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Finance and Contract Coordinator

washington

  • Organization: IRC - International Rescue Committee
  • Location: washington
  • Grade: Mid level
  • Occupational Groups:
    • Banking and Finance
    • Managerial positions
  • Closing Date:

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Requisition ID: req7696

Job Title: Finance and Contract Coordinator

Sector: Research & Development

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Location: Washington DC, USA

Job Description

The Finance and Contract Coordinator (EQUAL) is responsible for providing grants and budgets leadership and support across the DFID-funded “Ensuring Quality Access and Learning (EQUAL) for Mothers and Newborns in Conflict-Affected Contexts” project in Somalia, South Sudan, Nigeria and DRC. S/he will play a critical role in ensuring transparency, accountability, effective grant management and compliance in all aspects of the EQUAL project and will be the focal point for donor reporting, information management, grants management and capacity-building efforts. The role will also provide key support to the Senior Researcher, Health in programmatic and budgetary monitoring, compliance with donor and internal IRC rules and regulations and other key functions as required. 80% of the Finance and Contract Coordinator’s time is budgeted for the EQUAL project, with 20% dedicated to supporting the Senior Program Officer, Grants role in grant management and proposal development within the Research and Innovation department.

Major Responsibilities

EQUAL project (80%):

EQUAL Grant and Budget Management

  • Review, track, and analyze expenditures for the EQUAL project from the technical unit, EQUAL country programs and partner institutions

  • Hold knowledge base of DFID contract rules and regulations and advise other team members on compliance

  • Ensure project expenses are reasonable, allocable, and prudent and spent in accordance with the donor’s rules and regulations

  • Create accurate forecasts and manage expenses according to spending plans

  • In close collaboration with the Research Program Manager, liaise with partner institutions regarding any deviations or concerns in spending

  • Work closely with regional/ global team to ensure all IRC EQUAL project budget monitoring, payments and booking of expenses by providing monthly budget versus actual reports to budget holders and in country programs

  • Work with relevant country finance managers, health technical unit and headquarters-based finance staff to ensure accuracy of the EQUAL financial reports and promptly identify and advise the CEO of EQUAL and applicable country program grant leads on areas of concern

  • Coordinate approval of agreements, amendments, cost extensions and no-cost extensions

  • Manage contract and subcontract revisions

  • Identify and manage all financial, grants management, sub-grant awards and operational risks in collaboration with relevant country and technical unit staff

  • Support EQUAL country programs (Somalia, South Sudan, DRC, and Nigeria) in preparing, reviewing and modifying EQUAL related memoranda of understanding and sub-grant agreements as needed and ensures DFID terms and conditions are met

  • Review financial controls and liaise with relevant country program leads to update policies and procedures as needed

  • Build capacity of local partners in grant and budget management, including travel to locations of implementation to provide trainings and on-going support

    EQUAL Donor Reporting and Compliance

  • Develop guidance, templates, and toolkits to ensure timely submission of narrative and financial donor reports

  • Ensure that partners’ responsibilities for donor compliance are tracked and evaluated

  • Liaise with country programs and partner institutions to prepare and submit high quality programmatic and financial reports by IRC EQUAL countries/partners and IRC global

  • Manage OTIS (Opportunity Tracking Information System) workflow for EQUAL agreements, amendments and reporting

  • Assist in donor relations, participate in calls with select donors, and represent the IRC EQUAL team at donor meetings as required

  • Ensure quality information management through regular maintenance of grant files, including coordination and preparation of documents and files for internal and external audits

  • Monitor and facilitate compliance of programs with DFID and IRC requirements and raise issues affecting external/internal compliance

  • Build capacity of local partners in donor reporting and compliance, including travel to locations of implementation to provide trainings and on-going support

Other support for the EQUAL project

  • Work closely with Research Program Manager to execute logistical and administrative tasks, as needed.

  • Provide logistical assistance in the planning and execution of EQUAL workshops, meetings, and trainings where needed

  • Assist team members with development of external reports, Web content, presentations and technical tools related to EQUAL as needed

  • Work with the EQUAL project team to prepare and support spot check activities as communicated by DFID

  • Support program development, monitoring and evaluation, communications and external relations activities as needed

    R&I grants support (20%)

  • Support in creation of grant reports with project leads, including managing grant reporting timelines and ensuring all narrative reports are submitted on time to high standard with necessary reviews.
  • Support in managing business development processes including OTIS

  • Support on subaward processes, including pre-award partner vetting and subcontracting


Qualifications

Minimum Requirements

  • Bachelor’s degree International Affairs, Public Administration, Economics, Business Studies, Accounting, Commerce, or other related fields

  • At least 4-6 years of related work experience, preferably for an International Non-Governmental Organization managing DFID grants or contracts

  • Experience managing complex grants and projects throughout implementation, including budget and finance components, compliance, monitoring and reporting processes

  • Experience in capacity building of local partners in grant management in the field

  • Excellent organizational skills: the ability to work independently and productively in a fast-paced environment

  • Excellent interpersonal and communication skills: the ability to successfully and effectively liaise with a variety of people in a multi-cultural environment and work on a virtual team

  • Flexible work attitude, proactive and demonstrated creativity: the ability to work productively in a team environment and the ability to problem solve creatively with minimal guidance

Preferred Requirements

  • Experience with donor-funded contracts

  • Experience working on DFID commercial contracts

  • Prior experience working in the field

  • French fluency

Working Environment: 

  • Standard office work environment


 

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Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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