Requisition ID: req59025 Job Title: Grants Coordinator Sector: Grants Employment Category: Fixed Term Employment Type: Full-Time Open to Expatriates: No Location: Damascus, Syria Work Arrangement:In-person Job Description Background/Context: The IRC has operated in Syria since 2012, providing protection, health, economic recovery, and early childhood development programs in Idleb, Aleppo, Ar-Raqqa, Hassakeh, and Deir ez-Zor, with new programs expanding into Hama, rural Damascus, and Homs. With a team of over 350 members, the IRC has established trust and strong community relationships, ensuring access and effective service delivery. Our longstanding experience in the country to date provides a strong foundation for the IRC to further adapt and expand its programming across Syria, in order to respond to the new realities, with a greater focus on resilience and recovery initiatives. Alongside this, the IRC also It plays a significant role in Syria’s NGO, donor, and coordination forums, holding key positions and actively engaging in advocacy efforts. Since 2012, the IRC has been at the forefront of providing lifesaving healthcare, protection, and economic recovery support across Syria. From hospitals and mobile clinics to specialized protection services and pioneering cash assistance, our programs serve the most vulnerable with dignity and care. We are also proud to nurture early childhood development through the "Ahlan Simsim" program, supporting families affected by conflict. Join us in making a lasting impact where it’s needed most. The IRC is currently funded by GFFO, BHA, ECHO, FCDO, GAC BMZ among other donors and working local organizations to ensure organizational delivery of quality and impactful services across Syria. Job overview: The IRC Syria Grants Coordinator will report to and work with the Deputy Director of Programs (DDP) for the Syria Country Program to maintain quality grants coordination. Reporting to the DDP, this position will work closely with all departments and staff including Program Coordinators, technical coordinators, finance, and operations, on compliance, donor relations, business development, and reporting. The Coordinator sitting in Damascus will supervise a team of 3 Grants Managers and Officers located in different locations. The IRC Syria Grants Coordinator will additionally liaise with the Middle East Regional office in Amman, as well as IRC Headquarters colleagues in NY, Germany and the UK. Responsibilities: Program Design & Proposal Development + Support the DDP in cultivating donor relationships in Syria and the Region. + Track upcoming opportunities by priority sectors in the country program + Support the update and management of the BD strategy for Syria + Support the DDP and technical leads in comprehensive business development and develop funding proposals, appropriate to the context and aligned with the country-level Strategic Action Plan. + Lead proposal development initiatives, providing overall coordination function between HQ IRC’s global technical advisors, partners, finance, operations, HR, and program focal points to ensure smooth and timely proposal development processes. + Serve as team lead for all proposals, working with and /or overseeing other key roles (e.g. regional support team, consultants) when needed and as resources are available to support them. + Ensure proposals are tracked with standard IRC tracking tools (e.g. OTIS, Internal tracker) + In collaboration with MEAL Coordinator, utilize needs assessments contextual analysis results to inform project design + Monitor major donor trends (policies, strategic directions, etc.) and funding opportunities through regular research and monitoring of information on relevant websites and/or other sources. + Support program growth aligned with strategic priorities through liaising and collaborating with respective technical units in program design, researching context, gaps, needs assessments, and viable new funding opportunities. + Ensure the identification, appraisal, and mapping of partners is carried out in a constructively and consistently, and that strategic partners are appropriately engaged in pre-positioning and proposals development processes. + Interpreting donor solicitations and donor-specific rules and regulations to ensure a responsive and compliant proposal design + Support proposal budget develop and ensure responsiveness and that it matches the technical narrative. + Consolidate written inputs into a cohesive proposal narrative; write non-technical sections such as the management and past performance sections. + Edit full technical proposal and budget narrative for coherence, length, uniformity, and responsiveness to the solicitation. + Ensure timely submission of quality proposals Grants Management and Compliance + Review and negotiate donor contracts and agreements + Review any request for extension and amendments in coordination with the DDP and maintain a tracker for IRC and partners payments and expenditure per each grant + Manage and provide overall oversight of the grants portfolio and regularly update the grants tracker for dissemination internally and to Awards Management Unit + Ensure open, timely and accurate information flow within the Grants Unit and between the Unit and relevant departments + Ensure the submission of timely and high-quality reports (including narrative, financial and MEAL) to donors, including the development and update of regular funding and reporting trackers and schedules for dissemination to relevant staff + Maintain strong oversight of the portfolio and pipeline, including grant opening and closing dates to ensure timely submission of all related deliverables + Provide technical guidance on IRC and donor regulations to ensure compliance within operations, program implementation and reporting + Raise compliance issues proactively with program staff and the DDP, and SMT for timely action and keep senior management informed of any projected inabilities to meet contractual obligations, reports submission and of spend rates/signification budget variances. + Manage and/or support all agreements reviews, revisions, amendments, and budget realignments, including relevant approvals + Leads the Grants Unit to coordinate closely with finance teams and review project spending plans and financial health to ensure effective spending amendments, and closeout activities + In coordination