The Norwegian Refugee Council (NRC) has been present in Ukraine since 2014, helping more than 700,000 people with food, shelter, water, sanitation, and legal assistance. Following the escalation of conflict since 24 February 2022, NRC is scaling up its efforts inside Ukraine and in neighbouring countries to provide aid to tens of thousands people forced to flee. .

NRC Poland is funded by various institutional and private donors that require careful planning and managing. The Grants Coordinator will support NRC Poland in coordinating all the Project Cycle Management (PCM) steps as well as cascading PCM to partnership agreements.
Role Summary:

The Grants Coordinator will contribute to achieving quality programming by closely supporting the Grants and Partnerships Manager in ensuring effective grants management including internal and donor compliance requirements, timely and quality reporting, as well as proposal development.

The incumbent will ensure NRC programme/support teams are informed of relevant donor compliance regulations and NRC procedures, manage donor and other external and internal reporting, and coordinates grant revisions. The Grants Coordinator is directly responsible for supporting Programme Development Managers in the development of reports and for applying NRC’s Project Cycle Management (PCM) framework throughout all stages of the programme cycle. The Grants Coordinator further supports Programme teams with proactive fundraising by maintaining a repository of tools and information on donor priorities and available assessments and research.
General Responsibilities:

1. Promote adherence to NRC policies, guidance, and procedures
2. Develop and maintain overview of all grants, donor requirements, rules and regulations, and internal and external deadlines, including filing of grant documents (including through the grants database)
3. Coordinate the development of donor applications and reports, as well as ensuring donor compliance and quality control
4. Provide an internal help-desk on donor related issues, including organize and deliver trainings in donor rules and regulations, as well as proposal and report writing.
5. Be updated on donor priorities and track and share relevant calls for proposals
6. Organise grant opening, review and closing meetings with the team as well as with each partner
7. Document, analyze, and share learning from proposal and reporting process, and compliance with donor rules and regulations
8. Contribute to continuously improving internal grant management systems
9. Provide an internal help-desk on donor related issues, including organize and deliver trainings in donor rules and regulations, as well as proposal and report writing
10. Coordinate the development and distribution of internal reports
11. Ensure regular populating of the filing tree with relevant grant related documents
12. Contribute to PCM trainings and usage of the NRC PCM framework in the CO as delegated by the Head of Programme
13. Support external donor audits
14. Represent with relevant partners and donors as delegated
15. Promote the rights of IDPs/returnees in line with the advocacy strategy

Specific Responsibilities:

• Lead on the development of high quality reports, ensuring consistency between narrative and financial reports, as well as with the M&E database;
• Coordinate NRC’s response to feedback received on submitted reports, as well as amendment requests liaising with all relevant teams and consolidating inputs;
• Contribute to proposal development and develop and maintain internal tools as required;
• Maintain internal grant management system and ensure they are up to date;
• Provide guidance to programme and support colleagues on donor compliance and maintain donor information in internal grant management systems up to date, ensuring donor templates are readily available;
• Schedule, organise and record PCM meetings both internal and with partners in compliance with NRC’s PCM framework;
• Support with capacity building of staff on donor rules and regulations, including update of donor rules and regulations handouts, reporting and PCM toolkit;
• Support with prospect research on donors to inform donor mapping and country fundraising strategy;
• Develop and maintain proactive fundraising tools for presentation/information to donors.

General Professional competencies for this position:

• University degree in relevant discipline
• Between 3-5 years of relevant experience within field of expertise
• Experience from working with humanitarian and development donors
• Good understanding of donor rules and regulations
• Skills and experience in report and proposal writing
• Strong communication, coordination and interpersonal skills
• Strong analytical skills (data and financial)
• Ability to mediate in high-stress scenarios with competing interest
• Excellent written and oral communication skills in English
• Above average computer skills

What we offer;

Contract period: until end of 2023, with possibility of extension

Salary/benefits: According to NRC’s salary scale and terms and conditions for Poland

Duty station: Warsaw, Poland

NRC may be required to verify the identity of its partners and to check that its partners have not been involved in illegal activities. NRC reserves the right to use electronic screening tools for this purpose.

Candidates are encouraged to apply early, as applications may be screened prior to the vacancy deadline.