Grants & Budget Coordinator

Job Posting Organization:
The Airbel Impact Lab is the Research & Innovation Unit of the International Rescue Committee (IRC), which was established to design, test, and scale innovative solutions that address the needs of people affected by conflict and disaster. The organization leverages deep technical expertise and field experience, employing a diverse range of skills from behavioral sciences to human-centered design and strategy in humanitarian contexts. The mission of the Airbel Impact Lab is to develop breakthrough solutions that combine creativity with rigorous analysis, aiming to improve the lives of vulnerable populations globally. The IRC operates in multiple countries, focusing on delivering impactful humanitarian assistance and fostering resilience in communities.

Job Overview:
The Grants & Budget Coordinator is a pivotal role within Airbel’s Operations Team, tasked with ensuring high-quality grants management across a diverse and innovative research portfolio. This position reports directly to the Grants & Partnerships Lead and involves close collaboration with various stakeholders, including technical and project leads, grants teams, finance, and business development colleagues. The coordinator will oversee the timely and accurate reporting of grants, maintain comprehensive records, lead proposal development for new funding opportunities, and ensure compliance with donor requirements. Additionally, the role includes analyzing the financial health of the portfolio, supporting staffing and resource allocation, and identifying and mitigating project risks to ensure successful delivery of initiatives. This position is essential for maintaining the integrity and efficiency of the grants management process, contributing to the overall success of the Airbel Impact Lab's mission.

Duties and Responsibilities:
The Grants & Budget Coordinator will be responsible for a variety of key tasks, including:

• Post-Award – Portfolio Management: Design and manage grant coding structures for accurate expense tracking aligned with internal and donor requirements. Lead monthly portfolio reviews to assess expenditures, flag risks, and ensure compliance. Prepare and analyze monthly Budget vs. Actual (BvA) reports and financial dashboards to support reporting and decision-making. Ensure ongoing compliance with donor terms and IRC policies, coordinating with Airbel and HQ finance teams for accurate financial reporting. Maintain staff funding forecasts and monitor level of effort across awards to ensure proper time allocation and identify funding gaps.
• Compliance and Awards Management: Provide pre- and post-award guidance on donor rules and regulations to technical leads and country teams to ensure compliance. Proactively flag compliance risks and keep senior management informed of potential challenges related to contractual obligations, spend rates, or budget variances. Lead budget development for new proposals in collaboration with business development colleagues, ensuring compliance with donor and IRC review requirements. Oversee grant setup and management, including project kick-off meetings, procurement and spending plans, role alignment, and internal monitoring schedules. Manage an assigned grant portfolio in line with IRC policies, procedures, and program cycle standards. Maintain accurate and up-to-date grant records, ensuring proper storage of contractual documents, reports, and key correspondence.
• Training, Capacity Building, and Regional/Global Initiatives: Develop and share guidance for effective grants management, and deliver training on tools, systems, and best practices. Support the rollout of global initiatives (e.g., PEERS, PCM, GEDI) within Airbel, ensuring alignment with internal processes and priorities.

Required Qualifications:
Candidates must possess a minimum of 3-5 years of relevant work experience in institutional project management or grants management. They should have experience in supporting funding proposals for humanitarian or development projects from various donors, including governmental and institutional sources, across multiple sectors such as health, education, climate, and protection. A strong background in managing complex grants and projects throughout their implementation, including compliance, monitoring, and reporting processes, is essential. Candidates should demonstrate excellent budget management skills, including budget development, expense tracking, and spending plan development, with high proficiency in Excel. Experience working with local partners, including monitoring and capacity building, is also required. Strong interpersonal and communication skills are necessary to effectively collaborate in a multicultural environment across various time zones. The ability to work independently and productively in a fast-paced environment, along with strong analytical problem-solving skills, is crucial.

Educational Background:
A bachelor's degree in a relevant field is typically required for this position. Candidates with advanced degrees or specialized training in areas related to grants management, finance, or project management may have an advantage. Educational qualifications should reflect a strong foundation in financial management, compliance, and project oversight, which are critical for the successful execution of the role.

Experience:
The ideal candidate should have a minimum of 3-5 years of experience in grants management or institutional project management. This experience should include a demonstrated ability to support funding proposals for humanitarian or development projects, manage complex grants, and ensure compliance with donor regulations. Familiarity with financial reporting and budget management is essential, as is experience in working with diverse teams and stakeholders in a multicultural environment.

Languages:
Fluency in English and French, both verbal and written, is required for this position. Proficiency in additional languages may be considered a bonus, particularly if they are relevant to the regions in which the IRC operates. Strong communication skills in both languages are essential for effective collaboration and reporting.

Additional Notes:
This position may require working remotely full or part-time, and part-time remote employees may need to share workspace. The IRC is committed to diversity and is an equal opportunity employer, ensuring that individuals with disabilities are provided reasonable accommodations during the application and interview process. The organization adheres to the values and principles outlined in the IRC Way - Standards for Professional Conduct, which include Integrity, Service, and Accountability. The IRC enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.