Grants Program Supervisor

About this role

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

Job Overview:  In partnership with program, finance, and development teams in both Seattle, Spokane, and Missoula, the Grants Team works to leverage public and private funding opportunities through prospecting, proposal development, grants, and subaward contract management. IRC WA & MT’s grant portfolio supports more than 10 program areas and includes over 100 funding streams. The Senior Grants Coordinator is primarily responsible for overseeing the full range of pre- and post-award activities required to prepare concept notes, proposals, and budgets, comply with internal approval processes, and align with compliance requirements of public agencies, private foundations, and other funders. Work is performed in collaboration with senior leadership, finance, programs, as well as HQ’s technical assistance teams and awards and business development units. This position supervises a Grants Administrator and reports to the Sr. Manager, Development & Strategic Engagement. 

Major Responsibilities:  Grants Coordination Prospecting • Consult regularly with Program Leads and Senior Leadership to understand IRC Washington’s programs, program needs, and strategic vision.

• Assess funding opportunities for specific program areas and projects in accordance with IRC Washington’s program needs, objectives, and strategic plan.

• Ensure maintenance and management of IRC Washington funding prospect and proposal calendar and track opportunities. 

• Coordinate opportunity go/no-go decision process with senior management team to ensure equal opportunity across programs and objective, strategic decision-making process. 

Proposal Development (Pre-Award) • Lead development of concept notes, expressions of interest, and grant proposals, including ensuring budgets, log frames, program design, and narrative comply with funder requirements and meet high quality standards in coordination with Program/Site Leads, MEL Manager, Finance Manager, and headquarters’ Resource Acquisition and Management (RAM) department.

• Provide grant writing expertise to support high quality proposals. 

• Review funding opportunities and highlight noteworthy areas of compliance or concern with Program Leads, finance, and/or others as relevant. 

• Apply advanced organization and management skills to proposal development process ensuring clear expectations, appropriate support, timely feedback, and compliance with IRC processes and timelines. 

• Coordinate with RAM, Finance, Development, and Program Leads to ensure partners (i.e. potential sub awardees) are vetted and agreements are developed and signed according to IRC’s Partnership Excellence for Equality and Results System (PEERS) pre-award protocols. 

• Ensure coordination of proposal planning meetings and drive proposal development, task assignments, checklists, and timeline. 

• Review proposal narratives, budgets, and attachments for quality and compliance with donor requirements; support translation of internal IRC budgets to donor budget format, as required.

• Ensure use and maintenance of proposal tracking and donor tracking systems and regularly update the WA leadership team with accurate data.

Grants Management (Post-Award) • Coordinate grant/award negotiation and agreement stage with donors and ensure contract terms are understood and agreeable with Finance and Program teams. 

• Review grant award and agreements to fully understand compliance requirements, approved budgets, allowable activities and expenses, in consultation with Program Leads, finance team, and RAM. 

• Work with RAM & Finance to ensure compliance with IRC post-award processes and smooth execution of new funding agreements and amendments. 

• Collaborate with Program Leads and finance team to modify final budgets as requested by donor and communicate with RAM to ensure incoming restricted funds will be tracked.

• Coordinate post-award PEERS process to ensure sub-awardees’ contracts are drafted with detailed information on scope of work, deliverables, fund disbursement, and monitoring plans in coordination with the partners and program teams, and in compliance with Finance and RAM.

• Ensure facilitation of grant opening/closing meetings in partnership with relevant program lead and ensure program and finance teams are fully aware of donor requirements. 

• Support Grants Administrator to initiate, track, and ensure completion of finance and accounting processes to initiate spending under new funding streams; ensure communication with all relevant staff. 

• Ensure maintenance of grants management tracking and donor report tracking systems and regularly update the WA leadership team with accurate data.

• Manage and maintain grant reporting calendar across all funding streams and programs and support program teams in developing, preparing, and submitting required grant reports. 

• Work with Monitoring, Evaluation, and Learning Manager and program teams to ensure ongoing data collection that supports tracking of program outcomes and impact as well as required reporting. 

• Coordinate donor reports for private funders.

• In collaboration with programs team, provide support and review of other donor reports as needed. 

• Work with Progr

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