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Job Description and Requirements
Job Title: Sub Grants Officer FSR #55
Reporting to: Senior Sub Grants Officer
Screening for the position may start before the closing dedline approches.
BACKGROUND
International Medical Corps is a global, humanitarian, nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs. Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, nonpolitical, nonsectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in underserved communities worldwide. By offering training and health care to local populations and medical assistance to people at highest risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance.
IMC Worldwide is a global humanitarian alliance that comprises the resources and capabilities of two independent affiliate organizations, IMC and IMC UK. Together, our mission is to save lives and relieve suffering through the provision of health care and training. With headquarters in the United States and the United Kingdom respectively, we collaborate to maximize resources for the delivery of appropriate relief and development activities.
International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at the website provided at the end of this document.
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.
Compliance & Ethics
Promotes and encourages a culture of compliance and ethics throughout International Medical Corps. As applicable to the position, maintains a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity. Communicates these values to staff and to partners and requires them to adhere to these values.
The duties and responsibilities listed are representative of the nature and level of work assigned and are not necessarily all inclusive.
This job description is subject to periodic review and adjustment in order to achieve IMC’s goals in Jordan, and any changes to JD will be discussed and agreed between signed below.
“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.”
we strongly encourage and support people with Disability to apply to this position as long as it does not conflict with the performing the tasks of the position.
To apply for this vacancy, please go to the following link and fill in the required information: https://enketo.ona.io/x/HMNOSifu
Website for reporting misconduct: www.InternationalMedicalCorps.ethicspoint.com. Please do not submit your CV or application to this website, it will not be considered for review