with DDP, conduct project lessons learned meeting during project closeout phase Staff Performance Management, Learning & Development + Develop and implement remote management capacity-building approaches to build the strengths of the teams in Syria. + Coach, train, supervise, and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews. + 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. + Approve and manage time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews. + Hold high-quality meetings with each direct report on a regular and predictable basis, minimally on a monthly basis. + Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths. + As required, identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies. + 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. + Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff. + Look for opportunities to support staff in their career growth, where appropriate + Adhere to and act in accordance with the IRC Global HR Policies and Procedures and communicate through word and example a high standard of compliance with all applicable policies. Partnerships + Contribute to achievement of goals related to the SAP partnerships ambition including identification and onboarding of Strategic Partners + Embody and model IRC values related to partnerships (partner as equals, partner first) and facilitate this approach in implementation of IRC programs + Support development and maintenance of strategic partnerships. + Support negotiation of partner sub award agreements in coordination with the Partnerships Coordinator, Award Management Unit and Compliance Unit Representation and Advocacy + In coordination with the DDP, actively develop and maintain effective working relationships with stakeholders including local communities, donors, government actors, UN agencies, international and local NGOs, and other relevant actors. + Liaise with county and national governments, donors, NGOs, and other operational partners in Syria via attendance at meetings, consultations and other forums. + In coordination with the DDP, assist in organizing donor visits by supporting staff in the smooth design and running of field visits. Country Program Management and Strategic Planning + Actively participate in and contribute to strategy discussions, including SAP revision processes + Stay updated on new IRC priorities, policies, or process updates and ensure Grants & Partnerships and MEAL units are informed of any changes. Job Requirements: Education: A degree in International Studies, Development, or a related field is required. Alternatively, a Bachelor’s degree combined with substantial experience in grants management and excellent writing skills may be considered. Equivalent experience in a similar role may also be accepted in place of formal education. Work Experience: + At least 8 years of demonstrated field-based experience with humanitarian grants management, possibly including experience working with sub-grantee partners to build their capacity to access and account for resources. 5 years of this experience should be working in relief and development contexts. + At least 3 years in a managerial position, including staff management Demonstrated Skills and Competencies: + Excellent writing skills and experience in writing proposals/concept notes. + Strong understanding and knowledge of USAID, PRM, FCDO, UN SIDA, FCDO, USG, GFFO, EU, ECHO and private donor rules and regulations. + Proven competency with program design, M&E, proposal writing (including logical frameworks) and building budgets. + Excellent management and coordination skills. + Solid ability to provide team- building, coaching, and development for staff as well as encourage cross-functional collaboration and cooperation. + Ability to work independently while being a strong team player. + Excellent relationship-building, interpersonal skills and the ability to effectively represent IRC at forums and with donors. + Full professional competency in Microsoft Office Suite, especially Word, Excel, PowerPoint and Outlook. + High attention to detail and excellent time management skills + Excellent leadership and management skills including coaching, mentoring and managing teams + Politically astute, with well-developed diplomatic and negotiating skills. + Superior oral and written communication skills, with ability to express ideas and concepts clearly and persuasively with senior internal and external stakeholders. + Extensive representation and fundraising success, including prior experience with European, US and other international and private donors. + Established capacity to deal with ambiguity in stressful situations. + Strong commitment to IRC’s vision, mission and core values. + Proven ability to design and lead training engagements with staff and partners to enhance skills and adapt to changing program demands Language/Travel: Travel: minimum 10% percent travel Language: Fluency in English, written and spoken is mandatory, and Arabic is desirable Key Working Relationships: Position Reports to: Deputy Director for Programs, with close working relationships with Technical Advisors Position directly supervises: Grants Managers Internal contacts:Awards Management Unit, MEAL, Program Coordinators, Supply Chain, Finance, HR, Partnerships Research Evaluation and Learning Technical Unit External: Clusters and working group Professional Standards: IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work Fiscal Integrity, and Anti-Retaliation. Returning National Candidates:We strongly encourage national or returning national candidates to apply for this position. If you are a citizen of the country where this position is based and are currently residing outside of your home country, you may be eligible for an attractive relocation package. Eligibility is determined based on IRC's operational needs and specific role requirements. IRC strives to attract, motivate, and retain qualified national staff in our programs. Accountability to Clients:IRC staff must adhere to the commitment of contributing to the sustainability and development of its (CR) Client Responsiveness Mechanisms, preserving the culture of prioritizing the needs of our clients and affected communities by systematically listening to their perspectives and using their feedback to make programmatic decisions and give them greater influence over program design and delivery. #LI-DNI