Grants Assistant at International Rescue Committee

Job Description

Under the direct supervision of the Grants Manager, the Grants Assistant will support Nairobi Urban, West Pokot, Hagadera and Kakuma Field Offices in overseeing the grants management processes and documentation. This role will contribute to efficient programs and grants management including proposal development, reporting and grants, and sub grants monitoring roles.

Key Responsibilities

• Support the Grants Coordinator and Grants Manager with the maintenance all paper and electronic grant files including the IRC’s electronic grants management platform, OTIS.
• Maintain up-to-date grants trackers and calendars, including internal and donor reporting deadlines, budget vs. actual meetings, and Project Cycle Meetings.
• Support document signing by SMT, troubleshooting department queries, and supporting other tasks as required.
• Raise compliance issues proactively with the Grants Coordinator and Grants Manager.
• Coordinate the report review process by receiving, consolidating, reviewing, and submitting the donor reports to Technical Coordinators (TCs), and Grants Manager.
• Support the Grants Coordinator in tracking funding opportunities, including calls for funding, progress of proposals, submission deadlines, financing available.
• Coordinate the preparation of timely and quality programme and donor reports on project activities in compliance with internal IRC requirements and any relevant external donor requirements.
• Support the Programme Managers in preparing and reviewing spending plans and work plans as per the grants calendar.
• Assist the Programme Managers in tracking the budgets expenditures and commitments in line with the approved spending plans and the work plan.
• Support the Grants Manager to organize and facilitate the Project Cycle Meetings (PCM) and follow up on action points/comments.
• Support the Grants Manager to organize and facilitate monthly BvA review meetings and circulate minutes.
• Support the Programmes team and communication fellow in documenting and sharing case studies/ success stories internally through Darubini, Fact sheets etc.
• Any other duties as assigned by the Grants Manager

Qualifications

• Bachelor’s degree in social sciences/International development/Communication/Finance.
• Experience in project and grants management in the NGO sector.
• Good analytical and report writing skills.
• Familiarity with donor compliance rules and grant management.
• Report writing skills, attention to detail and organization skills.
• Excellent interpersonal, cultural and diplomatic skills; Friendly and constructive approach in managing work relations and addressing challenges.
• Fluent in English; both written and verbal.
• Ability to carry out responsibilities independently with minimal technical support