Consortia Grants Manager

BACKGROUND TO IRC

The International Rescue Committee, one of the world’s largest humanitarian agencies, provides relief, rehabilitation and post-conflict reconstruction support to victims of natural disaster, oppression, and violent conflict in 42 countries. The IRC is committed to bold leadership, innovation, and creative partnerships. Active in public health, education, livelihoods, women's empowerment, youth development, and protection and promotion of rights, the IRC assists people from harm to home.

The Ebola outbreak in West Africa is unprecedented in scale and in the response required. No previous outbreak has had as many confirmed cases, or as wide of a geographic spread. The situation is complicated by the porous nature of the regions’ borders, inaccessibility of the terrain, and the presence of multiple active sites of transmission. The outbreak in Sierra Leone started in May 2014 and has rapidly spread due to porous borders, insufficient contact tracing, community fears, and misperceptions.

SCOPE OF WORK

The IRC is leading a consortia of 14 international non-governmental organizations (INGOs) currently implementing programs in health and education. The Ebola Response Consortium (ERC) is a group of 9 non-governmental organizations who are supporting the Ministry of Health and Sanitation (MoHS) in the Ebola response. The ERC currently supports three key initiatives within the response: 1) support of a national strategy for Infection Prevention and Control (IPC) and screening of suspected EVD cases at all peripheral health units in the country; 2) support for effective surveillance in 10 districts of the country; and 3) continuation of primary health care in five districts. The Education Consortium (Ed Co), a group of 5 NGOs who are supporting the Ministry of Education, Science, and Technology (MEST), supports programming aimed to improve schooling in Sierra Leone. Ed Co works with MEST, teachers, and communities to improve learning outcomes while ensuring the school environment is safe and protective. The consortia is also exploring the possibility of expanding its scope of work to include protection programming with 7 other NGOs. The Consortia Grants Manager will work together with Consortia Grants Unit staff to maintain quality grants management for both short-term emergency and longer-term recovery grants. Reporting to the Consortia Grants Coordinator, this position will work closely with partner and IRC program managers, finance, and operations staff on compliance, donor regulations, and reporting.

SPECIFIC DUTIES AND RESPONSIBILITIES

Grants Administration:

• Ensure that all consortia grants or contracts are well administered (including maintenance of comprehensive grant files) and implemented in compliance with the relevant donor regulations and IRC procedures.
• Manage all external reporting, ensuring high-quality, well-written and timely reports meeting donor and IRC requirements, with support from the Grants Coordinator and partner and IRC program managers/coordinators.
• Ensure that draft reports are disseminated for review and feedback by senior management team and HQ staff prior to submitting the final report to donor.
• Ensure quality information management related to grants by overseeing the regular maintenance of grant files, reporting calendars, and updating of internal IRC documentation and Grant Unit tools.
• Act as custodian of documentation of institutional knowledge and program activities in coordination with relevant sector supervisors and coordinators.
• Take the lead on using the Opportunity Tracking Information System (OTIS) for processing agreements or modifications of existing awards, with the support of the Grants Coordinator.

New Business Development:

• Support Grants Coordinator as needed in development of proposals for new development opportunities, including review of concept notes, proposals, budgets, and budget narratives. As necessary, assist Grants Coordinator and senior management in donor communication.
• Backstop for OTIS for concept notes, proposals, and cost extensions.

Monitoring and Evaluation:

• In coordination with the Consortia Grants Coordinator and Consortia Finance and Compliance Manager, organize grant monitoring meetings with partners to ensure that grants are implemented in compliance with the IRC and relevant donor regulations, to ensure strong financial management, to ensure the proper operational openings and closings of grants, and to ensure monitoring and evaluation of programmatic progress. Disseminate follow-up to action points from these meetings, as needed.

Other:

• Assist with building capacity of Grants Unit staff and partner staff by facilitating trainings and providing support in report writing, budget management, indicator tracking, IRC-specific tools, and other topics as/if needed.
• Prepare and update country program and specific sectoral information sheets, as needed. Provide relevant communications information as necessary for dissemination to donors, regional office, and HQ.

PROFESSIONAL STANDARDS

The IRC and IRC workers must adhere to the values and principles outlined in the 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.

REQUIREMENTS

• Bachelor’s degree in relevant discipline preferred.
• At least one year international work experience in relief or development programs.
• Knowledge of U.S. (OFDA), European (ECHO/DFID), and other donor regulations, procedures, and requirements strongly preferred.
• Proven expertise in writing and editing reports.
• Demonstrable high-level performance management and team working skills, with experience in managing multiple donors.
• Experience with monitoring and evaluation a plus.
• High-level of knowledge and practice with Word, Excel, Outlook, etc. required.
• Demonstrable understanding of project planning and management cycles.
• Professional fluency in spoken and written English; able to communicate concisely and with impact.
• Flexibility to adapt to changing requirements.

HOUSING

Shared housing in a guest house will be provided. The position is unaccompanied.