Contracts Specialist – Gavi REACH Project at International Rescue Committee

Requisition ID: req24689

Job Overview

The Senior Advisor, Gavi Contracts is responsible for providing contract management and support tthe Gavi project and its delivery across Ethiopia, South Sudan, Somalia, and Sudan. The role will be the project expert tensure successful commercial delivery of the Gavi contract. The Senior Advisor will focus on facilitating start up and sub-awarding during inception and the beginning of implementation and will provide ongoing support and contract management as part of the project team throughout implementation. 

Specific Responsibilities

• Award Management and Monitoring
• Coordinate sub-award processes with all partners including due diligence for partner compliance with Gavi terms and conditions, drafting of sub-contracts, and negotiation
• Coordinate technical and other specialist support and inputs required from non-project IRC teams for the completion of due diligence processes
• Maintain an overview of the Gavi award and sub-contracts, providing ongoing monitoring and advice tfacilitate decision making and timely response tissues as they arise
• Develop system ttrack, validate and aggregate results from core team and all subcontractors tmeet donor reporting requirements and track progress against KPIs
• Provide effective, relevant, and timely advice tcountry teams, regional teams and the Grants Operations and Analytics Team (GOAT) on systems and processes for managing, delivering and reporting on Gavi contracts, including providing training as needed.
• Coordinate and support in-country Grants Focal Points for day-tday award and compliance support 
• Working closely with Finance Officer, ensure quality control of all financial forecasting and reporting deliverables, including training on systems/processes if needed.
• Support Deputy Project Director with establishing and overseeing all award related routines, such as award review meetings, etc. 
• In partnership with Deputy Project Director, develop monitoring plan for sub-contractors
• In partnership with Deputy Project Director, develop handover plan for contract management, identifying responsibilities for all contract management tasks

Donor Reporting and Compliance 

• Advise on donor compliance for this specific award, working closely with AMU team tensure templates and toolkits tsupport compliance, appropriate contract management and Gavi contract implementation are adhered to.
• Support procurement processes tensure items procured in abidance with donor compliance rules.
• Support project team tensure accurate reports are produced in a timely manner and in line with the Gavi agreement and related terms and conditions
• Provide Gavi award and compliance focused capacity strengthening tstaff at headquarters and in country programs working on Gavi projects
• Support with the onboarding training for project staff tensure they are familiar with required policy documents and all relevant Gavi compliance requirements 
• Monitor and facilitate compliance of programs with Gavi and IRC requirements and raise issues affecting external/internal compliance 
• Support with the engagement of auditors and the response tthe annual audit process, in line with Gavi audit requirements
• Contribute tthe development and support periodic review of the project risk management matrix in relation tparticular compliance risks or issues with contractual deliverables.
• Provide advisory support tthe finance team tdevelop appropriate systems and processes for the tracking and billing of costs according tGavi terms and conditions.

Communications

• Participate in and, where appropriate and delegated, lead donor meetings and communications related tthe contract and in response tspecific issues where contract specialist expertise is required
• Maintain regular communications with the project team and build collaborative relationships with colleagues working on the Gavi project and in relevant IRC teams
• Play an active and engaged role within the project team and GOAT, supporting team priorities, strategic initiatives, and contributing tour contracts “community of practice”

Key Working Relationships

• Position Reports to:  Gavi REACH Deputy Director
• Position directly supervises:  Subcontracting consultants
• Indirect Reporting: Senior Contracts Specialist, GOAT
• Other Internal and/or external contacts: 

Internal

• Gavi project staff (program, finance, etc.)
• Country and Regional Program grants staff 
• Grants Operations and Analytics Team (GOAT)
• AMU Program and Grant Support (PGS) team
• AMU Compliance & Policy (C&P) team
• Finance Department on matters of financial management

External

• Partner and sub-awardee staff (awards, compliance, due diligence)

Job Requirements

Minimum Requirements  

• Bachelor’s degree International Affairs, Public Administration, Economics, Business Studies, Accounting, Commerce, or other related fields
• Demonstrable related work experience, preferably for an International Non-Governmental Organizations or with private sector organizations
• Previous experience managing Gavi contracts and sub-contracting
• Experience working with remote, multi-cultural, and multi-disciplinary teams across multiple project sites
• Experience of supporting start-up/inception phases of larger contracts and negotiations with donors. 
• Experience managing complex grants and projects throughout implementation, including compliance, monitoring, and reporting processes. 
• Experience of negotiation of programmatic and financial contractual arrangements with donors and partners.
• Excellent organizational skills: the ability twork independently & productively in a fast-paced environment and ability teffectively see projects through from start tfinish.
• Excellent interpersonal and communication skills: the ability tsuccessfully 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 twork productively in a team environment and the ability tproblem solve creatively with minimal guidance;
• Excellent Computer skills: proficient in all MS Office
• Language Skills: Fluency in English, both written and verbal is required

Preferred Requirements

• Experience in humanitarian setting or development contexts 
• Experience/familiarity with NGprofessional setting 
• Working Environment:  
• Standard office work environment