Senior Grants Officer

Job Overview/Summary:

The Senior Grants Officer is essential to the IRC Ukraine program, ensuring grants management as per donor compliance and requirements, including funds management follow up and reporting, and leading grants information management, and capacity-building in grants management. This role ensures rigorous programmatic and budget monitoring while upholding donor and IRC compliance standards. Additionally, the Senior Grants Officer supports IRC’s partnership initiatives in Ukraine, working closely with in-country program teams and reporting to the Grants Coordinator to provide high-quality support across post-award functions. The Senior Grants Officer will primarily focus on post-award grant management. However, some pre-award responsibilities are also expected, aimed at building capacity and fostering skills in handling pre-award processes. This dual focus will strengthen overall grants management knowledge and prepare the team to address pre-award issues as they arise.

Main responsibilities

Proposal Development and Donor Cultivation

• Develop external communication tools for donor visits/meetings, highlighting IRC Ukraine and its programs.
• Support and provide inputs for the development of a donor engagement/business development plan that includes acknowledging milestones and donor contributions, ensuring long-term support and commitment to IRC’s programs.
• Support organization and coordination of regular donor engagement events (virtual or in-person), including informational webinars, project site visits, or roundtable discussions, to showcase IRC’s work, impact, and plans.
• Assist the Grants Coordinator and Senior Grants Manager in identifying new funding opportunities and strengthening relationships with current donors.
• Participate in selected proposal development processes by drafting and reviewing proposal sections,compiling/editing narratives, preparing budgets, and drafting required annexes in coordination with relevant stakeholders (finance, operations, programs, partnerships, security, etc.), as part of skill-building in pre-award activities.
• Collaborate with grants counterparts at HQ and regional levels to maintain coordination and adherence to proposal timelines and requirements, ensuring a smooth transition from pre- to post-award stages.

Grants Management

• Monitor grant milestones, financial allocations, and project timelines to support strategic decision-making.
• Supervise the continuous update of the Ukraine Grants and Pipeline tracker, ensuring it remains a useful reference tool for the Senior Management Team and program staff.
• Maintain an up-to-date database of donor guidelines relevant to the program portfolio, including resources for local partners, and support updates to IRC’s Opportunity Tracking & Implementation System (OTIS).
• Serve as a knowledge resource on grant agreement language and donor regulations, addressing compliance questions as needed.
• Collaborate with the MEAL Coordinator/Manager to keep program monitoring and evaluation tools updated, ensuring all sector indicators track monthly progress; share any identified gaps with sector Coordinators.
• Act as the main contact for donor guidelines, identifying potential compliance issues, clarifying compliance questions, and ensuring staff have access to key donor requirements.
• Support local partners in understanding and adhering to donor guidelines to ensure compliance and effective collaboration.
• Keep the Grants Coordinator informed of potential challenges in meeting contractual obligations, report submission deadlines, and significant budget variances.
• Identify compliance risks within the portfolio and advise the Grants Coordinator, programs, operations, finance, and senior management on proactive actions.
• Oversee quality information management by maintaining organized grant files, reporting calendars, monthly work plans (e.g., Project Cycle Meetings, proposal development, BvAs), and internal IRC documentation and tools for the Grants Unit.
• Support additional grants management, program development, monitoring and evaluation, and communication activities as requested.

Project Cycle Meetings/Management (PCM):

• Support regular PCM meetings at field offices, ensuring alignment with IRC standards and guidelines.
• Prepare PCM agendas and presentations, facilitate PCM sessions, record action points, and proactively follow up with relevant departments.
• Act as the focal point for PCM, fostering a collaborative environment by actively engaging all teams, addressing concerns, and providing strategic insights throughout the PCM process.
• Participate in budget management meetings, including monthly Budget vs. Actual (BVA) reviews, to address projected underspend or overspend.
• Provide training to staff and partners on PCM and reporting processes as needed.
• Support project management by overseeing deliverables across all grants and conducting quality assurance checks on project implementation.

Reporting

• Oversee internal and external reporting in collaboration with programs and finance teams, ensuring timely, high-quality, and donor-compliant reports.
• Coordinate with program and finance teams to gather accurate data for donor reports, ensuring all required documents are complete, accurate, and approved by program Coordinators and country management.
• Work with program and finance teams to refine reporting templates for greater efficiency and alignment with organizational goals.
• Support the Grants Coordinator in disseminating information on donor communications, regulatory updates, and events to relevant teams.
• Serve as a liaison between the Grants team and other departments to ensure clear communication on donor updates and requirements.
• Partner with communications and MEAL staff to capture and document lessons learned from program implementation.

Staff Management and Development

• Supervise Grants Officers and/or Assistants based on team needs and as delegated by the Grants Coordinator.
• Manage team members to ensure efficient, well-organized post-award management capacity.
• Model a healthy work-life balance and support interventions addressing staff care needs for both national and international team members.
• Lead with integrity, accountability, and a commitment to the "IRC Way" – Global Standards for Professional Conduct.

Key Working Relationships

Position Reports to: Grants Coordinator (GC)
Position directly supervises: Grants Officer(s) or Assistant(s)

Other Internal and/or external contacts:

·Internal: HQ and Regional Grants/Compliance teams, Country Director (CD), Deputy Director of Programs (DDP), Program Coordinators, Deputy Director of Field Management (DDFM), Field Coordinators, Deputy Director of Finance (DDF), Finance, Supply Chain, Administration, Operations, and HR leads.

·External: In-country donor representatives.

Job Requirements

Work experience:

·3–4 years in international NGOs, focused on business development, grants management, and/or project management.

·Experience with grants management, monitoring, and reporting for major donors such as USG/USAID/BHA, EU/ECHO, BMZ/GFFO/GIZ, FCDO, SIDA, UHF/OCHA, and UN.

Demonstrated Skills and Competencies:

·Proficiency in Microsoft Word, PowerPoint, Excel, and Outlook.

·Strong organizational and time-management skills; ability to prioritize under pressure.

·Experience in program design, M&E, proposal writing (including log frames), and budget development for public/private donors.

·Excellent written and oral communication in English and Ukrainian; able to engage senior internal and external stakeholders effectively.

·Competency in capacity-building, including training national staff and local partners.

·Strong interpersonal and intercultural skills, effective negotiation, and team collaboration.

·Ability to work independently and within a cross-functional global team.

Education:

·Bachelor’s degree in international Affairs, Development, Political Science, Social Science, or a related field. Master’s degree preferred.

Languages:

·Required: Fluency in spoken/written English and Ukrainian.

Preferred:

·Project management experience, strong analytical skills, and budgeting/financial reporting proficiency.

·Adaptability to change and familiarity with international donors and fundraising.