Overview

Subcontracts Manager

Job Overview/Summary:

The IRC’s Airbel Impact Lab designs, tests, and scales life-changing, cost-effective solutions for people affected by conflict and disaster. By applying the IRC’s deep technical expertise and field experience with a range of skills from the behavioral sciences, human-centered design, rigorous research, and multi-disciplinary problem-solving in humanitarian contexts, we work to develop breakthrough solutions that combine creativity and rigor, openness and expertise, and a desire to think afresh with the experience of a large-scale implementing organization.

Airbel is currently leading the implementation of two large, multi-country FCDO Commercial Contracts, both of which involve partnering with global and local subcontractors, vendors and subawardees. The Subcontracts Manager will join the Airbel Impact Lab’s operations team to coordinate the full life-cycle of subcontractor review, vetting, contracting and partner management throughout project implementation.

Reporting to the Deputy Director, People & Operations, you will work closely with Project Teams, compliance, finance and awards management departments to ensure we are following all internal review and approval processes, coordinate the development and negotiation of partner subcontracts, support training and capacity building of implementing partners and suppliers to ensure we are meeting donor compliance requirements, and serve as our in-house expert on all partner and subaward processes.

Key Responsibilities:

Support project leads in partner identification and selection, coordinating with relevant in-country and global teams as relevant.
Lead and handle the administration of pre-award due diligence processes with all new sub-awards, including desk reviews, Anti-Terrorism Compliance, and reference and community checks.
Project manage partner capacity assessments, coordinating with functional experts (finance, compliance, HR, supply chain, etc.) to review partner policies and operating procedures, identify potential areas of risk, and ensure full internal review processes are complete prior to contracting.
Manage timelines and review periods of contracting processes to ensure we are executing subawards efficiently to support project and partner implementation.
Draft sub-award agreements and follow IRC internal review process of all sub-award documentation and coordinate to get all vital approvals.
Work with counterparts in partner organizations to review and negotiate contract terms, facilitating negotiation with IRC legal and compliance teams.
Support partners throughout project implementation, serving as the go-to person for all contract and partner support requests.
Develop guidance documents required for project partners including manuals, templates and guidance notes for various aspects of grants and contract management
Partner with project finance and grants staff to manage partner budget realignments, financial reporting and invoicing.
Review partner contract deliverables, including technical and financial reports, workplans, and asset and risk registers.
Lead in organizing and conducting review meetings with partners, ensuring inputs from program, finance and compliance staff are received and included.
Maintain an in-depth knowledge on donor and government policies and support colleagues to ensure that Partners’ responsibilities are tracked and evaluated, and that updates on their contract management performance are communicated in a timely and professional manner to appropriate stakeholders.
Identify partner capacity strengthening and mentoring needs in regards to contract terms and conditions, and organize appropriate activities to meet such needs, proactively escalating areas of potential risk to Project Leads where necessary.
Manage OTIS (Opportunity Tracking Information System) workflow for subcontractor agreements, amendments and reporting.
Maintain high-quality knowledge and information management for all contract files and documentation.

Key Working Relationships:

Position Reports directly to:  Deputy Director, People & Operations
Position directly supervises: N/A

Demonstrated Skills and Competencies:

Minimum 2-3 years of related work experience, preferably for an International Non-Governmental Organization
Demonstrated experience managing complex grants and projects throughout implementation, including compliance, monitoring and reporting processes.
Excellent project management skills, including the ability to manage multiple stakeholder engagements within workplans and necessary timelines.
Experience of working with local and international partners in monitoring and capacity building.
Experience in negotiation of programmatic and financial contractual arrangements with donors and partners.
Understanding of donor compliance and contractual requirements as they apply to grant management, particularly large public funders (FCDO, USAID, ECHO, etc.)
Excellent organizational skills: the ability to multi-task, learn quickly, and work independently and productively in a fast-paced and detail-oriented environment with minimal supervision.
Excellent interpersonal and communication skills: the ability to effectively liaise with and motivate a variety of people in a multi-cultural environment and across various time zones.
The ability to work independently and productively in a fast-paced environment – pro-activity and initiative to problem solve within the job parameters is essential; strong analytical problem-solving skills.
Fluency in English, both verbal and written is required

Bonus if you also have:

Experience with donor-funded contracts, and milestone/payment-by-results based contracts.
Experience working on FCDO commercial contracts.
Fluency in French and/or Arabic.

MODE OF APPLICATION

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About International Rescue Committee

The International Rescue Committee is a global humanitarian aid, relief and development nongovernmental organization.