The Program and Award Officer is responsible for providing business development, award and partnership management, and operational support to country programs as well as to the regional unit. This role supports the Program and Award Advisors and country programs in their efforts to ensure successful implementation of IRC donor award requirements and reporting, ensuring basic compliance, accurate financial information, and good quality narrative reporting on program outputs. The position entails the potential for limited in-country or remote support to country program Grants and Partnerships teams and/or regional teams.
Scope and Authority
No direct reports
Key Working Relationships
Reports to Program and Award Advisor. Works closely with Director, Award Management, all Regional Program and Award Support team members, and across all teams within the Award Management Unit, Crisis Response Recovery and Development Department, Global Partnerships and Philanthropy, and other key departments within IRC.
KEY ACCOUNTABILITIES
Award Management and Compliance (60%)
Support the Program and Awards Advisors and country programs in the management of the award portfolio for MENA.
Review, edit, and provide substantive feedback on donor reports prior to donor submission and submit reports in a timely manner.
Assist Program and Award Advisors to provide key programmatic and awards related communications to donors.
Assist Program and Award Advisor in the preparation and review of award proposals/modifications and submissions, including liaising with various departments to obtain signed approvals and helping to complete proposal packages.
Collaborate with Program and Award Advisor in the review of donor agreements and amendments and provide donor compliance support to country program grants teams.
Support budget realignments and award amendments/modifications, where necessary.
Collaborate with Program and Award Advisor in review of sub-award and partnership packages, including sub-award proposals, sub-award agreements and modifications, as well as collaboration agreements and MOUs, ensuring compliance with donor requirements and IRC’s Partnership Excellence for Equality and Results System (PEERS).
Maintain and communicate an accurate record of award deliverables to country program grants teams on a regular basis.
Maintain the region’s award filing system at HQ and regularly update regional trackers, including award trackers – as specified by region.
Work with Program and Award Advisor and country office grants staff to ensure that award entries on OTIS (internal web-based grants management system) are up to date.
Provide ad-hoc trainings and technical assistance to grants and partnerships staff on IRC systems, awards management processes, and donor compliance, as necessary.
Coordination (25%)
Maintain a strong relationship with the regional team members – reporting on a regular basis and copying them on relevant communications through an established communications protocol.
Maintain a strong relationship with all AMU teams and other departments to ensure the use of all templates, guidance, policies and procedures established by AMU, and for participation in AMU work groups or work streams, as needed.
Maintain strong relationship with country program grants and partnerships teams offering regular support on reporting and compliance issues, in coordination with Program and Award Advisors.
Liaise with support departments and other teams outside of AMU as needed to provide support country offices, including obtaining Delegations of Authority, Powers of Attorney, etc.
Assist with the organization and note taking of conferences, workshops and meetings as requested.
Manage information updates for the region (e.g. updating trackers, updating internal website, etc.)
Provide additional administrative support as needed and requested.
Other Responsibilities (15%)
Provide coverage for key program/support functions remotely and in-country as requested, to assist with short-term gaps and emergency support.
Provide coverage for other Program and Award Officers, as needed.
Provide short term cover when Program and Award Advisors are absent supported by their line manager as needed.
Participate in special projects, as needed, and in agreement with the Program and Award Advisor.
PERSON SPECIFICATION
Essential
Skills, Knowledge, and Qualifications:
Minimum 2 years related non-profit, grants and/or administrative work experience; experience working on awards issued by major humanitarian donors (e.g. BHA, BPRM, UN, ECHO, FCDO) a plus
Bachelor’s degree in a related field (Education, Public Health, Public Policy, International Affairs, Social Work, etc.) or equivalent work experience; Master’s degree desirable but not required
Ability to work collaboratively as part of a diverse team and manage a varied workload
Ability to multi-task and work to tight deadlines
Excellent communication skills including active listening and verbal and written English
Solid organizational skills, detail oriented, ability to multi-task and prioritize tasks, and to learn quickly
Excellent interpersonal and communication skills, the ability to successfully and effectively liaise with people within and across departments in a multi-cultural environment
Both a team player and independent performer in a very fast paced environment
A flexible work attitude and a calm manner
Fluency in English
Good IT skills (MS applications)
Understanding of United States Government donors and their requirements preferred
Ability and willingness to travel
Experience:
Experience writing, reviewing and editing narrative and financial reports and excellent attention to detail
In-country experience a plus
Experience working in the region desirable, particularly in one of the countries in which the IRC is currently operating
