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.
The Grants and Program Support Manager reports directly to the Program Director with an indirect reporting line to the Grants Partnerships Senior Coordinator. This role oversees grant management, partnership support, and administrative functions, ensuring compliance with IRC and IKEA Foundation requirements.
The Grants and Program Manager will establish and implement grants and administrative practices aimed at fostering a high-performance, employee-focused culture that prioritizes empowerment, quality, productivity, standards, and goal achievement, along with recruiting and developing a strong program team. Key responsibilities include grants, partnership and compliance support, information management, procurement, coordinating team space and equipment needs, recruitment, and organizing events and travel.
Job Responsibilities:
Grants Management and Compliance
•Leads grant opening, quarterly review ( PIMS), and close-out meetings in collaboration with the Re: BUiLD Grants and Partnership Senior Coordinator and Program Director, ensuring follow-up on action points from these meetings.
•With guidance from the Re: BuiLD, Grants and Partnership Senior Coordinator, assist with annual updates to the Re: BuiLD Program Strategy and budget realignment for donor approval.
Donor Communication and Reporting
•Assist the Grants and Partnership Senior Coordinator in managing reporting requirements by sharing templates on time, following up on monthly updates, and Monitor the review schedule to ensure reports are prepared, reviewed, and responsive to donor needs promptly
•Support the Grants and Partnership Senior Coordinator in establishing and maintaining effective internal and external communication channels regarding grants.
Partnerships Management
•Under the guidance of the Re: BUiLD Grants and Partnership Senior Coordinator, support program and operations staff with sub-contract and sub-grant management, including compliance and tracking partner deliverables.
•Advise and guide Re: BUiLD program staff on procurement planning and transactions for sub-contracts and sub-grants, in keeping with donor requirements and IRC policies, procedures, and standard practices
Information Management
•Lead in tracking the submission of reports maintaining file copies in Box and keeping a database of key donor contacts,
•Maintaining a comprehensive information management and filing system that ensures all donor and partner contractual documents, reports, key correspondences, etc. are appropriately filed in up-to-date and consistent soft and hard copies are available as needed. •Assist in information management, including managing correspondence, filing, establishing procedures for systematic retention, protection, retrieval, transfer, and disposal of records
Administration management
•Provide administrative support needs across all Re: BUiLD sites.
•Assist in recruitment and coordination of onboarding for new staff of Re: BUiLD program
•Support in financial management, including assisting in budget preparation and tracking, of financial reports, and preparation of payrolls where necessary.
•Assist in procuring goods and services, including engaging consultants, and invoicing.
•Support program team members to organize travel, including working with travel provider(s) to arrange and coordinate travel arrangements, visas, and booking system for Re: BUiLD teams
•Support the planning of virtual and in-person meetings and workshops, including agendas, compiling and sending relevant pre-reads, taking minutes, and ensuring follow-up of action items.
•Support managers to track team travel, working from home, annual leave, and general team
Whereabouts
•Assist the Project Director or other Re: BUiLD program senior staff on special projects, as required
•Assist in managing the Project Director’s calendar
Requirements
•3-4 years of experience in a similar role preferably supporting senior staff
•A collaborative and confident team player with strong interpersonal and communication skills
• Ability to successfully and effectively liaise with people in different organizations and different time zones in a multi-cultural environment.
•Highly computer literate and proficient in the use of Microsoft Word, Excel, PowerPoint, and Outlook.
•Excellent written English and communication skills.
•Solid organizational skills, detail-oriented, with ability to handle multiple tasks and prioritize
tasks.
•Resourceful and solutions-focused with the ability to suggest improvements to procedures.
•Maintains sensitivity, confidentiality, and diplomacy with senior colleagues.
•Experience arranging international travel and experiencing supporting events and meetings (virtual and in person) are an advantage.
Standard of Professional Conduct:The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.
Commitment to Gender, Equality, Diversity, and Inclusion: The IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of the IRC persons in any work setting. We aim to increase the representation of women, people that are from country and communities we serve, and people who identify as races and ethnicities that are under-represented in global power structures.
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