Requisition ID: req2209
Job Title: Sr. Coordinator, Grants and Operations (Health)
Employment Category: Regular
Employment Type: Full-Time
Location: USA-New York, NY - HQ
The International Rescue Committee (IRC) responds to the world's worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity, and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.
The IRC's vision is to lead the humanitarian field by implementing high-impact, cost-effective programs for people affected by crisis and by using our learning and experience to shape policy and practice. To achieve that vision, the IRC's Program Quality Unit (PQU) provides technical assistance to IRC's country program staff and shares what we learn to influence policy and practice. The Program Quality Unit has three central objectives that we work towards:
1) Guide program design to achieve outcomes by incorporating the best available evidence
2) Build technical capacity of country program staff to implement, measure and continuously improve programs
3) Influence the IRC, peer agencies and donors to use proven interventions and generate new evidence to achieve change in peoples' lives
The Program Quality Unit is comprised of seven technical Units, all of which have deep expertise in their respective sectors: Education, Economic Wellbeing, Gender Equality, Governance, Health, Violence Prevention and Response, and Research Evaluation and Learning (REL).
The health technical unit is organized in four sectors; primary health, reproductive health, environmental health and nutrition. The structure emphasizes a clear division of roles between technical assistance core and important functions versus other specialized support/thought leadership functions in order to best meet the needs of country programs and regions. The health technical unit supports programming in 6 regions and 27 countries.
The Senior Coordinator, Grants and Operations is responsible for supporting the Health Unit Director and senior staff in ensuring effective and efficient grants and operations management within the unit. This includes development and monitoring of budgets for the Health Unit as a whole and for individual grants, human resources administration, management of information and knowledge systems, and oversight of procurement and administrative support to Health Unit activities. S/he will ensure that all the necessary IRC systems, policies and procedures are understood, and used by the Health Unit team members. Where policies and procedures do not yet exist, the Senior Coordinator will be responsible for working with relevant departments and staff to develop them.
The Senior Coordinator will supervise one full-time Program Manager, and 3 full-time Grants Managers. S/he reports to the Senior Health Director and liaises closely with the leadership team. S/he will also liaise closely with the IRC support departments to ensure that the Health Unit is operating as effectively and efficiently as possible to achieve our objectives.
1. Annual Operating Budget & Finance
- Create and ensure the Health Unit operating budget is maintained on a timely basis and revisions submitted in accordance with the Finance schedule; provide recommendations for addressing any budget issues and collaborate with responsible parties to ensure action is taken.
- Ensure all uncontrollable costs are planned for and charged by outside parties correctly; this includes but is not limited to hosting costs, expenses associated with staff travel, and charges from outside consultants.
- Analyze unit needs and spending patterns to ensure most effective use of funding and identification of any gaps or duplication in coverage.
- Review all funding sources on a monthly basis to ensure that spending is on track and mistakes are properly corrected and recoded, ensuring line item detail and understanding of transactions and origin.
- Plan out monthly salary funding for all Health Unit staff, ensure funds used are compliant with donor intent and staff area focus, ensure full spend down of funds or return of funds to originating IRC office with ample notice.
- Lead a process for identifying allocations and assuring funds are spent according to donor regulations and on time.
- Ensure tracking of staff activities on grants with donor requirements (i.e. ECHO activity reporting) to ensure spent funds are not later disallowed by donor
- Complete and lead submission of time and effort reports for unit staff on time on a monthly basis. Train and support new staff on how to use IRC's time and effort system.
- Communicate to Technical Director any issues with staff funding or funds management with enough notice to rectify issues
- Create and/or complete any documents to track and communicate spending to outside parties, including Health Unit Senior Management Team (SMT) and PQU Senior Management, in a concise and understandable way; this includes but is not limited to quarterly/biannual departmental reviews, budget analysis reports, spending reports, donor-specific funds reports.
2. Staff Management
- Hold routine weekly or biweekly check-ins with direct reports to ensure open communication on grants issues, potential problems, and overall progress on spending and programmatic implementation.
- Act as Unit and PQU focal point for team, troubleshooting issues and ensuring unimpeded information flow in both directions
- Maintain and promote a positive work environment for direct reports including providing timely support, encouraging learning and skills development, providing effective feedback and holding regular staff meetings.
- Ensure staff understand the roles and responsibilities of their position, have agreed performance objectives for each year and receive required training on IRC systems and processes to be effective
- Create training templates, coordinate with outside departments on same, and ensure that all internal processes and requirements are communicated clearly and consistently to team
- Lead with commitment, integrity and accountability to the "IRC Way" - Global Standards for Professional Conduct
3. Operations & Administration
- Oversee and coordinate HR administrative processes including onboarding, time-off requests, exit process, time and effort reporting and related TETRA processing for Health Unit staff.
- Support the technical staff in maintaining and developing accessible and relevant information
4. Systems & Processes
- Advocate for team to ensure that new systems and processes account for Technical Unit-specific issues, ensure follow through by outside parties
- Develop/maintain and implement effective onboarding processes, monitor implementation to ensure all staff receive timely and appropriate onboarding and required training
- Ensure all onboarding and training documents are regularly (i.e. minimum quarterly) updated and put to use
- Identify areas of inefficiencies or gaps in current systems/policy/procedures and work with relevant PQU units and IRC operations departments to develop and implement improvements.
- Implement processes to ensure new, and current staff are fully orientated and trained on the IRC grants systems and processes and any changes.
- Proactively engage with Health Unit staff in NY or remotely and develop resources as required to ensure staff understand and use systems and are aware of any related changes.
- Act as unit focal point for the IRC standard systems, processes, and procedures applicable to Health Unit including OTIS, TETRA, RescueNet, Workday, Finance, and Supply Chain
5. Grant Management
- Develop and maintain an in-depth understanding of Health Unit grants, donor compliance, and budget conditions and status of Health Unit-led grants. Ensure all affected staff understand and adhere to reporting dates and requirements.
- Working with relevant Health Unit and PQU Finance staff ensure accuracy of grant financial/budget reports, promptly identify and advise the TU Director and applicable grant leads on areas of concern
- In partnership with program technical staff, contribute to the development of TU grant budget proposals including inclusion of appropriate staff and operational costs
- Ensure utilization of IRC standard grant management processes (OTIS, opening, review, and closing meetings) and if required develop new tools or reporting formats to enhance grants management.
Key Working Relationships:
Position Reports to: Technical Director
Position directly supervises: Program Manager, Grants Managers
Other Internal and/or external contacts:
Internal: Operations departments (Finance, Global Supply Chain, IT, Human Resources, Business Development)
College or university degree in Finance or related area
5+ years finance and/or administration managerial experience including staff supervision, budget management, systems and procedure development and implementation.
Non-profit and grants management experience highly preferred
Demonstrated Skills and Competencies:
- Excellent interpersonal and oral and written communication skills; demonstrated ability to successfully work in a fast paced environment, within and across departments/functions and develop positive relationships with locally and remote based staff.
- Aptitude for and interest in providing creative means of training and developing staff in organizational systems and procedures
- Excellent leadership, communication, and facilitation skills.
- Strong Microsoft Office skills and experience with organizational information and financial systems needed
Language Skills: French language skills advantageous
Working Environment: N/A
Level of Language Proficiency
Minimum Education Required