Grants & Contracts Coordinator at International Rescue Committee

The Role:

• The Grants & Contracts Coordinator, with a Commercial Contract Management focus, will maintain quality awards management for a portfolio of complex awards within IRC’s Technical Excellence (TechEx) Department. Reporting to the Deputy Director, Award Operations, Grant Operations and Analytics Team (GOAT), this position will work closely with in-country and HQ awards staff, finance and business development teams to ensure timely and accurate award reporting, maintenance of award records, and leadership of the proposal process for new awards. The Grants & Contracts Coordinator will also be responsible for the hiring and supervision of several grants & contracts award managers.

Major Responsibilities:
Awards Management (estimated 50% of time):

•  Develop and maintain an in-depth understanding of TechEx awards, donor compliance, and budget conditions and status
•  Design and manage systems, capacity and capability for accurate and timely tracking of budgeting, spending, reporting, and compliance for intricate awards
•  Lead risk management and mitigation strategies to ensure accuracy of award financial/budget reports; promptly flag issues and TechEx Directors on areas of concern 
•  Prepare financial internal and donor reports and review narrative donor reports, coordinating with the necessary technical and field staff as necessary
•  Liaise between donors and project teams on matters of financial and award compliance
•  Attend and actively participate in all award related meetings
•  Manage OTIS (Opportunity Tracking Information System) workflow for ongoing awards, reporting, agreements and amendments
•  Coordinate the approval of agreements, amendments, cost extensions and no-cost extensions for TechEx awards
•  Work closely with the Awards Management Unit on all compliance and post-award award activities
•  Assess linkages with Finance and the Awards Management Unit to pinpoint gaps and challenges and find solutions as needed.
•  Collaborate with the Data Analytics Coordinator to provide strategic analyses on commercial contract portfolio composition; revenue and cost forecast; business development tracking and projections; program quality framework; scorecards; and other areas as needed
•  Act as contracts implementation focal point within TechEx.
•  Ensure TechEx’s full cost recovery from Commercial Contracts
•  Ensure TechEx’s commercial contracts managementa is in line with GOAT’s awards management processes.

Business Development (estimated 20% of time):

•  Support the Senior Advisor, Business Development and Unit technical staff in the development of high value proposals for new development opportunities, including reviewing and contributing to concept notes, proposals and creating budgets ensuring donor and IRC compliance.
•  Support the Senior Advisor, Business Development to continue to build and refine business development processes for TechEx Commercial Contracts bids.
•  Support the Senior Advisor, Business Development in tracking the pipeline of business development opportunities across TechEx and assist with assigning business development (concept note, EOI, proposal development) to Awards Managers.

Staff Supervision & Development (estimated 30% of time):

•  Supervise grants & contracts managers
•  Monitor and build the technical capacity of direct reports as needed
•  Maintain and promote a positive work environment for direct reports including providing timely support, effective feedback and professional development opportunities 
•  Ensure that direct reports understand the roles and responsibilities of their position, have agreed performance objectives for each year and receive required training on IRC systems and processes 
•  Monitor quality, activity timelines and due dates for deliverables to ensure staff meet internal and/or external requirements and deadlines

Key Working Relationships:

• You will report to: Deputy Director, Award Operations, Grant Operations and Analytics Team. 
• Position supervises: Grants & Contracts Managers
• Position works closely with: the Senior Advisors and Deputy Director, Business Operations in GOAT, Finance Department and the Awards Management Unit colleagues. 

Job Requirements:

•  5+ years of progressive work experience including awards management, budget management, systems and procedure development
•  Successful experience managing complex awards, particularly commercial contracts funded by FCDO or USAID
•  Highly collaborative and pro-active colleague with talent for teaming with cross-functional groups
•  Skills for and interest in providing creative solutions for challenging organizational systems and procedures
•  Strong Microsoft Office skills and experience with organizational information and financial systems 
•  Previous management experience and/or training 
•  Proven acuity to thrive in a fast-paced team environment and continuously adapt to new challenges and dynamic priorities, while maintaining professional grace and a sense of humor 
•  Dedication to diversity, equity and inclusion and a strong passion for our mission
•  Excellent written and verbal communication skills in a multi-cultural environment 
•  University degree in Business Administration, Finance; International Development or a related field or equivalent work experience