM and reporting.

International Rescue Committee