Senior Contracts Advisor, Gavi REACH

Job Description

The IRC delivers emergency aid, protects children, provides health care, prevents and responds to violence against women and girls, safeguards human rights and helps to kick-start economic recovery.

Working in more than 40 countries, the IRC has restored hope and opportunity to many millions of people. Through 22 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.

Job Overview

The Senior Advisor, Gavi Contracts is responsible for providing contract management and support to the Gavi project and its delivery across Ethiopia, South Sudan, Somalia, and Sudan. The role will be the project expert to ensure successful commercial delivery of the Gavi contract. The Senior Advisor will focus on facilitating start up and sub-awarding during inception and the beginning of implementation and will provide ongoing support and contract management as part of the project team throughout implementation.

Specific Responsibilities

1. Award Management and Monitoring

• Coordinate sub-award processes with all partners including due diligence for partner compliance with Gavi terms and conditions, drafting of sub-contracts, and negotiation

• Coordinate technical and other specialist support and inputs required from non-project IRC teams for the completion of due diligence processes

• Maintain an overview of the Gavi award and sub-contracts, providing ongoing monitoring and advice to facilitate decision making and timely response to issues as they arise

• Develop system to track, validate and aggregate results from core team and all subcontractors to meet donor reporting requirements and track progress against KPIs

• Provide effective, relevant, and timely advice to country teams, regional teams and the Grants Operations and Analytics Team (GOAT) on systems and processes for managing, delivering and reporting on Gavi contracts, including providing training as needed.

• Coordinate and support in-country Grants Focal Points for day-to day award and compliance support

• Working closely with Finance Officer, ensure quality control of all financial forecasting and reporting deliverables, including training on systems/processes if needed.

• Support Deputy Project Director with establishing and overseeing all award related routines, such as award review meetings, etc.

• In partnership with Deputy Project Director, develop monitoring plan for sub-contractors

• In partnership with Deputy Project Director, develop handover plan for contract management, identifying responsibilities for all contract management tasks

2. Donor Reporting and Compliance

● Advise on donor compliance for this specific award, working closely with AMU team to ensure templates and toolkits to support compliance, appropriate contract management and Gavi contract implementation are adhered to.

● Support procurement processes to ensure items procured in abidance with donor compliance rules.

● Support project team to ensure accurate reports are produced in a timely manner and in line with the Gavi agreement and related terms and conditions

● Provide Gavi award and compliance focused capacity strengthening to staff at headquarters and in country programs working on Gavi projects

● Support with the onboarding training for project staff to ensure they are familiar with required policy documents and all relevant Gavi compliance requirements

● Monitor and facilitate compliance of programs with Gavi and IRC requirements and raise issues affecting external/internal compliance

● Support with the engagement of auditors and the response to the annual audit process, in line with Gavi audit requirements

● Contribute to the development and support periodic review of the project risk management matrix in relation to particular compliance risks or issues with contractual deliverables.

● Provide advisory support to the finance team to develop appropriate systems and processes for the tracking and billing of costs according to Gavi terms and conditions.

3. Communications

• Participate in and, where appropriate and delegated, lead donor meetings and communications related to the contract and in response to specific issues where contract specialist expertise is required

• Maintain regular communications with the project team and build collaborative relationships with colleagues working on the Gavi project and in relevant IRC teams

• Play an active and engaged role within the project team and GOAT, supporting team priorities, strategic initiatives, and contributing to our contracts “community of practice”

Key Working Relationships

Position Reports to: Gavi REACH Deputy Director

Position directly supervises: Subcontracting consultants

Indirect Reporting: Senior Contracts Specialist, GOAT

Other Internal and/or external contacts:

• Internal

o Gavi project staff (program, finance, etc.)

o Country and Regional Program grants staff

o Grants Operations and Analytics Team (GOAT)

o AMU Program and Grant Support (PGS) team

o AMU Compliance & Policy (C&P) team

o Finance Department on matters of financial management

• External

o Partner and sub-awardee staff (awards, compliance, due diligence)

Job Requirements

Minimum Requirements

● Bachelor’s degree International Affairs, Public Administration, Economics, Business Studies, Accounting, Commerce, or other related fields

● Demonstrable related work experience, preferably for an International Non-Governmental Organizations or with private sector organizations

● Previous experience managing Gavi contracts and sub-contracting

● Experience working with remote, multi-cultural, and multi-disciplinary teams across multiple project sites

● Experience of supporting start-up/inception phases of larger contracts and negotiations with donors.

● Experience managing complex grants and projects throughout implementation, including compliance, monitoring, and reporting processes.

● Experience of negotiation of programmatic and financial contractual arrangements with donors and partners.

● Excellent organizational skills: the ability to work independently & productively in a fast-paced environment and ability to effectively see projects through from start to finish.

● Excellent interpersonal and communication skills: the ability to successfully and effectively liaise with a variety of people in a multi-cultural environment and work on a virtual team;

● Flexible work attitude, proactive and demonstrated creativity: the ability to work productively in a team environment and the ability to problem solve creatively with minimal guidance;

● Excellent Computer skills: proficient in all MS Office

Language Skills: Fluency in English, both written and verbal is required

Preferred Requirements

● Experience in humanitarian setting or development contexts

● Experience/familiarity with NGO professional setting

Working Environment:

● Standard office work environment

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

#LI-GR2

Qualifications