Program Coordinator - Sub-awards

ORGANIZATIONAL DESCRIPTION: Founded in 1933, the International Rescue Committee (IRC) is a leading international organization working in relief, rehabilitation, protection, post-conflict development, resettlement services and advocacy for those affected by the world’s worst humanitarian crises.  At work today in over 40 countries and 22 U.S. cities, the IRC restores safety, dignity and hope to millions who are uprooted and struggling to endure.

Working in coordination with the humanitarian community and the Government of Jordan, the IRC's assistance programs for Syrian refugees in Jordan include both camp-based and urban-based refugee assistance. IRC is currently addressing the needs of war-affected Syrians from several operational bases in the region. The IRC’ activities in the region focus primarily on the supply of vital medications and medical supplies, non-food items, water and sanitation and child protection and form part of an over-arching humanitarian response in Jordan, Lebanon, Turkey, Iraq to assist refugees, IDPs and conflict-affected Syrians survive conflict and displacement.

SCOPE OF WORK: The Program Coordinator – Sub-awards will lead the Sub-Awards Unit for the IRC Jordan Musa’ada (Aid) program. The Musa’ada program is based in Jordan and provides emergency relief to conflict-affected Syrians inside Southern Syria. The purpose of the SG Unit is to oversee the management, coordination and the key risk control elements of the Musa’ada sub-grants portfolio to ensure a high level of financial management and compliance alongside the timely and effective delivery of assistance by IRC partners. The Partnership Coordinator will help IRC’s partners understand donors’ regulations and meet expectations, while also working internally to ensure that partners’ proposals, reports, and financial transfers are processed in a timely manner and with minimal disruption to partners’ programming. A key component of this role will be to design, establish and roll out approaches to deliver this. The SG Unit is a key contributor to all steps in the process; solicitation, award, assessing sub-grantee capabilities, due diligence, monitoring of program and financial performance / progress, grant compliance, sub-grant documentation & retention, re-assessments and audits, partner liaison, partner project support and capacity strengthening , , evaluations and close-out activities. Furthermore, the Sub-Awards Unit shall serve as a focal point for broader Musa’ada information and coordination, given that partner organizations will be active in all IRC cross-border programming sectors. This position will have a key role in supporting the ongoing development and delivery of IRC’s Partnership Approach.

MAJOR RESPONSIBILITIES:  Lead the SG Unit in achieving its objectives:

Effective Program Management

• Systematically and efficiently integrate the responsibilities of relationship management, capacity strengthening , compliance and financial staff in relation to IRC’s support to partner organizations who receive sub-awards:

• Ensure sub-grants financial team conducts timely review of partners’ narrative and financial reports in accordance with sub-grant agreements. Ensures financial documentation review received from partner organization is adequate and meets donor compliance regulations. Support partners with submission as necessary. Coordinate with the CO Finance department to facilitate timely processing of all sub-grantee transfers
• Develop, implement and follow-up regularly on a sub-grantee project management life cycle tool, including partner identification, proposal, agreement, monitoring and close-out; ensure tasks to team members are clearly delineated
• Ensure that IRC and partner staff are aware of and clearly understand program management requirements, including compliance through project launch meetings, ‘fact sheets’ and other key documentation, and targeted support, ongoing communication and training
• Partner Program and financial remote monitoring schedules are maintained/updated quarterly and SG unit coordinated to support partners to address any concerns or issues that may arise.
• Takes an active role in IRC regional partnership initiatives, including participating in working groups and thematic meetings on partnership approaches and practices.
• Takes a proactive approach to engaging potential partners on future funding opportunities, working with relevant technical advisors to ensure partners are included in the development of the  overall IRC program design.
• Ensure adequate proactive and reactive communications and engagement with IRC partners through regularly scheduled progress meetings/updates.
• Ensure and champion robust partner relationship management characterized by Inclusion and Mutual Learning, Transparency, Accountability and Communication as well as Mutual Respect and Benefit.

