BACKGROUND: The IRCs EPRU and Emergency Response Team (ERT)
The IRCs Emergency Preparedness and Response Unit (EPRU) leads or oversees IRCs global emergency preparedness and response activities. The mission of the EPRU is to help meet the immediate survival needs and reduce suffering in conflict or disaster affected populations during the acute phase of an emergency. The EPRU also works in protracted emergencies, where the risk to life may be reduced but the population is still subjected to rights abuses and a lack of basic services. The EPRU is also charged with enhancing the IRCs global and country level emergency preparedness capacity. The Emergency Response Team serves as the standing team of specialized professionals ready to deploy to an emergency within 72 hours.
SCOPE OF WORK:
The IRC ERT staff is expected to be deployed in the field, either in an emergency or roving capacity, for up to 65% of the time and must be able to deploy to the site of an emergency within 72 hours of notification.
Members of the Emergency Response Team are deployed to either support existing country programs in their emergency response, or to initiate a new program in the crisis zone. The overall responsibility of the team is to rapidly design, develop and manage the IRC’s on-site humanitarian response to meet the immediate needs of the affected population. The ERT is also responsible for supporting the transfer of responsibilities and knowledge to the long-term staff to ensure the continuity of IRC programming and operations.
The Grants Coordinator is a member of the Emergency Response and Preparedness Unit (EPRU). During emergency deployments ERT staff will work under the direction of IRC’s Emergency Field Director or designated country emergency lead. During times with no acute emergency deployment the Coordinator will report to the Deputy Director, Emergency Systems
RESPONSIBILITIES:
Emergency Response
- Be prepared to be deployed within 72 hours of a request;
- Ensure high quality and timely submission of funding proposals through development of timelines, coordinating technical and financial input, writing overviews, editing and formatting proposal documents, and liaison with HQ on approval and submission processes.
- Work with program and management staff to promote and ensure development of strong data collection and monitoring & evaluation process, systematic collection and analysis of program data.
- Hire and train in-county grants staff as required to effectively support the scale and scope of the program
- Establish and ensure maintenance of comprehensive grant files and related information management processes including issuing reporting formats and schedules, maintaining donor and external contact information/files and protocols and establishing a photo library
- Participate in and/or lead grant opening and review meetings; ensuring all required information is circulated in advance, meetings are fully documented and action items completed.
- Provide advice on donor grant compliance issues, visibility and reporting requirements; proactively engaging with program teams to ensure appropriate IRC and donor visibility
- Coordinate partner subgrant processes including preaward assessments, subgrant development, HQ review and approval processes, related partner reporting and compliance training to promote a respectful and constructive relationship and effective oversight of subgrant activities and results.
- Work closely with program staff to prepare high quality and timely donor and management reports on grants and sector activities
- Represent IRC and coordinate with other agencies, local government, donors and other stakeholders to promote deliver of best practice humanitarian assistance and coordination of efforts.
- Support media and communications activities as requested by the ERT Field Director/CD/in-county emergency lead.
- Provide a comprehensive handover to successor, including ensuring transfer of all related documentation, program monitoring data and staff performance information
Emergency Preparedness
- Work with EPRU staff and HQ staff to develop and maintain knowledge of emergency funding opportunities, emergency preparedness and response materials and tools.
- Work with selected country programs to enhance local emergency preparedness and response capacities
Non-emergency
- Provide grants development and/or management support or training to existing country programs through in-country visits or short-term deployments
- Participate as a member of a proposal development team in RfA/RfP responses
- Assist in the development and launch of new technical policy, procedures and training materials
- Contribute to the design and implementation of the EPRU annual and strategic plans
REQUIREMENTS:
- University degree in humanitarian or international affairs, development or related field
- 3-5 years experience in proposal development and grants administration including 2 years in emergency/conflict areas
- Knowledge of UN (UNHCR/ UNDP/ UNICEF/WHO), US (USAID/OFDA), EU (ECHO/ EC) and UK (DFID) donor regulations, procedures and requirements
- Superior English writing skills, bilingual (French) candidates highly preferred
- Previous experience in establishing high quality program monitoring systems and budget development required
- Demonstrated ability to communicate requirements and standards across departments, promote teamwork and provide grants development and compliance training to staff and partners
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