Grants & Sub-Awards Manager FTE AFD

Job Description

IRC opened the country program in Mali in 2012. Our programs range from humanitarian assistance to early recovery activities, focusing on child protection, education, economic well-being, nutrition, health, water and sanitation, and governance. We work in both northern, central and southern Mali. Conflict and drought have displaced hundreds of thousands of people in Mali and neighboring countries. The security situation in the north remains fragile. Nevertheless, the needs of displaced people and host communities affected by the conflict are widespread and the issue of humanitarian access is an ongoing process. IRC works in northern and central Mali to provide essential EHA, education, economic well-being, protection and health programs in the most remote areas. The position is designed to help improve the capacity and strengthen the resources of populations to prevent and mitigate crises, manage change, and build self-reliance and resilience.

Position overview

The ideal candidate will have excellent coordination skills, the ability to innovate and problem solve effectively, and the ability to work with multiple stakeholders across the various technical and support departments of IRC Mali. Experience working with AFD and/or on AFD-funded projects would be an asset, as the Grants and Sub_Awards Manager will be working on a Water, Sanitation and Hygiene project implemented by IRC and funded by the French Development Agency (AFD).

The Grants and Sub_Awards Manager reports directly to the Program Development and Grants Coordinator, and collaborates with the Grants Department, Program Departments, and Operations and Finance Departments on several tasks.

Major Responsibilities

Compliance with donor rules, management of contractual processes and donor reporting

• Coordinate all contractual processes related to the AFD project, in collaboration with IRC HQ and the donor: No Objection Notification (NNO), budget realignments, amendment requests, and contract amendments.

• Specific management of the contractual process related to the lifting of conditions precedent to requests for disbursement of AFD project funds, through the production/verification and compilation of narrative, financial and supporting documents. Ensure that all documents are updated monthly and available for AFD audits or ad-hoc requests.

• Based on a thorough understanding of project contract documents, be able to proactively raise potential compliance issues to the coordination teams and keep the Programd Development and Grants Coordinator informed of any anticipated inability to meet contractual obligations.

• Coordinate the overall donor reporting process through effective internal and external communication channels ; both for narrative and financial reports, as well as any additional documents to be submitted to donors. Ensure the quality of narrative and financial reports, including : ensuring consistency between narrative and financial reports and being responsible for monitoring project indicators in collaboration with the Project Manager and the Wash Coordinator.

• Ensure compliance with deadlines set by headquarters and IRC and donors for reporting and submission of contractual and ad hoc documents, to ensure timely submission.

• Support the Program Development and Grants Coordinator and the entire coordination team in managing communications and meetings with the donor, national and local authorities, and IRC partners in Mali. Ensure the orderly archiving of donor communications.

• Produce toolkits, lessons learned documents and training for IRC teams (Mali and global) on AFD donor rules.

Support IRC Mali's Finance, Logistics (Supply Chain) and Program departments in the management of the AFD project to ensure donor compliance at all stages of the process

• Ensure the compliance with donor rules and requirements in all procurement and contracting processes related to the project, including active participation in the bidding process

• Support the Finance Department in the preparation of project audits : organization, archiving and verification of documentation, constitution of supporting documents files

• Support the Finance Department and the Program Department in the financial monitoring of the project, including support for the production of spending plans, monitoring of actual expenditures, anticipation of under and over-spending situations

• Support the Program Department in updating project program documents, such as the work plan, list of implementation sites, compilation of work reports and photos of works, and others.

Local partnership management

• Oversee, facilitate and coordinate all aspects of the partnership cycle for project partners in the context of projects and the implementation of IRC's PEERS system, in close collaboration with the Program, Finance and Operations departments.

• Support the Program Development and Grants Coordinator in monitoring the contractual aspects of partnerships and ensuring that the specific requirements of the AFD-funded project are reflected in the partnership agreements and implemented by the partners.

• Closely monitor partners' activities, the submission of their programmatic and financial reports - through the organization of participatory meetings - and ensure regular and productive communications with project partners

Key working relationships

Supervision: Program Development and Grants Coordinator

Direct supervisee:

Technical supervisee :

Indirect Supervision: Programs Team

Other internal and/or external contacts:

Internal: Other program coordinators, ERD technical advisor, Governance technical advisor, Nutrition advisor, field coordinator, supply chain coordinator, finance controller, deputy director of operations, human resources coordinator, grants manager, and monitoring and evaluation coordinator

External: AFD

Job Requirements

• Bachelor's or master’s degree in international relations, international development, humanitarian project management, or related field.

• Two to four years work experience in a similar position in humanitarian or development organizations.

• Demonstrable understanding of the humanitarian project management cycle and the logical framework concept.

• Demonstrable understanding of Logistics, Procurement, Supply Chain & Contracting procedures.

• Knowledge of project financial management procedures, as well as financial, logistical and programmatic project audit processes

• Experience in managing external communications with donors and partners

• Familiarity with grant contracts and regulations of European donors, particularly the French Development Agency (AFD).

• Excellent writing skills in French.

• Excellent oral comprehension and communication skills in French.

• Excellent organizational skills and ability to prioritize tasks to meet multiple deadlines.

• Proactivity, dynamism, and autonomy in completing tasks.

• Strong attention to detail, template, presentation, and readability of documents.

• Ability to coordinate the production of deliverables with multiple stakeholders and different operational departments

• Strong MS Office skills, including Word and Excel.

Professional standards: The IRC and IRC employees have an obligation to adhere to the values and principles set forth in the IRC Way Code of Business Conduct. It is in accordance with these values of Integrity, Service, Equality and Accountability that IRC implements and enforces policies on protection of beneficiaries from exploitation and abuse, child protection, workplace harassment, fiscal integrity and anti-retaliation.

This position is unaccompanied.

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Qualifications