• Partners’ proposals are reviewed according to an agreed-upon timeline and against criteria clearly communicated to potential partners in advance of their submission.
• Work with sub-grant and IRC Jordan finance to ensure payments to partners are made according to schedule.
• The pre-award assessments and final agreements are completed according to an agreed-upon timeline, and with limited disruption to partners’ programming.
• In coordination with IRC Jordan Finance team, and Sub-Awards Finance team, conduct budget reviews of all new potential sub grantees and financial due diligence in pre-award assessment phase.
• Ensure effective management and administration of IRC’s sub-grants to partners, including timely review of sub-grantee reports and follow up on any significant concerns that emerge.
• Coordinate all sub-grantee audits as appropriate and ensure that IRC’s own sub-grant files are ‘audit ready’ and up to date.
• Coordinate with other SRR country programs and other INGOs to avoid duplication of work through partners as well as identifying opportunities for collaboration.
• Maintain a tracking sheet and filing system for all sub grantees proposals, agreements, financial reports and outstanding advances/balances to be paid.
• Prepare all sub-grant agreements and modification to agreements using established agreement formats.

Project Support and Capacity Strengthening:

Oversee and ensure that partners receive required support to implement work in an effective and compliant manner and opportunities for IRC to support partner capacity strengthening efforts are maximized:

• Ensure areas for support identified in Pre-Award Assessment, Partner Snapshot and project development inform a project support plan developed collaboratively with partners. Oversee its delivery and monitoring of results.
• Ensures provision of support for partner organization through a combination of hands-on, formal and informal training and other methods.
• Provide and/or facilitate SG trainings, refresher trainings and ongoing support on sub-grant compliance remotely for key partners and IRC staff
• Ensure proper human resource management within Sub-Awards Unit dedicated to compliance.
• Where challenges are identified during implementation ensure project support plans are revised
• Ensure IRC understands the capacity strengthening priorities of its partners and identify opportunities for IRC to support partner capacity strengthening efforts.

Human Resource Management

• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Take responsibility for discussing job expectations, performance, and objectives on an informal, quarterly basis with all staff
• Ensures team members have clearly delineated function, work tasks and responsibilities to enforce accountability and clarity in role.
• Overall responsibility for staff timesheets, work plans and vacation schedules.
• With team members, identify individual training needs and ensure access to training and professional development resources appropriate to their skill gaps/needs.
• Lead with commitment, integrity and accountability on the “IRC Way” –  Global Standards for Professional Conduct

PROFESSIONAL STANDARDS: The 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.

JOB REQUIREMENTS:

• BA degree or equivalent in International Development or Affairs, Business or related field; Advanced degree a plus.
• Minimum of 3-5 years work experience with an NGO in an international context.
• Previous budget management experience of $1,000,000 minimum required.
• Proven experience in project proposal and M&E development, with OFDA and DFID experience highly desirable.
• Proven experience in development, implementation and monitoring of programming in remote context and high-risk areas.
• Minimum of 1-2 years working with local or diaspora NGOs is an asset..
• Strong knowledge of U.S. Government rules and regulations as they apply to sub grant management
• Excellent communication and coordination skills.
• Proven ability to work well in and promote teamwork, thrive in a multi-cultural environment, be flexible and handle pressure with professional grace.
• Experience and skills in reading, reviewing and auditing financial reports.
• Experience managing staff and a commitment to team building, mentoring and staff development.
• Excellent written and spoken English, with basic Arabic skills preferred.
• Experience working in the Middle East, with Syria response experience highly desired.

WORKING ENVIRONMENT: The position is based in Amman with standard office work environment. Individual housing allowance is provided in Amman, including internet connection, water and electricity. Living standards are good and the security situation is calm and stable but this could change. Medical, life, and repatriation insurance and retirement package provided. Travel to/from post and R&R. This position is an accompanied post.

IRC is an Equal Opportunity Employer IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.