Grants & Contracts Coordinator

New York, NY HQ USA: USD 76,600.00 - 83,040.00 Annually

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Work Arrangement: Fully Remote

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 International Rescue Committee UK is part of the IRC global network, which has its headquarters in New York and London. 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, the IRC also helps refugees resettle in the US and become self-sufficient.

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.

Technical Excellence and Grant Operations & Analytics Team

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. Established in April 2021, the Grant Operations & Analytics Team (GOAT) brought together grants, business development, finance, and analytics functions and staff from each Technical Excellence Unit to one centralized team to increase efficiency, effectiveness and quality control across Technical Excellence grants and business operations. The primary purpose of this new team is to harmonize capacity and capabilities and drive efficiencies by establishing consistent, high quality standards and best practices to the service of improved budgeting, grants & contracts management, business development, and data collection and analytics. The Grant Operations & Analytics Team strives to build a diverse and inclusive team at all levels who as individuals, and as a group, create a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible service to our clients.

The Role:

The Grants & Contracts Coordinator, with a Commercial Contract Management focus, will maintain quality awards management for a portfolio of complex awards within IRC’s Technical Excellence (TechEx) Department. Reporting to the Deputy Director, Award Operations, Grant Operations and Analytics Team (GOAT), this position will work closely with in-country and HQ awards staff, finance and business development teams to ensure timely and accurate award reporting, maintenance of award records, and leadership of the proposal process for new awards. The Grants & Contracts Coordinator will also be responsible for the hiring and supervision of several grants & contracts award managers.

Major Responsibilities:

Awards Management (estimated 50% of time):

• Develop and maintain an in-depth understanding of TechEx awards, donor compliance, and budget conditions and status

• Design and manage systems, capacity and capability for accurate and timely tracking of budgeting, spending, reporting, and compliance for intricate awards

• Lead risk management and mitigation strategies to ensure accuracy of award financial/budget reports; promptly flag issues and TechEx Directors on areas of concern

• Prepare financial internal and donor reports and review narrative donor reports, coordinating with the necessary technical and field staff as necessary

• Liaise between donors and project teams on matters of financial and award compliance

• Attend and actively participate in all award related meetings

• Manage OTIS (Opportunity Tracking Information System) workflow for ongoing awards, reporting, agreements and amendments

• Coordinate the approval of agreements, amendments, cost extensions and no-cost extensions for TechEx awards

• Work closely with the Awards Management Unit on all compliance and post-award award activities

• Assess linkages with Finance and the Awards Management Unit to pinpoint gaps and challenges and find solutions as needed.

• Collaborate with the Data Analytics Coordinator to provide strategic analyses on commercial contract portfolio composition; revenue and cost forecast; business development tracking and projections; program quality framework; scorecards; and other areas as needed

• Act as contracts implementation focal point within TechEx.

• Ensure TechEx’s full cost recovery from Commercial Contracts

• Ensure TechEx’s commercial contracts management is in line with GOAT’s awards management processes.

Business Development (estimated 20% of time):

• Support the Senior Advisor, Business Development and Unit technical staff in the development of high value proposals for new development opportunities, including reviewing and contributing to concept notes, proposals and creating budgets ensuring donor and IRC compliance.

• Support the Senior Advisor, Business Development to continue to build and refine business development processes for TechEx Commercial Contracts bids.

• Support the Senior Advisor, Business Development in tracking the pipeline of business development opportunities across TechEx and assist with assigning business development (concept note, EOI, proposal development) to Awards Managers.

Staff Supervision & Development (estimated 30% of time):

• Supervise grants & contracts managers

• Monitor and build the technical capacity of direct reports as needed

• Maintain and promote a positive work environment for direct reports including providing timely support, effective feedback and professional development opportunities

• Ensure that direct reports understand the roles and responsibilities of their position, have agreed performance objectives for each year and receive required training on IRC systems and processes

• Monitor quality, activity timelines and due dates for deliverables to ensure staff meet internal and/or external requirements and deadlines

Key Working Relationships:

You will report to: Deputy Director, Award Operations, Grant Operations and Analytics Team.

Position supervises: Grants & Contracts Managers

Position works closely with: the Senior Advisors and Deputy Director, Business Operations in GOAT, Finance Department and the Awards Management Unit colleagues.

Job Requirements:

• 5+ years of progressive work experience including awards management, budget management, systems and procedure development

• Successful experience managing complex awards, particularly commercial contracts funded by FCDO or USAID

• Highly collaborative and pro-active colleague with talent for teaming with cross-functional groups

• Skills for and interest in providing creative solutions for challenging organizational systems and procedures

• Strong Microsoft Office skills and experience with organizational information and financial systems

• Previous management experience and/or training

• Proven acuity to thrive in a fast-paced team environment and continuously adapt to new challenges and dynamic priorities, while maintaining professional grace and a sense of humor

• Dedication to diversity, equity and inclusion and a strong passion for our mission

• Excellent written and verbal communication skills in a multi-cultural environment

• University degree in Business Administration, Finance; International Development or a related field or equivalent work experience

The Grant Operations & Analytics Team strives to build a diverse and inclusive team at all levels who as individuals, and as a group, create a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible services to our clients.

The International Rescue Committee is an Equal Opportunity Employer. International Rescue Committee considers all candidates based on merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, 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

The International Rescue Committee is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including flexible hours (when possible), parental leave, transportation support, and gender-sensitive security protocols.

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. For additional location salary ranges, please discuss with recruiter.

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.

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