Job Description

BACKGROUND

Over the past 80 years, the International Rescue Committee (IRC) has developed unparalleled expertise in responding to emergencies and helping uprooted communities to rebuild. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster.

The IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and, most crucially, accountability to those we serve. The IRC is a tireless advocate for the most vulnerable.

The Awards Management Unit (AMU)

Established in January 2016, the AMU is a global unit with the responsibility for identifying, securing, and handling all funding from statutory/government donors. The unit is organized into five pillars: Strategic Partnerships, Programme and Grant Support, Compliance and Policy, Programme Development, and Training.

The AMU is a bridge between donors and country programmes: providing expert technical advice to country programs, while maintaining portfolio-level visibility to ensure consistency and compliance and manage 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.

Technical Excellence

At the IRC, we define and measure our success as positive changes in people’s lives in relation to five outcome areas: health, education, economic well-being, safety and power, while helping to narrow the gender gap. To achieve these outcomes – to drive our impact – our programs must be based on the best available evidence and aligned with our theories of change; adapted to context; responsive to client needs and preferences; and continuously improved by generating evidence, measuring what we do, and acting on what we learn. The Technical Excellence team supports the delivery of this.

Purpose of the Role

The Contracts & Grants Advisor, Technical Excellence supports the successful implementation and management of IRC’s non-European (e.g., U.S. government, UN) donor award requirements of grants and commercial contracts led by Technical Excellence (TEx) and Airbel. This includes providing guidance and support for successful award management including but not limited to: quality assurance of donor deliverables and reports; review of award and sub-award agreements and amendments; guidance on donor compliance throughout the project lifecycle; guidance on IRC systems and processes including partnerships and sub-awards; and management of assigned donor relationships.

The Contracts & Grants Advisor, Technical Excellence will also support in the development of internal organization working processes, tools, systems, guidance, and training for teams, along with TEx and AMU colleagues.

Scope and Authority

The post-holder provides support and advice in accordance with IRC and AMU systems and policies and facilitates multi-way communications on grant and contract implementation risks, issues, compliance, capacity building, and donor relations to enhance organisation-wide compliance.

Key Working Relationships

· Reports to Senior Contracts & Grants Manager

· Works as part of the wider AMU in close coordination with:

o Programme & Grant Support and Training teams

o Senior/Programme Development Advisors

o Compliance & Policy team

o Technical Excellence, Airbel, and other teams as required

o Strategic Partnerships Advisors

o Policy & Advocacy team

o Finance

o Country teams

o Donor focal points

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KEY RESPONSIBILITIES

Award management

· Provide effective, relevant and timely advice to Technical Excellence teams on systems and processes for managing, delivering and reporting on assigned portfolio of grants and contracts

· Support the creation of a strong knowledge-culture of sound contract and risk management practices within Technical Excellence, taking a proactive approach to mitigate against future risks

· Review award agreements and amendments and support negotiation with donors

· Review and provide feedback on project amendment requests, including programmatic changes, cost extensions, no cost extensions, and budget realignments

· Review donor reports for accuracy, quality, and compliance with donor requirements, and support timely submission

· Take a proactive approach to support project start-up, especially for complex grants and contracts, and address project implementation challenges

· Participate in grant and contract opening, review, and closing meetings, monthly Budget versus Actual (BvA) meetings, and other meetings with relevant teams as required

· Advise on donor compliance throughout the award lifecycle, referring non-routine and high-level compliance matters to the line manager and Compliance & Policy team

· Advise on sub-award management and compliance with IRC’s partnership procedures (PEERS), review sub-award agreements and amendments, and support negotiation with partners

Donor engagement

· Represent IRC at and/or help prepare colleagues for donor meetings and support ongoing relationship management with donors

· Support strategic donor engagement, and provide information about donor priorities, funding opportunities, and ways of working

Capacity building

· Provide guidance and training on donor rules and regulations in coordination with Compliance & Policy

· Provide guidance and training on IRC systems and processes (e.g., OTIS, PEERS)

· Contribute to development of internal organization working processes, tools, and guidance, and adapt existing processes, tools, and guidance for Technical Excellence as needed

· Coordinate with other AMU and other IRC teams to ensure Technical Excellence is kept apprised of and considered in development of tools, training and other resources

Other

· Review select donor proposals as assigned for quality and compliance with donor requirements, and support timely submission

· Other grant and contract management and coordination duties as assigned

JOB REQUIREMENTS

Skills, Knowledge and Qualifications:

· Understanding and practical experience of project management principles throughout the full project lifecycle (positioning to closeout)

· Excellent communication, influencing and interpersonal skills, including the ability to effectively manage a variety of relationships in a multicultural environment

· Strong diplomatic skills, including the ability to tailor language to different audiences and needs

· Demonstrated ability to collaborate effectively with colleagues in ‘remote’ and diverse teams

· Strong attention to detail to ensure own work, and work of others is of a consistent high quality in a fast-paced, demanding environment

- Solid organizational skills; detail-oriented; ability to multi-task and prioritize tasks, and to learn quickly

· Ability to work autonomously and under remote management

- Good IT skills (Word, Excel, Outlook) - Ability to travel internationally

Experience:

- Demonstrated experience with non-European institutional donors, especially US government and/or UN agencies, and knowledge of their regulations and procedures

· Experience with various award and sub-award types, especially contracts and sub-contracts

· Experience with donor engagement and providing guidance on donor and client compliance and awards management best practices

· Experience supporting negotiations with donors and project start-up, especially for large or complex awards

· Experience with complex consortia including NGOs, for profit organizations, and academic institutions

· Experience preparing, reviewing, and editing narrative and financial reports

· Experience working with and supporting technical experts on complex projects

· Experience building and maintaining relationships with senior staff across different teams and functions, including those based in other countries

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Equality, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

IRC et les employés de IRC doivent adhérer aux valeurs et principes contenus dans le IRC WAY (normes de conduite professionnelle). Ce sont l’Intégrité, Egalite, le Service, et la Responsabilité. En conformité avec ces valeurs, IRC opère et fait respecter les politiques sur la protection des bénéficiaires contre l’exploitation et les abus, la protection de l’enfant, le harcèlement sur les lieux de travail, l’intégrité financière, et les représailles.

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Qualifications