Grants Manager job at International Rescue Committee (IRC)

Description

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world’s largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you’re a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

SCOPE OF WORK

Based in Kampala, the Grants Manager will provide grant management, reporting, and business development support across the Uganda portfolio. The Grants Manager will work closely with program, MEAL, finance, operations, Senior Program & Quality Coordinator and senior management staff to ensure quality management of both pre- and post-award grants functions. The Grants Manager will support donor compliance, timely reporting, high quality proposal development, project document filing, and project management. The position holder will be supervised by the Grants and Partnership Coordinator and will work closely with other grants and partnerships staff.

Areas Of Responsibility

Grant Management

• Oversee grant modification requests, amendments and approval in OTIS for opportunity tracking and program adjustments.
• Collaborate with the Partnerships team to plan, implement, monitor, and close-out partnerships.
• Ensure program teams conduct monthly BVA meetings in the various project locations to monitor grants performance and expenditure, and promptly address any issues or concerns identified.
• Ensure the project leads schedule project cycle meetings in line with project cycle workplan and distribute guidance to relevant team members, monitor the preparation of materials in advance of those meetings, and follow-up on actions arising from those meetings.
• Coordinate with HQ for grant implementation, amendments, and compliance with IRC and donor regulations, acting as a liaison and providing technical guidance.
• Maintain OTIS submissions and ensure compliant management of partnerships by the Partnerships team.
• Undertake additional tasks assigned by the Grants & Partnership Coordinator and Senior Management Team.

Compliance

• Maintain up-to-date comprehensive knowledge of Donor guidelines relevant to the Uganda portfolio, including but not limited to USG, FCDO, EKN, private foundations, ECHO, UNHCR, and OCHA.
• Maintain effective coordination with the Awards Management Unit in IRC HQs and Region for any day-to-day requirements, including periodical budget realignments, modifications, managing cost/no-cost extensions, and other awards management processes as needed
• Provide training to IRC and partner staff on compliance and donor-specific compliance requirements.
• Ensure immediate reporting of suspected compliance issues through appropriate reporting mechanisms and distribute information on reporting concerns.

Business Development

• Assist in proposal development, ensuring alignment with donor and IRC standards in collaboration with the region and HQ.
• Participate in Go/No go decisions and support summarizing opportunity calls
• Regularly prepare the capture worksheet for all new opportunities
• Develop proposal development timelines, guidance materials and share donor templates with proposal teams.
• Facilitate review and consolidate comments from the technical reviewers

Reporting

• Support the timely coordination, writing, revision, and dissemination of high-quality reports to donors, including partner reports in line with donor requirements.
• Ensure reporting deadlines are distributed well in advance to relevant colleagues with correct templates including Finance, programs, M&E, and the regional unit.
• Work with communications and MEAL staff to collect lessons learned from IRC work and draft case studies from programs.

Coordination And Communication

• Review donor materials thoroughly with HQ, ensuring compliance and alignment with IRC branding in partnership with Communications & Advocacy.
• Inform staff of award changes and coordinate donor, technical, and partner meetings for project transitions and monitoring.
• Keep staff informed about donor communications and regulatory changes.
• Maintain constructive relations with donors, attend meetings and address compliance inquiries.
• Develop and disseminate program communications externally.

Information Management

• Manage documentation and ensure access to program records for IRC staff, maintaining institutional knowledge of electronic files in OTIS and Box.
• Maintain up-to-date grants trackers and calendars, including internal and donor reporting deadlines, budget vs. actual meetings, and Project Cycle Meetings.

Qualifications

• Bachelor’s degree or equivalent in journalism and communications, international affairs, development, international political economy, social works or another relevant field.
• A minimum of 3-4 years working in grants management and proposal/ business development/ humanitarian program setting.
• Proven experience on donor compliance regulations for major donors (USG, ECHO, FCDO, private foundations, etc.).
• Proven previous successful experience in project management, budget management, and high-quality report review and submission.
• Good communicator with strong organizational, time management and analytical skills.
• Fluency in English is critical – spoken and written.
• Proficiency in the Microsoft Office Suite, especially Excel.
• Strong writing and editing skills.
• Demonstrated attention to details, and ability to follow procedures but also uses initiative, meet deadlines, and work independently and cooperatively with team members.
• Flexibility to adapt to changing requirements and circumstances.
• Ability to juggle competing priorities, meet deadlines and work under pressure in an insecure environment.
• Aptitude to adapt to a different context regarding security, culture, climate or health issues.
• Willingness to travel.
• Commitment to women’s rights and IRC’s vision, mission and values, including sensitivity to cultural settings.
• Solid understanding of PSEA and GEDI.

