Coordinator, Grants and Operations

Organization Description

Founded in 1933, the International Rescue Committee (IRC) is a global leader in providing emergency relief, rehabilitation, post conflict development, human rights protection, resettlement services and advocacy for refugees and other uprooted or affected by violent conflict and oppression. The IRC is committed to restoring hope, freedom, dignity, and self-reliance.

PROGRAM DESCRIPTION

IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and thorough accountability to those we serve. Since its founding, the International Rescue Committee (IRC) has recognized the particular strengths and assets of children and youth in conflict and crisis-affected contexts, designing programs that tap into their strengths and overcome the tremendous obstacles they face. In doing so, the IRC also helps them acquire the skills they need to contribute to their communities and countries. The IRC has programs for children and youth in conflict and crisis affected countries in Africa, Asia, Latin America and the Middle East.

SCOPE OF WORK

The IRC’s Child and Youth Protection and Development (CYPD) Technical Unit provides technical, programmatic advice to IRC project implementers in over 21 countries throughout the world. This technical unit has grown significantly over the last few years and additional growth is expected over the next few years. Currently CYPD has 22 staff, 16 grants and a budget of nearly $3 million dollars annually. CYPD receives direct funding from US and European government agencies and private donors, and provides funding to or has oversight of grants in country programs and other IRC departments.

The Grants & Operations Coordinator is responsible for supporting the CYPD Senior Director and TU staff in ensuring effective and efficient grants and operations management within the unit. This includes development and monitoring of Grant & Unit Budgets, Human Resources administration, Information & Knowledge systems and Procurement & Administrative support to CYPD activities. S/he will ensure that all the necessary IRC systems, policies and procedures are understood, and used by the Technical Unit team members. Where policies and procedures do not yet exist, the G&O Coordinator will be responsible for working with relevant departments and staff to develop them.

The Coordinator will report to the CYPD Senior Director and liaise closely with the leadership team comprised of the CYPD Director and two Senior Technical Advisors. S/he supervises the CYPD Program Assistant. S/he will also liaise closely with the IRC support departments to ensure that the CYPD Technical Unit is operating as effectively and efficiently as possible to achieve the outcomes in the 2013 -2017 Strategic Plan.

KEY JOB FUNCTIONS

CYPD Annual Operating Budget & Finance

• Ensure the CYPD operating budget is submitted in accordance with the Finance schedule, maintained on a timely basis, and reviewed with the TU Senior Director.
• Analyze unit needs and spending patterns to ensure most effective use of funding and identification of any gaps or duplication in coverage.
• Maintain CYPD revenue and expenditure tracking systems to allow for productive BvA meetings and information sharing with counterparts in Finance, the Budget Office and with the Grants Officer and closing of projects and fiscal years on target for all CYPD restricted, unrestricted, and salary allocation funds.
• Support Safe Learning and Healing Spaces Project Manager with budget and expenditure tracking back-up.
• Hold regular grant coverage meetings to go over spending recommendations with Senior Director each month; promptly advising on and providing recommendations for addressing any budget issues.
• Ensure financial requirements and documentation related to CYPD travel, conferences, advances and reimbursements are fully understood and complied with so that transactions are completed on a timely basis and correctly charged.
• Work with HQ staff to address any recurrent or systemic problems.

Grant Management

• Develop and maintain an in-depth understanding of CYPD grants, donor compliance and budget conditions and status
• Work with Finance staff to ensure accuracy of grant financial/budget reports, promptly identifying and advising the TU Director and applicable grant managers on areas of concern.
• In partnership with program technical staff contribute to the development of TU grant budget proposals including inclusion of appropriate staff and operational costs.
• Ensure utilization of IRC standard grant management processes (OTIS, opening, review and closing meetings) and if required develop new tools or reporting formats to enhance grants management.
• Implement processes to ensure new, and current staff are fully oriented and trained on the IRC grants systems and processes and any changes.

Systems & Processes

• Act as unit focal point for the IRC standard systems, processes, and procedures applicable to CYPD Unit including OTIS, TETRA, Rescue Net, Workday, Finance and Supply Chain.
• Proactively engage with CYPD staff in NY or remotely and develop resources as required to ensure staff understand and utilize systems and are aware of any related changes.
• Identify areas of inefficiencies or gaps in current systems/policy/procedures and work with relevant Program Quality units and IRC operations departments to develop and implement improvements.

Operations & Administration

• Monitor planning and progress of CYPD procurement activities of goods and services (travel, conferences, equipment, consultants etc) and liaise with the related HQ Unit to resolve any delays or roadblocks.
• Oversee and coordinate HR administrative processes including onboarding, time-off requests, exit process, time and effort reporting and related TETRA processing for CYPD staff.
• Develop/maintain and implement effective onboarding processes, monitor implementation to ensure all staff receive timely and appropriate onboarding and required training.
• Work with IT to fully utilize existing information management and communication systems and if required identify options for more effective systems.
• Actively engage in and promote a spirit of co-operation and team work within the unit and across departments.

Staff Management

• Manage the Program Assistant for CYPD through weekly check-in meetings, staying abreast of workload and responsibilities.
• Provide on-going guidance to Shamm and feedback when appropriate;

Position Requirements:

• College or university degree in related field; Business Administration, Management, Finance
• 5+ years work experience including staff supervision, budget management, systems and procedure development.
• Non-profit and grants management experience highly preferred
• Self-directed, able to independently set priorities and solve problems with minimal guidance; comfortable working for a supervisor who is remotely located
• Excellent interpersonal and oral and written communication skills; demonstrated ability to successfully work in a fast paced environment, within and across departments/functions and develop positive relationships with locally and remote based staff.
• Aptitude for and interest in providing creative means of training and developing staff in organizational systems and procedures
• Strong Microsoft Office skills and experience with organizational information and financial systems needed
• Foreign language skills advantageous (French, Arabic)