Program and Award Advisor, Latin America

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world’s largest international humanitarian non-governmental organizations (INGO), at work in more than 50 countries and more than 25 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you’re a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

The Awards Management Unit (AMU)

Established in January 2016, the Awards Management Unit (AMU) is a global department with the responsibility for identifying, securing, and managing all funding from statutory/government donors. The department includes the following teams: Program and Award Support, Strategic Partnerships, Compliance and Policy, Business Development, and Training.

The AMU is a bridge between donors and country programs: providing expert technical advice to the country teams, while maintaining portfolio-level visibility to ensure consistency and compliance, and manage risk. This unit ensures that donor compliance policies and procedures are implemented consistently, and supports all staff working across the award management cycle for all restricted funding from global government sources.

The Crisis Response, Recovery and Development (CRRD) Department

The Crisis Response, Recovery and Development (CRRD) Department has a growing portfolio of humanitarian relief, post-crisis recovery, and development programs under their remit. This work focuses support in five key areas: ensuring safety from harm, improving health, increasing access to education, improving economic well-being and ensuring people have the power to influence decisions that affect their lives. In all these programs, there is a drive to address the unique needs of women and girls (who represent the majority of those displaced) – and the universal barriers they face.

The CRRD works across 6 regions globally, including West Africa, East Africa, Great Lakes, Middle East and North Africa, Asia, and Latin America. The regional teams are the links between country offices and key HQ departments, and aim to support and provide advice to country programs with a range of issues from strategic planning, business development to compliance, awards management and partnerships management.

The Purpose of the Role

The Program and Award Advisor (PAA), Latin America plays a vital role within the Regional Program and Award Support (RPAS) Team overseeing an award portfolio of humanitarian relief and post-crisis recovery programs. The Program and Award Advisor liaises with country programs, HQ departments and donor contacts to ensure high quality guidance and support to country offices throughout the award lifecycle. The role works with country offices to ensure compliance with donor rules and regulations and IRC systems and processes and leads on the review and submission of high-quality donor deliverables. The Program and Award Advisor represents the region and country offices to internal and external stakeholders and manages donor relationships.

Scope and Authority

Line management of Program and Award Officer(s)

Key Working Relationships

Reports to Director, Awards Management. Works closely with all Regional Program and Award Support team members, and across all teams within Awards Management Unit, Crisis Response Recovery and Development Department, Global Partnerships and Philanthropy, Global Supply Chain, Finance, Office of General Counsel, Technical Excellence, and other key departments within IRC. Donor and partner point of contact as applicable per region.

Key accountabilities

Awards Management and Compliance (45%)

• Oversee a portfolio of awards for the Latin America region. Main donors in portfolio will include public donors in the United States and Canada, including but not limited to USAID, the Department of State (e.g., PRM), Global Affairs Canada, as well as UN donors.

• Serve as the first point of contact for country office Grants and Partnerships teams and provide guidance and support on matters related to donor compliance and communication, project management (e.g. project cycle meetings), OTIS and partnerships (PEERS).

• Participate in regular meetings with country offices to provide support and collaborate with country program teams on issues related to donor compliance, submissions of reports and other post award deliverables, and/or monitoring/awards management.

• Guide country offices in managing partnerships with local or international partners, ensuring that IRC’s Partnership Excellence for Equality and Results System (PEERS) is being followed; review and process sub-grant/partnership agreements in alignment with PEERS, and coordinate with the compliance team in supporting compliant and effective partnerships as needed.

• Review agreements and lead negotiation of award terms and conditions with donor counterparts in alignment with internal processes.

• Guide country offices, in partnership with other relevant departments, in the development and submission of award amendments/modifications, ensuring high-quality, compliant submissions.

• Supervise Program and Award Officer(s) in the review and submission of donor reports and other deliverables, ensuring input from relevant technical and financial staff.

• Provide support on private opportunities and awards management, in coordination with the Regional Support Manager and private fundraising team as assigned.

• Provide support to and monitoring of projects to ensure progress against objectives and compliance with donor guidelines and IRC internal requirements. Monitoring of awards can take the shape of monitoring visits, participation in project implementation meetings and other regular calls.

