Contracts and Grants Advisor

The Purpose of the Role As Contracts and Grants Advisor you will be responsible for the successful implementation of IRC’s European donor award requirements of a portfolio of grants and commercial contracts led by Technical Excellence (TE) and Policy and Advocacy (P&A). You will be responsible for providing advice and support for successful award management throughout the project cycle, along with promoting a strong knowledge-culture of sound contract and risk management practices, including but not limited to: quality assurance of donor deliverables, such as narrative, financial and audit reports; review of new grant agreements and contracts; guidance on donor compliance rules and IRC systems including partnerships and sub-granting/sub-contracting (PEERS); review of amendments to ongoing awards; and management of assigned donor relationships. Scope and Authority The post-holder will demonstrate initiative, make decisions, and provide support and advice autonomously but in line with parameters laid out by the Frameworks and Grants Director and in accordance to IRC and AMU systems and policies. In this role you will facilitate two-way communications about grant/contract implementation issues, compliance, training, donor relations to enhance organisation-wide compliance. Key Working Relationships

Reports to AMU Frameworks and Grants Director

Works as part of the wider AMU with close coordination with:

Programme Development Advisors covering same portfolio
Director of European Donor Compliance
Technical Excellence teams
Strategic Partnerships Advisors in Europe
Policy and Advocacy in Europe
Finance department on matters of financial management
Donor focal points at DFID, ELRHA, ECHO and other European donors

KEY ACCOUNTABILITIES

Grant and contract management
Provide effective, relevant and timely advice to Technical Excellence teams on systems and processes for managing, delivering and reporting on assigned portfolio of grants and commercial contracts.
Support the creation of a strong knowledge-culture of sound contract and risk management practices, taking a proactive approach to mitigate against future contract risks.
Review and provide substantive feedback on reports; collaborating with and ensuring input from relevant technical and financial staff before submission to the donor
Review new grant agreements and contracts (and amendments) to ensure compliance with IRC systems and shared understanding of deliverables
Analyse risks, strengths/weaknesses and gaps throughout the project lifecycle, with particular attention to key performance indicators (KPIs) and any payment by result requirements (PbR)Supports on negotiation of contract and subcontracts under supervision of relevant Director
Take a proactive approach to support implementation of remedies to deliver projects (targets, logframe, timeline, budget)
Participate in grants opening, mid-term reviews, and end of project meetings; monthly Budget versus Actuals (BvAs) meetings and by-weekly meetings with relevant teams on complex grants and contracts as is required and appropriate
Review, provide feedback and submit project amendments (including, programmatic changes, cost extension, no cost extension, and budget realignments)
Develop internal organisation working processes, tools and guidance for teams and AMU related to commercial contracting, as relevant
Ensure communication and coordination processes are in place with the AMU Programme Development and Compliance & Policy teams to provide input and feedback on lessons learned at design and proposal development stages
Supports with coordinating a capacity building programme for contract and risk management, through knowledge management, development and delivery of corporate trainings, dissemination of relevant information, on-the-job training, and mentorship.
Support queries on donor compliance issues, referring non-routine and high level compliance matters to the line manager and Compliance & Policy team
Advise teams on process and systems to ensure partnerships with local and international partners are aligned to internal policies (PEERS).
Assist with consortia management for large, complex commercial contracts or grants, including providing training on contractual requirements
Ensure teams follow internal IRC policies and procedures (e.g. OTIS, PEERS)
Support the development of internal working processes, tools and guidance for teams and AMU as relevant

Donor management

Manage communication and messaging with assigned donor focal points, ensuring issues and developments are escalated
Facilitate meetings and engagement between the donor focal point and technical staff as required, representing IRC where appropriate
Provide feedback to donor meetings’ agenda and support teams in preparation for the meetings
Collaborate with Strategic Partnerships and Policy & Advocacy teams on specific donor engagement priorities, especially DFID/FCO

Other duties

Travel to IRC locations around the world to undertake capacity building, training and assessment (subject to Covid-19)
Management of IRC’s IATI requirements
Participation in organisation’s contract management initiatives
Update internal systems for data management; including OTIS and grants tracker
Contribute to AMU/Unit work plan and delivery of specific projects, as assigned
Liaise with other IRC departments and teams
Participate in/deliver information/training sessions for regional and Technical Excellence workshops
Proactively disseminate the services provided by Awards Management Unit

PERSON SPECIFICATION Essential: Skills, Knowledge and Qualifications:

Understanding and practical experience of project management principles throughout the full project lifecycle (positioning to closeout)
Excellent communication, influencing and interpersonal skills, including the ability to effectively manage a variety of relationships in a multicultural environment
Strong diplomatic skills, including the ability to tailor language to different audiences and needs
Demonstrated ability to collaborate equally effectively with colleagues in ‘remote’ and diverse teams
Strong attention to detail to ensure own work, and work of others is of a consistent high quality in a fast-paced, demanding environment
Solid organisational skills; detail-oriented; ability to multi-task and prioritise tasks, and to learn quickly
Ability to work autonomously and under remote management
Good IT skills (Word, Excel, Outlook)
Ability to travel internationally

Experience:

Demonstrable solid experience of DFID and/or FCO funding, regulations and procedures, particularly with regards to commercial contracts
Experience of working with other European institutional donors and knowledge of their requirements, such as ECHO, Sida, KfW, GIZ, Irish Aid, etc.
Contractual and financial management experience with various contract and subcontract types, including, but not limited to, cost reimbursement, time-and-materials, fixed price, framework/umbrella, and performance-based.
Experience of working with and supporting technical experts in complex project set ups
Experience of managing complex consortia including NGOs, for profit organisations, and academic institutions – both South & North.
Experience of supporting start up/inception phases of larger contracts and negotiations with donors.
Experience of writing, reviewing, and editing narrative and financial reports
Experience of donor liaison and in providing advice and best practice on grants and contract management, including financial management
Experience in building and maintaining relationships with senior staff across different teams and functions, including those based in other countries

Closing Date for Applications: 23rd August, 2020

APPLY HERE

Tags: International Rescue Committee (IRC)