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Senior Grants and Partnerships Manager, Warsaw

Client: International Rescue Committee

Location: Warsaw, Poland

Job Category: Other

EU work permit required: Yes

Job Reference: b5a2caf2696f

Job Views: 26

Posted: 23.01.2025

Expiry Date: 09.03.2025

Job Description:

Requisition ID: req52739

Job Title: Senior Grants and Partnerships Manager

Sector: Grants

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Location: Warsaw, Poland

Job Overview

The Senior Grants and Partnerships Manager is a key position supporting the Poland Country Program. With the overall objective of achieving high-quality and compliant programming, the main goal of this position is to adequately manage a partnership and grants portfolio. The Senior Grants and Partnerships Manager will coordinate the daily management of prime and sub-awards under their management and invest in their sustainable growth for the Poland portfolio.

Key Responsibilities

GRANTS

Grants management

1. Support the use of grant/project management tools (grants snapshots and grants tracker, etc.) to ensure accurate tracking of opportunities, reporting and programmatic adjustments through the project life cycle.
2. Maintain up-to-date, comprehensive database of donor guidelines relevant to the program portfolio, including support to local partners.
3. Support the Senior Grants and Partnership Coordinator with close monitoring of grants and partnerships results and spending and flagging concerns in a timely manner.
4. As requested, work closely with other departments to proactively support any other grants management processes across the portfolio.
5. Support maintenance and updating of the IRC’s Opportunity Tracking & Implementation System (OTIS).
6. Maintain and update online information management and filing systems, ensuring all relevant documentation and key communications are appropriately filed both for IRC and partner grants.
7. Ensure IRC colleagues have access to relevant records and information.

Project Cycle Management (PCM)

1. Developing and maintaining the schedule for PCM meetings per IRC standards.
2. Acting as country program focal point for PCM guidance.
3. Organize, prepare and independently facilitate relevant PCM meetings, write meeting notes, and follow up on action points with relevant departments.
4. Conduct training of relevant staff and partners on proposal development, PCM and reporting.

Reporting

1. Support the timely coordination, writing, revision and dissemination of high-quality reports to donors, including partner reports.
2. Support the Senior Grants and Partnership Coordinator to ensure that information on all donor communications, changes in regulations, and meetings or events are disseminated as needed.
3. Working with communications and MEAL staff to collect lessons learned from IRC work and draft case studies from programs.

Proposal development and fundraising

1. Conduct research and information gathering to proposal design and business development.
2. Support coordinate process around proposal development, including writing and reviewing relevant sections and working with relevant departments.
3. Keep track of all donor engagement, new opportunities, pipeline and submissions.
4. Support development of external communication tools as relevant for donor visits/meetings on IRC Poland as a whole and IRC Poland programs in particular.
5. Identify and support in the development of donor opportunities and relationships nationally.
6. Support identification and development of new private sector fundraising opportunities and initiatives.

Coordination and Communication

1. Ensuring proper review of donor facing materials, including proposals and reports, by HQ, TAs, MEAL, DDP/CD etc.
2. Notifying country program staff or partnerships of any changes to awards, including proposal approvals, amendment approvals, D1 updates, or key donor needs.
3. Keeping written publications and internal planning files aligned to IRC branding guidelines.
4. Support coordinating donor meetings and preparing written ad-hoc updates for donors, particularly those for critical context shifts.

Donor and IRC compliance

1. Providing guidance on donor regulations during both proposal development as well as upon award start-up.
2. Creating and maintaining a compliance cheat sheet that is accessible to all staff with key award considerations based on the agreement.
3. Support responding to compliance queries, coordinating with the senior grants and partnership coordinator and HQ regional grants team as needed for complex cases.

PARTNERSHIPS

Promote Effective Partnerships

1. Promote and apply the IRC’s Partnership Excellence for Equality and Results System (PEERS).
2. Contribute to building a strong understanding of PEERS throughout the Poland Country Program through the provision of information to relevant departments and organization of relevant capacity-building activities.
3. Facilitate systematic partner feedback on IRC’s management of the partnership relationship, including the documentation of, and response to partner feedback.

Partnership Management

1. Help Country Program in the assessment of the CSO landscape and mapping and engaging appropriate and diverse partners (including QNGOs, LTGs, diaspora led organizations, INGOs, etc.).
2. Supervise the partnership vetting and due diligence processes with relevant departments.
3. Ensure that the partners project proposals are compliant with IRC and donor standards.
4. Lead the overall management of all partnerships in the designated portfolio and support the Partnership Working Group with facilitation and coordination of all partnership management processes.
5. Support the CP in the facilitation of Partnership Project Opening, review and Closing Meetings.
6. Coordinate partners narrative and finance reporting processes, ensuring that relevant departments provide timely and appropriate feedback.
7. Act as the IRC Poland focal point and main contact for partnerships, communicating information with the team and escalating questions or concerns as needed.
8. Maintain complete and organized partnership files according to PEERS requirements for each partner and regularly update Partnership Project Tracker / Monitoring Schedule.
9. In compliance with PEERS, overview the process sub-award agreements and agreement modifications on IRC’s Opportunity Tracking Information System (OTIS).
10. Support the Partnership Working Group to ensure that the Monitoring Visits to the partners are planned timely and effectively.
11. Ensure that the partner support plans are implemented in line with the Partnership Agreements.
12. In collaboration with the Partnership Working Group, ensuring that the close out of partnership projects are performed in alignment with PEERS and Partnership Agreements compliance requirements.
13. Perform other relevant tasks within the Grants and Partnership Department, set by the Senior Grants and Partnerships Coordinator.

Qualifications

JOB REQUIREMENTS

Mandatory:

1. BA degree or equivalent in International Development or Affairs, Finance, Business or related field; Advanced degree a plus – or equivalent work experience.
2. Minimum of 8 years’ of professional experience with I/NGOs or local/international public institutions.
3. Demonstrated successful experience working with partners.
4. Knowledge of key donor rules and regulations (in particular Government, Sida, and ECHO).
5. Highly organized, close attention to detail, and ability to effectively prioritize tasks in a fluid environment.
6. Ability to work well independently but also coordinate with other teams.
7. Willingness to travel to field offices and partner locations.
8. Professional fluency in spoken and written English; able to communicate concisely.
9. Fluency in Polish is considered a strong advantage.
10. Strong experience with Microsoft Word, PowerPoint Excel, and Outlook.
11. Strong organizational and time-management skills; proven ability to prioritize and deliver on time.
12. Ability to manage competing priorities, meet demanding deadlines and work under pressure in unstable security environments.
13. Excellent verbal and written communication skills as well as, an overall ability to be clear and concise in all communications.
14. Excellent inter-personal and intercultural skills.
15. Ability to work both independently and in a dynamic, cross-functional global team structure.

Key Working Relationships:

Position Reports to: Senior Grants and Partnerships Coordinator

Position directly co-supervises: Grants Officer, Partnerships Officer

Other Internal and/or external contacts: the position regularly corresponds and attends meetings with external and internal audiences, thus a strong ability to communicate and maintain positive working relationships is highly desirable for this position.

Internal: Technical Coordinators, Partnerships Department Staff, Finance team, Supply Chain team, etc.

External: IRC’s partners, Local donors, public and private stakeholders.

Standards of Professional Conduct:

The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.

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.

IRC is an Equal Opportunity Employer.

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