Partnership Grants Manager at International Rescue Committee (IRC)

Location: Maiduguri, Borno

Job Overview/Summary

• The position is to increase IRC Nigeria’s capacity to engage with partners, in functions of Partnership / sub-awardee mapping, identification and on-going engagement; provide capacity development and training support to relevant country program staff and partner staff regarding: partner/sub-award project design, proposal development, donor compliance, OTIS, budget development, and the Sub Award Partnerships Management System (SPMS). The Grants Manager (Partner Engagement) will contribute to overall Partnership management at IRC Nigeria.
• The position reports to the Senior Grants Coordinator.
• This position is based in Maiduguri with occasional trips to other IRC operational bases in the Northeast. S/he will work collaboratively with other members of the Grants, M&E, technical coordinators, operations team, and the finance team.
  

Major responsibilities
Partnerships and Sub-awards Coordination:

• Under the direct supervision of the Senior Grants Coordinator, ensure that the Country Program follows the IRC SPMS that sets out efficient and responsive processes, delineates clear roles and responsibilities, and articulates IRC’s strategic approach to partnerships;
• Mobilize, train and provide on-going technical support to Technical focal points in the Country Program Teams on working with partners;
• Coordinate proposal development as it relates to Partner identification, teaming agreements and collaboration on joint proposals including analyzing partner budget narratives, editing partner proposals and logframes
• Liaise with NY and UK regional units in order to ensure sub-award proposals meet internal standards, apply IRC’s Outcomes Evidence Framework (OEF), are in line with IRC Nigeria’s Strategic Action Plan (SAP) and are donor compliant
• Ensure OTIS data is up to date for all assigned sub-awards.
• Encourage overall program cohesion through coordination and information sharing with and between partners;
• Strengthen relationships for other partnerships (e.g. with government entities).

Partnerships and Sub-awards Management:

• Review sub-award agreements and amendments as needed, and follow the IRC internal review process of all sub-award documentation;
• Work effectively with the partners’ Supply Chain and Finance teams to ensure that sub-granting mechanisms are in-line with the SPMS;
• Coordinate partnerships/sub-awards start-up. This includes preparing and chairing partnerships/sub-awards opening meetings in line with the IRC SPMS, in coordination with support functions and Program teams, to ensure projects start with clear expectations of both parties. This includes briefing sub-award partners on sub-award agreements, as well as IRC’s and prime donors’ rules and regulations, in coordination with the Senior Grants Coordinator;
• Coordinate quality partnership/sub-award implementation monitoring. This includes, but is not limited to: preparing and chairing partnerships/sub-awards review meetings as per the schedule determined during the pre-award assessment; reviewing partners’ performance against Program’s logfame and work plans and budget forecasts, as well as reviewing partners’ compliance with any procurement, human resources management, financial management and other requirements outlined in the Partnership agreements and its special conditions, in line with the IRC SPMS;
• Monitor and support the use of management tools such as Budget vs. Actual (BVA) for the proper monitoring and the successful implementation of sub-awards and issue early warning in case of obstacles or challenges with sub grantees
• Prepare and chair partnerships/sub-awards closing meetings as required, and oversee the overall partnerships/sub-awards close-out, in line with the IRC SPMS; this includes, but is not limited to, incorporating reflection, lessons learned and future planning; preparing sub-award close-out letters and ensuring that all requirements of the sub-award agreement have been met;
• Lead the planning and organization of, and participate in, partnerships/sub-awards technical and financial partnerships’ monitoring visits to assess Partners’ performance and compliance against their Partnership agreement, donor’s regulations and overall Program plans, in line with the IRC SPMS. This includes coordinating inputs ahead of monthly grants review meetings to ensure that the IRC commitments to the donor are met and working closely with Program Managers and Finance teams to make sure that partnerships’ monitoring schedules are rigorously followed, and supporting documentations are prepared for review;
• Support the planning and organization of, and participate if/when requested in donor’s monitoring visits, as per the agreed schedule;
• Work collaboratively with the M&E Coordinator to provide advice on strengthening monitoring and evaluation with partners, as well as design tools and create systems to effectively monitor progress made against partner capacity building plans;
• In close collaboration with Supply Chain units, maintain accurate records of Programs assets; this includes managing the Programs assets register, leading on assets disposal process when required, monitoring assets during regular partners’ monitoring visits, in line with the IRC SPMS and donor’s regulation on assets management;
• In the event of partner issues, work closely with the Senior Grants Coordinator to advise on the appropriate progressive corrective action, alerting partners’ Senior Management Teams/Boards and the IRC Ethics and Compliance Unit, as required. This includes promptly reporting any suspicion or ascertained case of violation of Do Not Harm and Child Safeguarding requirements that may arise from partnerships/sub-awards reviews meeting and/or monitoring visits;
• Coordinate all partners/sub-awardees 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 appropriate financial documentation in compliance with IRC and donor regulations. Coordinate with the IRC Country Office Finance department to facilitate timely processing of all sub-award payments according to schedule;
• Support the Senior Grants Coordinator with any other tasks and responsibilities when and where required.
• Keep an updated inventory of all communications related to sub-awards and ensure communication and visibility requirements are met

Reporting:

• Ensure reporting timelines are prepared and shared with sub-awardees
• In conjunction with Finance and respective Program, ensure the timely review of partners’ financial reports in accordance with the terms of their Partnership agreements, coordinated with the review of programmatic reports.

Partners Capacity Building:

• 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;
• Design tools and create systems to effectively monitor progress made against partner capacity building plans and to partners in their organizational development;
• Contribute/lead as/if required to collate lessons learned on a regular basis and disseminate these among partners to maximize the Programs’ impact and contribute to future Programs’ strategy and direction.

Key Working Relationships

• Position Reports to: Senior Grants Coordinator
• Position directly supervises: None
• Indirect Reporting: None
• Other Internal and/or external contacts: Grants staff, Programs and M&E staff, finance, HR, supply chain departments and Regional Grants Support staff at HQ.
  

Job Requirements

• Master's degree (MA) or equivalent in international affairs, development, international political economy, math/statistics/economics or related subject desired; BA required.
• Fluency in English, spoken and written.
• Two years of experience working in grants management and proposal/business development/design required;
• Prior knowledge of donor regulations (UNHCR, OFDA, USAID, ECHO, DFID, SIDA, UNICEF, etc.)
• Proven previous successful experience developing projects, writing proposals and donor reports required
• Previous experience managing sub grantees and partnerships is highly desired
• Good communicator with strong organizational, time management and analytical skills
• Excellent inter-personal, cultural and diplomatic skills
• Strong writing and editing skills with close attention to detail
• Flexibility to adapt to changing requirements
• Strong capacity to mentor and build capacity of staff
• Ability to juggle competing priorities, meet demanding deadlines and work under pressure in unstable security environments
• Strong computer skills required; advanced MS Excel and Math (Algebra) skills strongly desired.

Work Envirnoment:

• Security level orange. The situation in Maiduguri, Borno remains unpredictable; there is active conflict in many parts of the country and a possibility for further expansion of the conflict and violence into other areas and other states.

Benefits

• Competitive Monthly Salary,
• 13th Month Salary Inclusive,
• Health Insurance Coverage for Family, Pension, Creche Facilities available for Women with babies under 24 Months.