NB: This advert will close on 1st September 2026

• Oversee grant modification requests, amendments and approval in OTIS for opportunity tracking and program adjustments.
• Collaborate with the Partnerships team to plan, implement, monitor, and close-out partnerships.
• Ensure program teams conduct monthly BVA meetings in the various project locations to monitor grants performance and expenditure, and promptly address any issues or concerns identified.
• Ensure the project leads schedule project cycle meetings in line with project cycle workplan and distribute guidance to relevant team members, monitor the preparation of materials in advance of those meetings, and follow-up on actions arising from those meetings.
• Coordinate with HQ for grant implementation, amendments, and compliance with IRC and donor regulations, acting as a liaison and providing technical guidance.
• Maintain OTIS submissions and ensure compliant management of partnerships by the Partnerships team.
• Undertake additional tasks assigned by the Grants & Partnership Coordinator and Senior Management Team.
• Maintain up-to-date comprehensive knowledge of Donor guidelines relevant to the Uganda portfolio, including but not limited to USG, FCDO, EKN, private foundations, ECHO, UNHCR, and OCHA.
• Maintain effective coordination with the Awards Management Unit in IRC HQs and Region for any day-to-day requirements, including periodical budget realignments, modifications, managing cost/no-cost extensions, and other awards management processes as needed
• Provide training to IRC and partner staff on compliance and donor-specific compliance requirements.
• Ensure immediate reporting of suspected compliance issues through appropriate reporting mechanisms and distribute information on reporting concerns.
• Assist in proposal development, ensuring alignment with donor and IRC standards in collaboration with the region and HQ.
• Participate in Go/No go decisions and support summarizing opportunity calls
• Regularly prepare the capture worksheet for all new opportunities
• Develop proposal development timelines, guidance materials and share donor templates with proposal teams.
• Facilitate review and consolidate comments from the technical reviewers
• Support the timely coordination, writing, revision, and dissemination of high-quality reports to donors, including partner reports in line with donor requirements.
• Ensure reporting deadlines are distributed well in advance to relevant colleagues with correct templates including Finance, programs, M&E, and the regional unit.
• Work with communications and MEAL staff to collect lessons learned from IRC work and draft case studies from programs.
• Review donor materials thoroughly with HQ, ensuring compliance and alignment with IRC branding in partnership with Communications & Advocacy.
• Inform staff of award changes and coordinate donor, technical, and partner meetings for project transitions and monitoring.
• Keep staff informed about donor communications and regulatory changes.
• Maintain constructive relations with donors, attend meetings and address compliance inquiries.
• Develop and disseminate program communications externally.
• Manage documentation and ensure access to program records for IRC staff, maintaining institutional knowledge of electronic files in OTIS and Box.
• Maintain up-to-date grants trackers and calendars, including internal and donor reporting deadlines, budget vs. actual meetings, and Project Cycle Meetings.

• Good communicator with strong organizational, time management and analytical skills.
• Fluency in English is critical – spoken and written.
• Proficiency in the Microsoft Office Suite, especially Excel.
• Strong writing and editing skills.
• Demonstrated attention to details, and ability to follow procedures but also uses initiative, meet deadlines, and work independently and cooperatively with team members.
• Flexibility to adapt to changing requirements and circumstances.
• Ability to juggle competing priorities, meet deadlines and work under pressure in an insecure environment.
• Aptitude to adapt to a different context regarding security, culture, climate or health issues.

• Bachelor’s degree or equivalent in journalism and communications, international affairs, development, international political economy, social works or another relevant field.
• A minimum of 3-4 years working in grants management and proposal/ business development/ humanitarian program setting.
• Proven experience on donor compliance regulations for major donors (USG, ECHO, FCDO, private foundations, etc.).
• Proven previous successful experience in project management, budget management, and high-quality report review and submission.
• Willingness to travel.
• Commitment to women’s rights and IRC’s vision, mission and values, including sensitivity to cultural settings.
• Solid understanding of PSEA and GEDI.