Grants Coordinator

1. Role and responsibilities

As a member of the Grants Unit, the Grants Coordinator will contribute to achieving quality programming by closely supporting the Grants Manager in ensuring effective grants management including, internal and donor compliance requirements, timely and quality proposal development as well as reporting, and acting as the focal point for the key mandatory activities under NRC’s Project Cycle Management (PCM). S/he ensures NRC programme/support teams are informed of relevant donor compliance regulations and NRC procedures, manages donor and other external reporting, and coordinates grant revisions. The Grants Coordinator also supports Project Managers and Core Competency Specialists in the development of proposals and reporting in line with the grant process flowchart.

The following is a brief description of the role:

Generic responsibilities

1. Adherence to NRC policies, guidance, and procedures
2. Develop and maintain an overview of all grants, donor requirements, rules and regulations, and deadlines, including filing of grant documents assigned to them.
3. Support and coordinate the process of developing concept notes, proposals, and reports in close collaboration with programme and support teams across the Country Office and Area Offices to ensure timely and high-quality submission.
4. Support budget-holders ensure donor compliance and quality control across the project portfolio.
5. Provide an internal helpdesk on donor related issues, including organizing and delivering trainings in donor rules and regulations, as well as proposal and report writing
6. Provide an internal helpdesk on donor related issues, including organizing and delivering trainings in donor rules and regulations, as well as proposal and report writing
7. Facilitate key PCM activities, including Proposal Planning Meetings, Grant Opening Meetings, Grant Review Meetings and Grant Closure Meetings, ensuring the integration of cross-cutting programme elements and MEAL structures throughout the grant cycle.
8. Contribute to PCM trainings and support with the capacity building of other departments on NRC PCM framework in the CO as delegated
9. Support external donor audits
10. Actively promote Safeguarding and Anti-Corruption standards and principles with staff, partners and project participants supported by NRC.
11. Compliance and adherence to NRC policies, guidance and procedures with specific responsibility for Grants policies and procedures.
12. Any other tasks as delegated by the Grants Manager.

Specific responsibilities

Funding Identification and Proposal Development

1. In collaboration with the Grants Manager, coordinate proposal development for NRC’s portfolio of donors with relevant staff within AOs and CO;
2. Build positive working relationships with other teams in the Country Office to coordinate and support development of high-quality proposals using relevant NRC Grant Management tools and guidance (proposal development calendar, internal log-frame, procurement plan, internal budgeting tool);
3. Work closely with Budget Holders, programme teams, and the finance team as well as other stakeholders to compile accurate proposal budget and assess whether all necessary costs have been included.

Grant Agreement

1. Support the Grant Manager in reviewing donor contracts, flag any points that might challenge NRC’s procedures, and support contract negotiations;
2. Together with the Grants Manager, summarise in writing, key reporting and compliance requirements, including issues to be raised during Grant Opening Meetings;
3. Organize and facilitate Grant Opening Meetings within 30 days of the grant being activated and coordinate with relevant staff (Area Manager(s)/Area Program Manager(s), Core Competency Project Managers and Specialists, Support Services staff, MEAL and Partnership Units) to develop all mandatory internal documents (internal logframe, procurement plan, work-plan, etc.).

Donor Reporting and Monitoring/ Review

1. Work with the GM to coordinate the development of proposal revisions, ensuring it is in line with donor requirement and of high quality;
2. Coordinate the development of donor reports with relevant staff in the AOs, CO and RGS (as relevant), ensuring consistency between narrative and financial reports and that they meet NRC and donor quality standards;
3. Keep track of project review meetings and organize in collaboration with Area Programme Managers quarterly review meetings, ad hoc meeting as required and, GCM; ensure minutes of meetings are filed and action points captured.
4. In collaboration with relevant staff, support the coordination and compilation of documents/factsheets for donors monitoring exercises (for instance TPMs, desk reviews, field visits, etc.)

Donor Compliance

1. Ensure familiarity with all NRC organisational and donor portfolio compliance requirements and ensure high-quality management of grants assigned to the coordinator;
2. Support and advise programme colleagues with queries related to donor compliance on grants within portfolio and ensure appropriate donor templates are readily available;
3. Flag to the GM any risks for non-compliance with donor requirements;
4. As per their request, support finance and compliances teams to ensure all documentation required is ready and available for audits (e.g. vouchers, distribution lists)
5. In collaboration with the GM, deliver training and capacity building of staff on NRC grants management/donor compliance and PCM as required.
6. Assist in training and capacity building of Area Office staff on NRC grants management/donor compliance and PCM as required.

