The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Inside Syria, 7.6 million people are internally displaced and 12.2 million are in need of humanitarian assistance, with 4.8 million in hard-to-reach areas. There are 4 million Syrian refugees in neighboring countries. This is no short-term humanitarian episode. The devastating human consequences to huge numbers of people will endure for decades. The destruction of relationships, communities, livelihoods, homes and infrastructure will take years to repair.
IRC is offering a robust humanitarian response to the Syria crisis. With an annual budget in excess of $140 million and a rapidly expanding portfolio, supported by more than 1,250 staff in the region, IRC is undertaking programs in Syria and the neighboring countries of Turkey, Iraq, Lebanon and Jordan in the fields of health, child protection, education, women’s protection and empowerment, NFI and food distribution, cash assistance, water and sanitation, and livelihood programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding and coordination.
The Partnerships Senior Manager will lead the Sub-Awards & Partnership Unit (SAPU ) for the IRC Jordan program and is a key position supporting the Jordan Program. The purpose of SAPU is to oversee the management, coordination and key risk control elements of IRC’s sub-awards portfolio, to ensure a high level of risk management and compliance in strong, high quality partnerships that deliver timely and effective assistance. The Sub-Award Unit oversees all steps in the sub-award management lifecycle and is a key contributor to overall project cycle management.
With the overall objective of achieving high quality and compliant programming, the main goal of this position is to ensure effective sub-grants management and due diligence with sub-award partners and build strong, sustainable partners. The Senior Partnership Manager will supervise the sub-award unit within the Jordan country program, coordinate the daily management of the sub-award lifecycle and ensure that the IRC’s partners understand donors’ regulations, while also working to ensure that partners’ deliverables are received, reviewed, filed and followed up on in a timely manner.
• Lead and articulate IRC Jordan’s strategic approach to partnerships, supporting the programs to achieving their strategic action plans (SAP) and contribute to the development of the SAP for partnerships, including supporting the SAP Implementation Plan.
• Oversee, facilitate and coordinate all aspects of sub-award life cycle management, from partner identification, vetting, project development, agreement, start-up, implementation, monitoring through to close-out, coordinating all program, operations and finance components.
• Manage and facilitate funding opportunities for local and national civil society organizations, coordinating all program, operations and finance components.
• Lead the mapping process for selecting potential partners, working closely with the program units to identify the selection criteria and make sure the selection is transparent and well documented.
• Supervise the pre-award due diligence process with respect to with respect to all new sub-awards, including coordinating with other units their participation in the appropriate vetting process for all potential partners. Identify specific risk mitigation measures to manage those risks, working with other departments as appropriate.
• Convene the Pre-Award Assessment (PAA) Panel, consisting of senior participants to determine the mitigation measures that will be required to reduce any high-risk, high-impact issues that were identified in the PAA.
• Review the capacity building/development plan for the partners based on the pre-award assessment result, ensure capacity building/development plan is tailored, targeted and responsive to their organizational needs and priorities.
• Select the appropriate funding mechanism for each sub-award, and advise on the language for special conditions, as needed, for each award.
• Working with the program teams, ensure that partner inputs are solicited and incorporated into the design phase of new projects and proposals wherever possible. Lead the co-design process, where relevant.
• Review sub-award agreements developed by the Partnerships Manager and follow IRC internal review process of all sub-award documentation.
• Review agenda and materials for grant opening meetings, in coordination with support functions and program, to ensure projects start with clear expectations of both parties. Brief sub-award partners on sub-grant agreements, as well as IRC’s and prime donors’ rules and regulations, in coordination with the Grants Coordinator.
• Responsible for ensuring that the IRC Jordan country program follows the Sub-Award and Partnership Management System (SPMS) that sets out efficient and responsive processes, delineates clear roles and responsibilities, and articulates IRC’s strategic approach to partnerships.
• In the event of partner issues, advise on the appropriate progressive corrective action, alerting SMT or the ECU, as required.
• Supervise quality sub-award management, including sub-award start-up, sub-award implementation monitoring and management, and appropriate sub-award close-out.
• Chair sub-award review, Sub-Award Working Group, and relevant sub-award opening and close out meetings, as appropriate. Coordinate inputs from relevant IRC staff and ensure meeting minutes are taken, filed, and disseminated to participants and that action points are followed up.
• Ensure the timely review of partners’ financial reports in accordance with the terms of their sub-award agreements, coordinated with the review of programmatic reports. Ensure appropriate financial documentation in compliance with IRC and donor regulations. Support partners with preparation as necessary. Coordinate with the Country Office Finance department to facilitate timely processing of all sub-award payments according to schedule.
• In close collaboration with the Sector Coordinators and the Grants Coordinator, coordinate inputs ahead of monthly grants review meetings to ensure that IRC’s commitments to donors are met.
• Coordinate effective sub-award close out processes, incorporating reflection, lessons learned and future planning. Prepare subgrant close-out letters and ensuring that all requirements of the subgrant agreement have been met.
• Coordinate all sub-awardee audits in accordance with the terms of the sub-award. Prepare management responses and plans of action for Internal and/or External audits and ensure their follow up.
• Ensure and champion robust partner relationship management characterized by the core partnership principles of equality, complementarity, transparency, results-oriented approaches and responsibility.
• Actively engage in and help drive IRC regional partnership initiatives, including participating in working groups and thematic meetings on partnership approaches and practices, and identifying opportunities for systems improvements.
• Maintain up-to-date and accurate presentations for Jordan Sub-Awards unit for internal and external meetings and presentations.
• Develop content for trainings on topics such as fraud awareness and prevention, conflict of interest, donor rules and regulations, collecting supporting documentation, timesheets and other topics relevant to sub-award management for partners.
• Provide and/or facilitate targeted sub-award and partnership management trainings, refresher trainings and ongoing support on sub-award management and compliance remotely for key partners and IRC staff. Conduct on-boarding training, regular refresher trainings, and regular brownbag sessions on issues of compliance, SPMS, and other sub-award and partnership issues.
• Ensure IRC understands the capacity strengthening priorities of its partners and identify opportunities for IRC to support partner capacity strengthening efforts.
• Creatively problem solve with partners to develop protocols and procedures that are both compliant and contextually appropriate.
Staff Management and Development
• Supervise the Partnerships team and establish good working relationships, properly balanced portfolios and workload balance among the team.
• Maintain close communication and positive working relations at all times with partners.
• Supervise and mentor direct-report staff, including communicating clear expectations, setting performance objectives, providing regular and timely performance feedback, and providing documented semi-annual performance reviews.
• Provide coaching, constructive feedback and counsel on appropriate career paths and professional development.
• Promote and monitor staff care and well-being; approve and manage all leave requests to ensure adequate coverage.
• Offer support for successful adherence by staff to IRC’s Global HR Operating Policies and Procedures.
• BA degree or equivalent in International Development or Affairs, Finance, Business or related field; Advanced degree a plus.
• Minimum of 5-7 years work experience with INGOs or NGOs in the Middle East Region.
• Proven experience in sub-grants management required.
• Direct experience with USAID and/or U.S. Department of State BPRM funding, as well as DFID funding, UNHCR & ECHO experience desired.
• 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 managing staff and a commitment to team building, mentoring and staff development.
• Excellent written and spoken English is required, Arabic is desirable.
The IRC and IRC workers must adhere to the values and principles outlined in 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.
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