IRC Germany was established to 2016 in order to further enhance the profile of the German humanitarian and development sector and to provide further opportunities for advocacy on behalf of the people we serve. Since its establishment, IRC-DE has grown rapidly and has representations in Bonn and Berlin. It is working with major German statutory donors, like the German Federal Foreign Office, KfW, and GIZ. IRC-DE is also cooperating with German civil society organizations. The IRC in Europe also has offices in Brussels, Geneva, and London, and a sister organization in The Hague.
Resettlement Asylum and Integration department (RAI)
The IRC has programmes to support refugees, asylum-seekers and vulnerable migrants in Greece, Western Balkans, Germany and throughout Europe, in the fields of child protection, women’s protection and empowerment, information provision and protection referrals, water, sanitation and hygiene, emergency health, cash assistance and NFI distributions, and livelihoods programming. IRC’s response to the refugee crisis in Europe prioritizes building partnerships, strengthening and empowering civil society, and providing support to European governments in responding to the short, medium and long term needs of refugees and asylum seekers as they adjust and over time integrate into their new environments.
Key Working Relationships
Reports to the Regional Grants Director for Europe. Works closely with Regional Program Officer, Program Development Assistant and Senior Program Development Advisor within the RAM team, , Compliance and Policy and Training pillars of AMU, RAI Europe leadership, IRC UK and other European offices, and Policy and Practice.
The Purpose of the Role
The Regional Grants Advisor will provide the Europe region with direct support and oversight of grants management to ensure compliance with donor and IRC rules and regulations, and occasionally support programme development and proposal work from statutory/government and private sources.
Grants Management Support (50%)
•Provide support to oversight of grants management for all statutory / public / institutional donors in the Europe region including advising on compliance issues, tracking progress and ensuring timely and quality donor reporting, engaging in donor relations as required, and leading on information management for the portfolio (including maintaining regional grants filing system, ensuring updates to regional pre and post award trackers)
•Review and provide substantive feedback on reports; consulting with and ensuring input from relevant technical and financial staff
•Review and negotiation of contracts and agreements for the region for all European public / institutional donors, with support from the RGD for “new” European donors
•Support budget realignments and grant amendments/modifications
•Advise country offices on content of communication with the donors, and lead communication with donors, when needed, or in the absence of a country grants focal point.
•Serving as single point of contact for field-based grants staff particularly for all post-award issues with public funds.
•Monitor projects to ensure progress against objectives and compliance with donor guidelines
•In coordination with the compliance team, guide country offices in managing partnerships with local or international partners, ensuring that IRC’s sub-award management policies are being followed
•Assist country offices with ad-hoc queries on donor compliance issues. Refer non-routine and high level compliance matters to the RGDs and Compliance team
•Support RGD to establish new ways of working (especially in relation to the new European donors that the region is working with), including new / adapted processes and instruments required
•Stay informed about programmatic issues and security & political developments in the region and how they might affect program implementation
•Ensure country programmes follow internal IRC policies and procedures (e.g. OTIS, PEERS)
•Travel to provide additional support to or cover short-term gaps for grants teams in the field. Travel decisions will be taken after consultation with line manager with due consideration given to regional priorities and workload management
Knowledge Building, Systems Adaptation, Capacity building & Training (25-30%)
•In collaboration with the AMU’s Compliance and Policy (C&P) unit, support the RGD to develop a knowledge base of European donors (DG Home, DG JUST, DG Employ, DG Research etc.) rules and regulations to support IRC’s readiness and capacity to pursue and manage funding from these donors.
•Support RGD to develop and keep up to date guidelines and training materials on proposal development and grants management of new European donors
•Carry out training of IRC field staff on donor rules, as required and in coordination with RGD and AMU Staff
•In collaboration with the RGD and other units, participate in discussions and actions about adapting IRC’s systems for the compliant management and implementation of EU donors’ grants.
•In coordination with the RGD, develop and maintain work-processes and checklists for grant implementation, report and proposal review, as well as record lessons learned
Support Programme Development and Proposal Work (10-20%)
•During peak times of business development, and when needs arise on Country offices, provide in-depth support of proposals:
oAs necessary, act as proposal lead: ensure resources for proposal development are identified (lead writer, TAs, budget development), support country programs to prepare for GNG decisions, support with appropriate/competitive teaming arrangements, ensure multiple proposal reviews are conducted; write and edit non-technical sections of proposals when these form important part of evaluation criteria/are non-standard; review/ editing of budget, full proposal and budget narrative for coherence, length, uniformity, and responsiveness to solicitation; manage coordination, communication and inputs from subs; coordinate multi-country proposal efforts.
oAs necessary, act as proposal writer: organize and manage the use of timelines, templates and guidelines for proposals; organize proposal development meetings; assist with aligning proposal logical frameworks with the IRC’s Outcomes and Evidence Framework and with the SAP; liaise with programs and finance staff regarding proposal writing and budgeting; writing or compiling technical and non-technical inputs and ensuring that all reviews are obtained before submission to the donor; packaging proposals for submission.
•Maintain a strong relationship with the Regional Director, Deputy Regional Director and other regional staff
•Maintain a strong relationship with the RAM Senior Director and all AMU pillars to ensure the use of all templates, guidance, policies and procedures established by RAM and AMU
•Maintain a strong relationship with field grants teams offering regular support
•Liaise with support departments and other teams outside of AMU as needed in order to provide the best support to country offices
•Coordinate with the Program Officers in NY and RGAs for other regions for information sharing and to establish a coherent program support and backstopping function between headquarters and the field.
•Represent IRC externally at country specific meetings, and stakeholder networks
•Actively participate as a member of the Europe regional team, engaging in strategy development and other initiatives as needed.
•Other duties as assigned by supervisor
Skills, Knowledge and Qualifications
•Degree, preferably in a subject related to IRC’s work (International Relations, Refugee or Migration Studies, Development Studies, Public Policy) or equivalent experience
•At least 3 years’ experience working on projects funded by European institutional donors
•Demonstrated understanding of European donor requirements for funding inside the EU
•Good understanding of humanitarian aid and development programming, preferably in European contexts
•Experience in working at a distance and supporting field-based staff
•Experience writing, reviewing and editing narrative and financial reports and excellent attention to detail
•Ability to work collaboratively as part of a diverse team and manage a varied workload
•Good understanding of financial management principles, and budgeting skills
•Ability to analyze and synthesize information
•Solid organizational skills, detail-oriented, ability to multi-task and prioritize tasks, and to learn quickly
•Excellent interpersonal and communication skills: the ability to successfully and effectively liaise with people within and across departments in a multi-cultural environment.
•A flexible work attitude and a calm manner
•Ability to work on own initiative
•German language skills an advantage, Greek or Italian language skills also a plus
•Good IT skills (Word, Outlook, Excel)