ET RRM Grants Coordinator

Background:

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their lives. The IRC works with people forced to flee from war, conflict and disaster and the host communities which support them, as well as those who remain within their homes and communities. We began work in Ethiopia since 2000 and currently implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response.

The IRC has a focus on narrowing the gender gap in humanitarian aid and ensuring that we contribute to gender equality, diversity, and inclusion in both our programs and operations by working to establish a context where our clients (including those from minority groups) enjoy the same rights and opportunities as well as an equal access to services. The IRC also has a strong commitment to creating an equitable and inclusive culture, where safeguarding is upheld in our workplace and programs. We are determined to protect our clients and staff from safeguarding violations through prevention and, where misconduct is alleged, to address it without fear or favor.

Job Overview:

The ET-RRM Grants Coordinator is responsible for managing IRC Ethiopia’s multi-donor, multi-million Euro Ethiopia Rapid Response Mechanism (RRM) project, funded by ECHO, Irish Aid, and other donors. This role is embedded within the RRM team and works in close coordination with the Grants and Partnerships Unit. The Grants Coordinator ensures effective coordination, administration, and compliance of RRM grants. Key responsibilities include leading or supporting the development of new proposals, budget realignments, and project revisions. The coordinator also reviews sub-award proposal packages and partner reports to ensure alignment with donor requirements.

Additionally, the Grants Coordinator is responsible for maintaining accurate grant documentation and ensuring timely, high-quality donor reporting in line with IRC internal systems and guidelines. Though based in Addis Ababa, this role requires occasional travel to field sites. This position collaborates closely with RRM team members, technical coordinators, the finance and operations teams, and the Grants and Partnerships Unit to ensure seamless program implementation and compliance.

Grants Management

• Lead the coordination and quality control of all donor reporting for the ET-RRM grants portfolio, ensuring timely submission and compliance with IRC and donor requirements. This includes managing the reporting tracker, coordinating HQ reviews, and providing clear timelines to technical and finance teams.
• Ensure all donor requirements and government reporting obligations are met in collaboration with relevant departments.
• Coordinate and facilitate all Project Cycle Meetings (PCMs) for ET-RRM grants, ensuring participation from relevant technical, finance, partner, and partnership staff. Ensure meeting dashboards are updated and action points are followed up.
• Support adherence to the Start Projects On Time (SPOT) SOP during project start-up. Share relevant documents for timely initiation of MoU/LoU processes as needed with relevant ET-RRM partner organizations and ensure signing is completed as required.
• Collaborate with finance and program leads to monitor monthly burn rates and implementation progress of ET-RRM projects, proactively identifying and flagging any delays, compliance concerns, or performance issues to the RRM Director.
• Lead and coordinate the submission of grant amendments, including technical and budget narrative revisions, in collaboration with technical teams and the finance lead for the project.
• Coordinate closely with the Partnership Unit on sub-award project review (narrative and budget) to ensure alignment with prime awards, and review of partner reports to ensure donor compliance.
• Track RRM responses and updates in collaboration with the ET-RRM and Partnerships units to maintain grant alignment with programmatic delivery.

Business Development / Proposal Development

• Lead and coordinate the development of new or recurrent RRM proposals, ensuring alignment with donor guidelines and requirements. Facilitate program design workshops and gather inputs from technical, finance, and MEAL teams.
• Ensure timely review and submission of high-quality proposals (narrative and budget) to IRC Ethiopia Finance, HQ, and donors.
• Ensure all proposals are in line with the Strategic Action Plan (SAP), meet internal quality standards, and incorporate IRC’s Outcomes and Evidence Framework (OEF).
• Liaise with IRC’s global office (DG) to ensure consistency, compliance, and timely feedback loops during proposal development.

Liaison and Special Tasks

• Act as the primary grants focal point for the ET-RRM portfolio in donor communications, including responding to requests, sharing program updates, and ensuring proactive communication.
• Coordinate donor field visits and ensure that donor feedback is documented and acted upon in collaboration with the ERR and Field teams.
• Monitor and ensure all visibility and branding requirements are fulfilled across ET-RRM grants, in coordination with the communications and partnership teams.
• Complete special projects assigned by the RRM Director.

Government Proposal, Permission Requests, and reports

• Develop comprehensive government permission request packages for all newly awarded ET-RRM grants. This includes preparation of Letters of Understanding (LOUs), Memoranda of Understanding (MOUs), work plans, staffing lists, logframes, budgets, and project activity summaries—based on donor-approved grant agreements and supporting documentation.
• Collaborate with relevant IRC departments and designated focal points in partner agencies to ensure that all necessary documentation is prepared and submitted to obtain required permissions from government agencies.
• Draft and process amendments and No-Cost Extensions (NCEs) as needed to update government partners and secure continued authorization for ongoing project activities.
• Solicit, collate, and edit and ensure project specific government quarterly and terminal reports are submitted timely as per signed MoUs/LoUs. Coordinate with Finance, to ensure financial reports are shared on time.

Others

• Provide people management support to team members or temporary staff as needed and as assigned by the RRM Director.
• Perform other duties as assigned by the RRM Director to support the successful implementation and management of the ET-RRM program.

Safeguarding Responsibilities

• Promote and actively participate in initiatives and efforts to build team engagement, inclusion, and cohesion in the IRC Ethiopia team and field offices.
• Foster ongoing learning, honest dialogue, and reflection to strengthen safeguarding practices and uphold IRC values and policies across all aspects of grants management and partnership engagement.

Educational Requirements:

• BA degree required; Master’s degree in Business Management, International Affairs, Social Sciences, strongly preferred.

Preferred experience & skills:

• At least 6 years of experience in program management and or grants management and proposal/business development/design; or
• At least 4 years of management experience
• Prior knowledge of donor (ECHO, EU, USAID, FCDO, OCHA etc.) and government regulations preferred.
• Advanced MS Excel and Math skills required (skills will be tested through an exam)
• Good communication with strong organizational, time management and analytical skills.
• Excellent interpersonal, cultural and respectful skills.
• Flexibility to adapt to changing requirements.
• Strong capacity to mentor and build capacity of staff.
• Ability to balance priorities, meet demanding deadlines and work under pressure in unstable security environments.
• Strong digital literacy required.
• Previous successful experience developing projects, writing winning proposals and donor reports preferred.

Language Skills:

• Proficiency in English, spoken and written, is the most important requirement for this job. Proficiency in Amharic preferred.