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Grants & Budgets Manager, Mogadishu, Somalia

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    3 years ago
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Grants & Budgets Manager

Mogadishu, Somalia

Job Title: Grants & Budgets Manager

Sector: Grants

Employment Category: Fixed Term

Employment Type: Full-Time

Location: Mogadishu, Somalia

Job Description

Summary of ResponsibilitiesThis position will provide high level grant and budget management for the IRC Somalia Grants Unit. The IRC Somalia Grants Unit acts as the formal coordination point between IRC departments, including programs, operations, finance and global headquarters. This position will also liaise between the regional office and Somalia program with regards to grants strategy, compliance, capacity building and implementation of the IRC Somalia SAP. Within this Grant Unit, the Grants and Budgets Manager will primarily oversee the budget management of the IRC Somalia portfolio and support the Grants Coordinator with program cycle management.This includes leading standard grant specific meetings, reporting, and budget monitoring, as well as, implementing partner communications. Organization, flexibility, leadership and initiative are all key attributes to this position as it often involves independently solving unique issues as they occur while managing competing deadlines. Key Responsibilities Budgeting

    • Work closely with the finance team to maintain, update and develop budgeting and expenditure planning tools to ensure efficient planning and spending
    • Monitor the program budgets and expenditure in the IRC BVA system
    • Support program staff in grant revisions, cost extensions, no-cost extensions, budget realignments, and other as required
    • Conduct review of budgeting and actual expenditures and develop guidelines to better estimate expenditures during budgeting
    • Consolidating budget inputs and linking to the donor format for onward review by the Grants Coordinator, Finance Controller and Regional Finance Controller
  • Monitor and support the use of grants management tools such as FM01, BvAs, procurement planning and activity plans amongst program teams to ensure accurate tracking of implementation and timely alerts to potential challenges/obstacles

Program Cycle Management

  • Coordinate and support regular monitoring of grants, using appropriate grant management tools and through facilitation and support of regular and timely Budget v. Actual, Grant Review, Opening and Closing Meeting
  • Support the Grants Coordinator to develop, roll out and maintain program tracking tools to ensure all sector indicators report monthly progress, and identify and share gaps with project coordinators
  • Monitor grant-specific spending by budget holder
  • Ensure quality information management related to reporting by overseeing the regular maintenance of grant files, reporting calendars, and updating of internal IRC documentation and Grant Unit tools
  • Create and manage M&E schedule and compliance overview for each grant with the M&E coordinator

Partnership/Sub Award Management

  • Follow IRC’s Partnership Excellence for Equality and Results System (PEERS) that sets out efficient and responsive processes, delineates clear roles and responsibilities, and articulates IRC’s strategic approach to partnerships. Ensure quality sub-award management, including sub-award start-up, sub-award implementation monitoring and management, and appropriate sub-award close-out.


  • Lead reporting process, coordinating with in-country staff for updates and HQ for approvals before submission to the donor.
  • Ensure that reports to donors are submitted on time; that reports are coherent and accurate (quarterly, interim or final reports)

Proposal Development:

  • Support the coordination of proposal development, working with program staff and ensuring proper review at the HQ level, gathering input from technical coordinators, technical advisors, Research, Monitoring and Evaluation manager, and the Regional Unit.
  • Review budgets, write budget narratives, edit proposals, and ensure proper proposal and grant management procedures are followed.
  • Liaise with NY and UK grant units in order to ensure proposals meet internal standards, apply IRC Program Framework principles and are donor compliant
  • Participate in all internal program strategy meetings with senior management team
  • Support the realization of key grants-related milestones and activities within the Somalia Strategic Action Plan

Donor Compliance

  • Ensure that grants are implemented in compliance with IRC and relevant donor regulations
  • Maintain and update all hard- and soft-copy grant files related to proposals.
  • Ensure that partnership and sub-grant related administrative processes and procedures are consistently implemented throughout the program, including pre-award compliance checks, agreements, and disbursements and reporting
  • Maintain a broad and deep understanding of relevant donor policies, regulations and procedures

Training and capacity building

  • Create staff training curriculums and presentations for reporting, BvAs and compliance
  • Offer training and capacity building to all IRC and local partners staff on program reporting and IRC program specific documents
  • Ensure that all staff are aware of and integrate the IRC outcomes and evidence framework into all programs
  • Keep informed on monitoring and evaluation techniques and support tools which can be shared with program staff.
  • Ensure quality information management related to reporting by overseeing the regular maintenance of grant files, reporting calendars, and updating of internal IRC documentation and Grant Unit tools


  • Act as point of contact for New York and UK offices, ensuring HQ staff are kept abreast of important issues affecting the country program’s portfolio.
  • Additional responsibilities as needed

Professional StandardsIRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Fiscal Integrity, and Anti-Retaliation. Key Working RelationshipsPosition Reports to: Grants CoordinatorPosition indirectly supervises: 1 Senior Grants & Partnerships Officer, 1 Grants OfficerOther Internal and/or external contacts:Internal: IRC Somalia Finance Department, HQ and Regional grants/compliance teams, Program Coordinators, M&E Coordinator, Deputy Director of Programs, Country Director, Field Managers and Coordinators External: In-country donor counterparts

Minimum Qualifications

  • Bachelor’s Degree in a relevant field (Project Management, Development, Finance, Accounting, Budgeting) with strong record of academic performance and at least 3 years of progressive professional experience in the Africa region. Master’s degree a plus
  • Demonstrated experience in grants management, fund management, auditing or program development and budget management
  • Advanced knowledge of working and budgeting in Excel
  • Working knowledge of USG (USAID/OFDA), European (ECHO,EU,SIDA SV), DFID and UN donor regulations, procedures and compliance requirements
  • Professional report writing experience for major donors, including: ECHO, EU, SIDA, USAID/OFDA, UNICEF, UNHCR, SV and private funders.
  • In-depth understanding of grants management procedures the grants cycle, procurement and financial best practices is a strong advantage
  • Fluency in spoken and written English with exceptional attention to grammar.
  • Able to work well both within a team and independently, in a challenging and fast-moving multicultural environment.
  • Excellent computer skills and competency in Word, Excel and PowerPoint;
  • Excellent organizational skills and ability to determine priorities and meet multiple deadlines
  • Willingness to travel to Somalia.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.
Female candidates are strongly encouraged to apply
International allowances are not available for this position

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