• Facilitate and build interdepartmental relationships to address country office needs and solve problems in relation to awards management, partnership management and compliance.

• Maintain a strong relationship with regional and AMU leadership and escalate issues of concern as needed

• Supervise direct reports in carrying out necessary functions as they relate to country program support

• Stay informed about programmatic issues and security and political developments in the region and how they might affect program implementation

• Coordinate with PAAs for other regions for information sharing and to establish a coherent program support and backstopping function between headquarters and the field.

• Travel to country offices to provide surge support and monitoring across the areas of programs, awards, and partnerships, including for gap-filling purposes as requested.

Proposal Development (15%)

• In collaboration with the regional Program Development team, support business development in the region by providing effective proposal support, ranging from proposal management to comprehensive support and quality assurance for UN and non-European donors as needed.

• Provide quality assurance and quality compliance support on proposals, leading proposal development and coordination as needed. Ensure responsiveness to and compliance with solicitation documents and with IRC’s requirements.

• Review and advise on internal policy and donor requirements, budgets and supporting documentation for proposals in coordination with AMU and HQ Finance Department.

• Facilitate and/or participate in internal post-submission debrief sessions with country teams, technical units, regional team and other relevant stakeholders to collect lessons learned as needed.

• Maintain complete and accurate electronic files, including final submission packages and internal trackers, in coordination with the regional Program Development team.

Donor Liaison and Representation (15%)

• Maintain contact with donors regarding updates, amendments, or key programmatic changes.

• Liaise with donors on ongoing and future opportunities.

• Represent IRC externally to donors and stakeholder networks, as appropriate.

• Participate in representational visits, events and meetings as requested.

Capacity Building and Training (10%)

• Mentor and coach Grants and Partnerships staff on IRC systems and processes to ensure capacity is built at country level.

• As requested, develop training materials and deliver training to IRC country program staff in coordination with the Directors, Awards Management and the AMU Training and Compliance team.

• In coordination with the Directors, Awards Management, develop and maintain work-processes and checklists for awards implementation and reviews, as well as record lessons learned.

• Onboard new country office Grants and Partnerships staff and new Program and Award Support team to assigned donors, policies and/or IRC processes.

Staff Management, Learning & Development (10%)

• Coach, train, supervise and mentor direct reports, including communicating clear expectations, providing regular and timely performance feedback, document/discuss performance issues if needed, and deliver high-quality documented annual performance reviews.

• Ensure direct reports are trained on all relevant IRC processes and donor regulations.

• Support direct reports in achieving annual objectives, acting as a trusted and accountable manager, mentor and professional resource, including promoting collaboration, enabling adequate resourcing and ensuring accountability.

Other Responsibilities (5%)

• Contribute to AMU and regional strategic priorities and initiatives.

• Liaise with communications and external relations staff to inform IRC media products as needed.

• Participate in special projects as needed and other tasks as assigned.

Person specification

Skills, Knowledge and Qualifications:

• Five years of progressive work experience in award management or business development with donors such as USAID/BHA, the U.S. Department of State/PRM and UN agencies

• Two years of international field experience highly desirable, familiarity with countries in the region preferred

• Project management experience preferred

• Financial analysis skills preferred

• Excellent written and oral communication skills, including experience in speaking on relevant issues with internal and external audiences

• Proven ability to effectively manage relationships (e.g., with internal actors, peers, donors)

• Effective people management skills: ability to lead staff and promote productivity in a pleasant work environment

• Proven ability to manage multiple and complex tasks and thrive under pressure

• Solid organizational and creative problem-solving skills: ability to be flexible and work well under pressure in a fast-paced multi-tasking team environment

• Good computer skills

• Fluency in English Spanish, both spoken and written

• Ability and willingness to travel internationally

Experience:

• Experience in working at a distance and supporting field-based staff

• Experience writing, reviewing and editing narrative and financial reports and excellent attention to detail

**Standard of Professional Conduct:**The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.

Commitment to Gender, Equality, Diversity, and Inclusion: The IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of the IRC persons in any work setting. We aim to increase the representation of women, people that are from country and communities we serve, and people who identify as races and ethnicities that are under-represented in global power structures.