Emergency Grants Coordinator

Job Summary

The Emergency Grants Coordinator mobilizes, tracks, and safeguards institutional donor funding during active humanitarian crises. The mandate covers managing multi-million dollar donor pipelines, enforcing strict compliance structures, coordinating multi-stakeholder proposals, monitoring project budgets alongside finance teams, and establishing rigorous sub-grant partner evaluation protocols to protect programmatic integrity under high-pressure conditions.

Qualification

• Technical Grant Writing Prowess: Exceptional, advanced command of English writing, editing, and technical articulation. Must have a proven history of turning raw field telemetry into polished funding proposals.
• Bilingual Aptitude (Preferred): Professional verbal and written working proficiency in French is highly desirable. Additional language skills relevant to major humanitarian theaters are a strong asset.
• Financial & Budgeting Literacy: Advanced understanding of project budget construction, cash-flow run-rates, and financial reconciliation tools, working in lockstep with global finance units.
• Systemic Agility & Resilience: Documented psychological and operational resilience, with the capacity to work autonomously, balance shifting field realities, and execute flawless project steps under tight deadlines in conflict-affected environments.

Experience

Candidates must have a verified background in emergency response operations and international public funding management:

Institutional Donor Compliance & Proposal Architecture

• Frontline Tenure Alignment: Significant, referenceable professional experience operating within humanitarian grants management, international relief program operations, or emergency field compliance settings.
• Donor Regulation Fluency: Comprehensive, deep working knowledge of the rules, compliance thresholds, visibility structures, and reporting guidelines of major global humanitarian donors. This includes UN agencies (UNHCR, UNICEF, OCHA), USAID/BHA (Bureau for Humanitarian Assistance), ECHO/EC (European Civil Protection and Humanitarian Aid Operations), and FCDO.
• Coordinated Material Iteration: A proven track record of orchestrating complex, multi-sector funding bids and proposals across diverse technical leads, localized partners, and headquarters compliance officers.

Information Management, Sub-Grants & Capacity Building

• Monitoring, Evaluation & Data Systems: Solid understanding of data collection frameworks, logical framework design, and information monitoring tools that support transparency and downward accountability.
• Sub-Award Partner Governance: Experience directing localized sub-grant processes, including conducting pre-award risk assessments, tracking partner deliverables, and administering compliance training to build trusting relationships.
• Talent Development & Mentorship: Past success recruiting, onboarding, training, and managing local country-program grants personnel in short-turnaround environments.

Key Responsibilities

1. Rapid Emergency Proposal Engineering (35%)

• Coordinate Funding Submissions: Lead the development, structuring, and final sign-off of urgent funding proposals. This involves building strict operational timelines, gathering technical and financial inputs, and writing clear project overviews.
• Liaise with Global HQ: Serve as the primary field-to-headquarters link, ensuring all draft proposals clear internal policy filters and technical reviews before formal donor submission.
• Design Multi-Sector Budgets: Collaborate with logistics and finance leads to build realistic project budgets that align with donor cost principles.

2. Grant Governance, Compliance & Reporting (35%)

• Enforce Compliance Oversight: Provide real-time, expert guidance to field leadership regarding donor compliance rules, geographic procurement limits, and visibility mandates.
• Author Performance Disclosures: Draft, edit, and deliver comprehensive, high-quality, and timely narrative reports detailing project outputs and funding stewardship for institutional donors.
• Lead Portfolio Reviews: Run grant opening, mid-term, and closing review meetings, ensuring documentation is circulated early, action items are assigned, and milestones are achieved.

3. Local Partner Sub-Grants & Information Management (20%)

• Govern Partner Networks: Manage localized sub-grant lifecycles, executing impartial risk audits, verifying localized reporting, and training sub-grantees to improve financial compliance.
• Systematize Records Archiving: Maintain tidy, auditable digital project files, tracking sheets, reporting schedules, donor contact matrixes, and verification libraries.
• Integrate Data Stream Tracking: Coordinate with Monitoring and Evaluation (M&E) teams to ensure raw field data collection maps directly to formal donor performance metrics.

4. Representation, External Communications & Handovers (10%)

• Represent the Organization: Participate in humanitarian cluster meetings, local government roundtables, and donor groups to minimize duplication and share operational best practices.
• Support Media and Communications: Coordinate with emergency response leads to assist with incoming media inquiries, human-interest narratives, and situational communications.
• Execute Clean Handovers: Prior to deployment exit, author a clear handover file that protects program memory by transferring all data logs, performance reviews, and contract files to your successor.

Expected Outputs & Deliverables

• Fully completed, multi-sector funding proposals cleared by HQ and submitted ahead of donor deadlines.
• High-quality, data-verified narrative reports accepted by institutional donors (BHA, ECHO, UN) with zero compliance flags.
• Completed pre-award assessments, formalized grant files, and capacity-building training templates for local partner organizations.
• Maintained grant information dashboards, reporting calendars, and compliance matrices for active emergency responses.
• Comprehensive, documented handover briefs delivered to incoming field staff at the end of each surge block.

Skills Required:

• Sales / Marketing / Business / Management