Subcontracting Compliance Officer at International Rescue Committee

Key Accountabilities 

Partnership agreements and subcontracts drafting

• Develop compliant sub-agreement templates based on the donors' rules and requirements (private and institutional donors), and leading the review process with Donor Compliance Specialists and IRC departments, as needed
• Regularly maintain and update partnership agreement templates. Ensure precise PEERS references, standardized notes, and unified formatting for country office use. Generate accurate and multi-lingual templates.
• In collaboration with OGC and other collaborators, develop subcontract templates for newly awarded contracts, ensuring templates have clear guidance notes and follow the prime contract terms and conditions.

Sub-agreements and subcontracts review and approval – private and statutory donors 

• Working through the OTIS system (i.e. grants management application system) and as per PEERS approval thresholds, review and approve:
• Escalated partnership packages, including due diligence documentation and the sub-award/partnership agreements, for compliance with IRC’s internal procedures;
• subcontracts and supporting documents for completeness and, if incomplete, work with teams to revise the submission accordingly.

Advice, mentorship and capacity-building 

• Ensure overall compliance to IRC systems and policies by providing direct day-to-day support and assistance on the development, review, and execution of subcontracts and sub-grant agreements. Act as a compliance focal point for partnerships under private funding, and other statutory donors, by providing guidance and advice on the processing/implementing of PEERS, IRC internal policies and sophisticated donor rules and regulations.
• Build IRC staff knowledge and provide mentorship on the subcontracting and partnership agreement due diligence and PEERS processes with a focus on developing complete contract/agreement packages to ensure IRC staff efficiently identify and mitigate risks associated with specific partnerships. Strengthen IRC staff capacity on agreement review processes by providing ad hoc mentorship and facilitating PEERS specific info sessions and induction training to improve their skills. Developing an internal library of resources and regularly update training material resources and partnership processes.

Systems strengthening

• Collaborate across departments (e.g. C&P Donor Specialists, Finance, Ethics and Compliance, and Office of the General Counsel) to find broader solutions as they relate to subcontracts and partnership agreements
• Provide response to partners’ questions and concerns. Coordinating and engaging other departments (e.g. OGC) for input as needed. In close collaboration with other AMU departments, assist in the ongoing refinement and updating of PEERS and develop partnership tools and training, keeping in mind practicality of implementation and major donor guidelines to ensure a consistent application of PEERS.
• Explore opportunities for more data analysis and data-informed decision-making with other teams (finance, RPAS, donor specialists, etc.).Facilitate community of practice on compliance, partnerships, and partner support across country offices
• Participate and engage in contract readiness activities and lead or support in the development of Subcontracting Standard Operating Procedures (SOPs) and update/revise Subcontracting manuals.
• When needed and upon request, assist with other duties as assigned.

Requirements:

• Demonstratable professional experience working on contracts and subcontracts in the context of USAID or FCDO funded projects**
• Solid understanding of USAID and/or FCDO policies and procedures, specifically in contacts and subcontracts
• Demonstrated experience developing subcontracts and partnership agreements
• Excellent attention to details
• Demonstrated ability to communicate sophisticated topics, related to donor or legal compliance, finance, contracts management, and procedures to a wider audience (e.g. across cultures and staffing levels)
• Excellent oral and written communication skills, including the ability to optimally and efficiently converse with donors, partners, and other internal departments**
• Ability to learn and roll-out new systems and operating procedures. Previous experience in developing compliance tools, templates, and/or trainings for multicultural settings a plus.
• Ability to problem-solve in a fast-paced team environment and prioritize accordingly;
• Ability to travel up to approximately 20% of time;
• Excellent digital literacy: MS Word, Excel, PowerPoint, and email/internet software.**
• Excellent written and verbal command of English, French