Sub Grants Officer FSR #55

JOB SUMMARY:

The Sub Grants Officer will work in the Sub Grants Department supporting in partner’s communication and program tracking, as well as giving support to subaward management processes. Along with working closely with the Finance and program team to establish well coordination between partners and IMC.

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation.

MAIN TASKS AND RESPONSIBILITIES

General Partnerships/Sub-Grants Duties:

• Support and Co-lead and Participate in regular preaward assessment cycle
• Support in agreement review process for new subawards, engaging all necessary IMC staff at Country level.
• Support and co-lead with start-up kick off calls/meetings including developing compliance/awards summaries for new subawards.
• Support in facilitating different modification requests received from partners
• Support in the closeout process for the subaward
• Leads the filing system for subawards in IMC subawards box folders including ensuring audit-ready file management.
• support, coordinate and provide necessary support to all IMC sub-grant partners
• Ensure that monthly meetings are routinely and regularly conducted with IMC sub-grant partners for each respective sites and minutes are shared by the sites accordingly
• Request Local NGOs to share with IMC work plans and ME plans and review and provide relevant and necessary feedback.
• Consult the Program Coordinator as needed for enhanced monitoring and evaluation exercises according to IMC best practices and compliance requirements for partners
• Conduct field visits to partners
• Draft and review Memorandum of Understanding (MOUs)
• Track changes related the Memorandum of Understanding
• Support in create, modify, terminate Memorandum of Understanding agreements in collaboration with program and operation teams and based on the field needs
• Provide capacity support to all facilities under MOUs with the collaboration with the program and operation teams
• Ensures that all expenditure documents accomplish the donor financial policies, procedures and requirements
• With the support of the Logistic department, gets all the information and documents related to the procurement process of the partners and ensure the respect of the donor’s procurement procedures
• With the support of the Logistic department, updates inventory records pertaining to project assets and verifies the accuracy of the supporting documentation

• Collect from the partners all the relevant information regarding the stocks procedures and management related to the project.

Local Partner Monitoring and Capacity Enhancing

• Assess in the process of drafting the monitoring and capacity building plans for the partners
• Continuous follow on the implementation of the capacity building plan during the subaward life cycle
• Continuous follow on the implementation of the monitoring plan during the subaward life cycle
• Assess performance of local NGOs using the available tools and checklists
• Ensure proper documentation of all capacity trainings and all related documents to the capacity enhancing for the partners
• Ensure proper documentation of all monitoring related documents to the capacity enhancing for the partners

Reporting

• Support in the sub-grantees reporting review process , with a keen attention to detail to ensure content is of high quality, accurate, and consistent prior to final submission.
• Give administrative and office support activities that ensure the project folders are complete and arranged (agreements, amendments, signed reports, communications, etc.)
• Assist in compiling and disseminating any information necessary to other departments and to the donor
• Maintain sub-grant tracking in accordance with the IMC Sub Grant Manual
• Support in the review process of financial reports of the partners prior to submission to the donor.
• Maintain an updated tracker for the financial spending of the partner

Others:

• Works closely with IMC teams and the partners to improve, as needed, processes and tools.
• Liaise with relevant departments for any Award related issues.
• Any other tasks assigned by the line manager.

Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

MINIMUM QUALIFICATIONS:

• Bachelor’s degree in Social Sciences, International relations and/or in a relevant field of study
• At least 2 years of experience with an international humanitarian organization
• Experience writing concept notes, proposals and managing information related to large-scale emergency response and reporting to donors (USAID, DFID, ECHO, UNHCR, OCHA, GAC etc.)
• Understanding of management principles
• Strong understanding of the Syrian context and ongoing conflict
• Insight into health services, physical rehabilitation, protection and mental health and psychosocial support
• Strong communication skills, ability to organize and coordinate processes across a number of departments
• Flexible and able to cope with stressful situations
• Competent in MS Excel, word processing, Power Point, and tools useful in information management and program reporting such as mapping
• Fluency in English, strong written English is essential; strong Arabic or Turkish language skills highly desired.

Code of Conduct
As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards.

If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

Safeguarding
It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

Equal Opportunities
International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.