General Administration

1. Ensure all documentation required to be kept by donors is available by maintaining high standard of information management/filing systems (both soft and hard copies);
2. Attend and represent the Grants function in all relevant meetings assigned to the Grants Coordinator, as required; take minutes where applicable and coordinate with relevant teams to follow up on agreed action points.
3. Coordinate with the Grants Unit staff to ensure accurate and up-to-date maintenance of an up-to-date grants/ funding tracker;
4. Grants will be assigned as per line manager requirements and may vary over time.

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

1. Head of Programme, Grants Manager, Finance, Logistics, Head of Support, Security, Area Programme Managers, Risk and Compliance team, Core Competency Specialists, Protection and Advocacy team, M&E, and Project Managers;
2. Project or Grant focal points in other partner organisations;
3. NRC MERO Desk (i.e. Programme Advisor and Controller, Regional GM) as delegated by the Grants Manager.

Scale and scope of position

Staff:

N/A

Stakeholders:

Donors, Partners (INGOs, local NGOs, other), UN agencies

Budgets:

Not applicable

Information:

NRC Intranet, NRC People, NRC Identity, NRC Visuals, NRC Cycles, UNIT4, GORS, MS Teams, O365, DocuSign, KAYA.

Legal or compliance:

Terms of employment, NRC Code of Conduct, donors

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

Programme development: Core competencies section, CC Project Managers, Area Managers, cross-thematic advisers, MENA region colleagues (i.e., Programme Adviser and CC Advisers)

Proposal development: Core Competency Specialists, CC Project Managers, Area Managers, cross-thematic advisers, MENA region colleagues (i.e., Programme Adviser and CC Advisers), Area Managers, Area Programme Manager, Head of Support, Support staff (finance, logistics, Risk and Compliance, Human Resources)

Quality control/ support: Area Managers, Area Programme Manager (s), and Project Managers.

Capacity development: CC staff, Area Managers, Area Programme Manager, HR department

1. Competencies

Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:

a. Professional competencies

Generic professional competencies for this position:

• At least 3 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;

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.

2. Behavioural competencies (max 6)

These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies and the following are essential for this position:

• Planning and delivering results
• Working with people
• Communicating with impact and respect
• Analysing
• Influencing
• Handling insecure environments

Performance Management

The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews:

1. The Job Description
2. The individual Work- and Professional Development Plan
3. The Competency Framework

NRC in Palestine

In Palestine, NRC provides humanitarian assistance and promotes respect for international law in one of the longest-running displacement crises in modern history. In the West Bank, including East Jerusalem, and Gaza, NRC’s work includes emergency preparedness and response, education, ICLA, protection, shelter, and WASH.

The Norwegian Refugee Council (NRC) is a global humanitarian organization helping people forced to flee.

Join us in assisting millions of people in areas where others cannot, tackling some of the world's most dangerous and difficult crises. Bring your skills and dedication to an organization recognized for providing high quality aid and for defending the rights of refugees and internally displaced people.

At NRC, we give responsibility to employees at all levels and foster professional growth and innovative teams. You can expect a supportive culture and an open dialogue with management. We are committed to diversity, equity and inclusion.

Together, we save lives and rebuild futures.

Safeguarding is central to NRC’s work. We expect all employees to:

• Treat everyone with respect and dignity

• Contribute to building a safe environment for all

• Never engage in any form of exploitation, harassment and specifically sexual exploitation, abuse and sexual harassment (SEAH)

• Always report. NRC has a zero-tolerance approach to inaction against exploitation, abuse and SEAH

What we Offer?

You will be working in an international and diverse organization with a dynamic atmosphere.

You will receive support and opportunities to expand your skills and enhance your expertise.

You will be working in our Office in West Bank.

This position is Grade (07) Step (01). Salary & Benefits are based on West Bank Duty Station.

Reports to: Grants Manager

Number of positions: 1 position.

Recruiter: Recruitment Team.

Contract Duration: Fixed term contract (renewable based on funding and performance)

E-mail: PS.Recruitment@nrc.no

Applications are only accepted if submitted through NRC website.

Applications won't be considered without a Resume and a Cover Letter in English.

For more information about NRC's work in Palestine, please check: https://www.nrc.no/globalassets/pdf/fact-sheets/2024/factsheet-palestine-nrc_202405.pdf

NRC is an equal opportunities employer and aims to have staffing diversity in terms of age, gender, ethnicity, nationality and physical ability.