Organization Summary:

World Relief is a global humanitarian organization whose mission is to boldly engage the world’s greatest crises. The organization was founded in the aftermath of World War II to respond to the urgent humanitarian needs of war-torn Europe. Since then, for 80 years, across 100 countries, World Relief has partnered with communities to build a world where families thrive and communities flourish. 

Today, organizational programming focuses on humanitarian and disaster response, community strengthening and resilience, and refugee & immigrant services and advocacy.

Position Summary:

The Grants Coordinator supports World Relief Sudan's grant portfolio by helping teams apply the Project Cycle Management (PCM) Manual, fulfil donor obligations, maintain complete project files, and meet reporting and approval deadlines.

Reporting to the Program Director, the Coordinator works with Project Leads, Area teams, Finance, MEAL, Risk & Compliance, and Home Office from project start-up through closeout. Project Leads retain responsibility for delivery, Finance for financial reporting, MEAL for validated results, and Risk & Compliance for independent assurance. The Coordinator brings their inputs together, follows up agreed actions, and supports constructive donor relationships.

1. PCM Implementation and Grant Setup

• Support Project Leads in applying the WRS PCM Manual's mandatory procedures, checklists, and approved tools throughout the project cycle; follow up gaps and escalate unresolved issues to the Program Director.
• Review grant agreements and approved amendments with relevant teams and maintain a register of obligations, responsible staff, deadlines, and required donor approvals.
• Help Project Leads organize project kick-off meetings and complete PCM start-up requirements so program and support teams understand deliverables, restrictions, and responsibilities.
• Maintain a country grant tracker and reporting calendar covering award periods, deliverables, reports, amendments, and closeout dates; flag overdue or emerging issues.

2. Donor Reporting and Quality Review

• Plan reporting schedules, allow time for internal review, and coordinate contributions from Project and Area teams, technical leads, partners, Finance, and MEAL.
• Use the PCM Manual's Donor Report Writing Guide to consolidate and edit narrative reports for clarity, completeness, verified results, and consistency with donor requirements.
• Work with MEAL and Finance to reconcile reported activities, results, and expenditure, referring discrepancies to the responsible teams for correction.
• Coordinate internal review and authorized submission of reports and responses to donor queries, and retain final approved versions and submission records.

3. Monthly Project Review Meetings and Change Management

• Help Project Leads schedule monthly Project Review Meetings for active awards after the monthly Budget Variance Report (BVR) is available, using the PCM meeting template; the Project Lead chairs the meeting.
• Compile inputs covering the Project Workplan, budget and forecasts, procurement, MEAL findings, community feedback, risks, partner performance, and reporting deadlines.
• Record decisions and action points with named owners, due dates, and approval requirements; circulate brief minutes within two working days where possible, track follow-up, and escalate unresolved actions.
• Coordinate amendment requests, budget realignments, and no-cost extensions using PCM change procedures and the Change Request Form, tracking required internal and donor approvals before implementation.

4. Project Files, Donor Coordination and Closeout

• Maintain complete project files with Project Leads using the PCM Project File Standard and Project File Checklist, including approved proposals, budgets, agreements, workplans, meeting records, reports, changes, and closeout documents.
• Check file completeness at start-up, mid-project, reporting periods, and closeout; follow up missing records and ensure current approved and submitted versions are organized and accessible to authorized staff.
• Prepare donor updates, meeting briefs, and responses with the Program Director and Home Office, routing commitments and submissions through authorized representatives.
• Coordinate PCM closeout checklists with Programs, Finance, Operations, and partners, following up final deliverables, reports, lessons learned, handover records, and final project filing.

5. Proposal and Partner Grant Support

• Support the Program Director in coordinating proposal inputs, donor formats, PCM templates, annexes, and compliance checks, drawing on lessons from existing grants.
• Coordinate partner reporting schedules and consolidate approved partner inputs with program and finance teams; flag gaps in deliverables or documentation.
• Work with Risk & Compliance on grant-related risks and follow up assigned management actions, providing records for independent reviews and partner assurance processes.

6. PCM Training and Professional Conduct

• Train and coach Project Leads, program and support staff, and relevant partners on the WRS PCM Manual, required tools, Project Review Meetings, project filing, and donor reporting.
• Identify recurring PCM implementation gaps, share lessons, and recommend practical improvements to tools and guidance through the Program Director.
• Model World Relief Sudan's values, protect confidential information, and report suspected fraud, safeguarding concerns, or other misconduct through established WRS channels.
• Complete other duties reasonably assigned by the Program Director.

Supervisory Responsibilities:

This position does not have direct reports. It coordinates grant management inputs and provides practical guidance to staff and partners across the country program.

• Commitment: Committed to the mission, vision, and values of World Relief Sudan.
• Education: Bachelor's degree in International Development, Project Management, Business Administration, Social Sciences, or a related field, or an equivalent combination of education and relevant experience.
• Experience: Minimum 5 years of relevant humanitarian or development experience, including at least 2 years in grants management, donor reporting, or a closely related function.
• Technical Skills: Practical knowledge of project cycle management, institutional donor requirements, grant amendments, and closeout. Ability to apply the WRS PCM Manual and train staff on its procedures and tools. Strong English writing and editing skills, with proficiency in Word, Excel, and shared document-management systems.
• Core Competencies: Strong planning, attention to detail, and problem-solving skills; ability to coordinate across departments, follow up actions, and manage competing deadlines with sound judgment and discretion.
• Language: Fluency in spoken Arabic and written and spoken English is required.
• Mobility and Working Conditions: Willingness and ability to travel to Area Offices and project locations as required, subject to WRS security procedures, and work effectively with dispersed teams in a changing humanitarian context.

Preferred Qualifications:

• Experience managing grants from several institutional donors, including UN agencies, pooled funds, or bilateral donors, and working with local implementing partners.
• Previous experience in Sudan or a similar humanitarian or development setting, and experience coaching staff on project cycle and grants management.
• Relevant training in project cycle management, grants management, or staff capacity building.

All CVs and certificates with a cover letter are submitted to SudanJob.