Awards Management Systems (OTIS) and Process Trainer

The International Rescue Committee (IRC) offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster, helping uprooted communities to rebuild. The IRC is on the ground in more than 40 countries, providing emergency relief, relocating refugees and rebuilding lives in the wake of disaster. Through over 20 regional offices in cities across the United States, we help refugees resettle in the US and become self-sufficient. We are a dedicated advocate for the most vulnerable.

Awards Management Unit (AMU)

This global unit is responsibility for identifying, securing, and managing all funding from statutory/government donors. The unit is organized into the following teams: Strategic Partnerships, Business Development, Compliance and Policy, Program and Awards Support, Partnerships, Training, and Strategic Planning & Operations.

The AMU is a link between donors and the field: providing expert technical advice to the field, while ensuring consistency, compliance and managing risk. This unit ensures that donor compliance policies and procedures are implemented consistently and supports all staff working across the grants management cycle for all restricted funding from global government sources.

Training and Curriculum Development team

For three years the training team has provided training to support the work of the other teams. This year the team will grow to a team of seven. We currently have a full-time Training Coordinator, two E-learning course writing specialists, led by a hands-on Training Director. We are currently recruiting for two new positions.

As AMU grows there is a need to formalise the processes and systems used. Awards management is at the heart of what we do. We need a trainer who can create and disseminate the training throughout IRC to improve our efficiency internally and our effectiveness with our clients, partners and suppliers.

Purpose of role

The purpose of this post is to develop training on our awards management systems and processes and ultimately support the delivery of finished training products in collaboration with key stakeholders in AMU. Our current system is called ‘OTIS’ but we are planning to change our system over the coming years. The role will focus on producing interactive training materials either for face-to-face training or online interactive webinars. It will also produce scripts for the e-learning team to use to create self-directed training. In time, this role will develop to supporting the delivery of training products (remote or in-person), working with the SMEs (Subject Matter Experts) of that system or process. We envisaged the role to be 70% on systems with 30% on general awards management.

KEY ACCOUNTABILITIES

Awards management system training design and development

• Interpret the SME ideas to develop learning objectives for the systems courses.

• From the learning objectives create a training outline

• Develop interactive and engaging content collaborating with specialist course writers depending on the training approach (ie face to face course, interactive webinars or e-learning course writers)

• Proactively improve courses based on feedback and own observation

• Proactively update courses based on revised processes and systems

• Contribute awards management systems messages into other trainings

Training delivery

• Facilitate online and face-to-face trainings, facilitating with others as needed

• Work with the relevant SME and Training Coordinator to ensure the logistics of a training course are in place, including

• Choosing and inviting participants,

• Pre and post communication,

• Venue / online meeting room booked,

• Travel where appropriate.

Knowledge management and communication

• Support improving Awards Management Systems overall knowledge management, including maintaining box and RescueNet documentation.

• Support the communication and advocacy of trainings and other resources throughout AMU and the broader IRC.

Key working relationships (internal and external)

• Reports to Training and Curriculum Development Director

• Close working relationship with the AMU Planning and Strategic Operations team

• Close working relationship with other members of the AMU Training and Curriculum Development team

• International colleagues (predominantly AMU but not exclusively) involved in curriculum development, course facilitation and training events.

• Close working relationship with Program & Award Support (PAS) and Business Development (BD) colleagues.

PERSON SPECIFICATION

Essential

Experience

• Practical experience and comprehensive knowledge of OTIS

• Ability to collaborate with stakeholders across all grades

• Demonstrates experience and expertise in taking complex topics and communicating them in an understandable and digestible manner

• Familiarity with the IRC’s awards management systems and processes

• Advising SMEs on the best training approach

• Developed and delivered interactive, adult focused training

• Experience of working in a complex and fast paced international organization

Skill

• Curiosity to learn new ways to train

• Design focused with a keen eye for detail

• Must be a skilled communicator. Must have strong interpersonal skills in order to interact confidently and effectively with all levels of internal and external stakeholders.

• A positive and collaborative approach with an ability to work calmly through complex situations.

• Highly computer literate and good understanding of Microsoft Outlook, Word, Excel, and PowerPoint.

Desirable

• Demonstrable interest in working for an international non-profit organization.

• Knowledge of IRC structures and processes around award management

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This job description is a guide to the work you will initially be required to undertake. It summarizes the main aspects of the job but does not cover all the duties that the job holder may have to perform. It may be changed from time to time to meet changing circumstances. It does not form part of your contract of employment and as your experience grows, you will be expected to broaden your tasks, suggest improvements, solve problems and enhance the effectiveness of the role.

COVID-19 Vaccination Requirement:

In accordance with IRC’s duty to provide and maintain a workplace that is free of known hazards and our commitment to safeguard the health of our employees, clients, and communities, IRC requires new hires to furnish proof of vaccination against COVID-19 in order to be considered for any in-office or hybrid positions. All IRC US offices require full vaccination to attend any in-office functions (e.g., meetings, trainings).

Commitment to Diversity and Inclusivity:

IRC is committed to building a diverse organization and a climate of inclusivity. We strongly encourage applications from candidates who can demonstrate that they can contribute to this goal.

Equal Opportunity Employer:

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

US Benefits:

We offer a comprehensive and highly competitive set of benefits. In the US, these include: 10 sick days, 10 US holidays, 20-25 paid time off days (depending on role and tenure), medical insurance starting at $145 per month, dental starting at $7 per month, and vision starting at $5 per month, FSA for healthcare, childcare, and commuter costs, a 403b retirement savings plans with up to 4.5% immediately vested matching contribution, plus a 3-7% base IRC contribution (3 year vesting), disability & life insurance, and an Employee Assistance Program which is available to our staff and their families to support counseling and care in times of crisis and mental health struggles.

Compensation:

Posted pay ranges apply to US-based candidates. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.

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