The Purpose of the Role
As Contracts Specialist you are responsible for providing support and guidance on commercial contract implementation and risk management functions, with a particular focus on supporting project start-up and cost-effective commercial contract delivery. Operating in an advisory, capacity-building, and quality management role, the role will support project teams in ensuring cost-effective, compliant and responsible project delivery. In collaboration with the Senior Contract Specialists, the role will alsbe responsible for ensuring the recommendations of contract readiness implementation task group are followed, working across regions, technical units, and Airbel, and when requested providing direct support to IRC country offices. In this role you provide support and advice autonomously but in line with parameters laid out by the Senior Contract Specialists and the Director, Awards Management, Global and in accordance with IRC and AMU systems and policies.
Scope and Authority
This position does not have budgetary or line management responsibilities.
Key Working Relationships
- Reports t0 Senior Contracts Specialist
- Works as part of the wider Programme and Grant Support team in AMU with close coordination with:
- Director, Awards Management - Global
- Senior Contracts & Grants Advisor, Technical Excellence
- Regional Program Support Teams
- Technical Excellence teams
- Business Development team
- Compliance & Policy team
- Finance department on matters of financial management
- Donor commercial focal points at FCDO, USAID other European donors
- Provide effective, relevant and timely advice tteams on systems and processes for managing, delivering and reporting on assigned portfoliof contracts.
- Support the creation of a strong knowledge culture of sound contract and risk management practices, taking a proactive approach tmitigate against future risks.
- Provide support tproject teams during contract start-up/inception thelp a smooth transition from pre-award timplementation whilst the full project team is recruited, and project management processes are developed.
- In collaboration with the Senior Contract Specialist and Senior Contracts & Grants Manager, provide effective, relevant, and timely advice tcountry and regional teams and Technical Excellence teams on agreed approaches for managing, delivering and reporting on commercial contracts.
- Support project teams with the resolution of contractual challenges such as performance issues, payment disputes, contract amendments, partner negotiation etc, escalating as appropriate tyour line manager.
- Support Program & Award Support staff and country delivery teams tidentify risks at the project level, establish targeted approaches tmitigate identified risks, and take a proactive approach tmitigate against future contract risks.
- Review and provide substantive feedback on commercial aspects of reports, collaborating with and ensuring input from relevant technical and financial staff before submission tthe donor.
- Support negotiations of contracts and subcontracts in collaboration with Regional Program & Award Support Team or Technical Excellence Support Team focal point. Take a proactive approach tsupport implementation of remedies tdeliver projects (targets, logframe, timeline, budget).
- Advise and train teams on processes and systems tensure partnerships with local and international partners are aligned tinternal policies.
- As required participate in programme management meetings of contracts alongside project team.
- Support responses tqueries on donor compliance issues, referring non-routine and high-level compliance matters tthe line manager and Compliance & Policy team.
- Ensure teams follow internal IRC policies and procedures (e.g., OTIS, PCM, PEERS).
- Participate in/deliver information/training sessions for regional and Technical Excellence teams on contract implementation.
- Support Senior Contract Specialists with institutionalizing the lessons learned process across the contract portfoliwithin IRC.
- Travel to IRC locations for limited periods as surge support for contract start-up or gap-filling during implementation, or tprovide training tlocal teams on commercial contracts.
Experience, Skills, Knowledge and Qualifications:
- Demonstrable experience of implementing large commercial contracts funded by DFID/FCDO, USAID, and others, either for non-profit or for-profit organisations.
- Extensive knowledge of funding, regulations, and procedures for FCDand USAID, particularly with regards tcommercial contracts.
- Experience of working with other institutional donors and knowledge of their requirements, such as ECHO, World Bank, Sida, AfD, KfW, GIZ, etc., desirable.
- Contractual and financial management experience with various contract and subcontract types, including, but not limited to, cost reimbursement, time-and-materials, fixed price, framework/umbrella, and performance-based.
- Experience of working with and supporting technical experts in complex project set ups.
- Experience of managing complex consortia including NGOs, for profit organisations, and academic institutions.
- Experience of supporting start-up/inception phases of larger contracts and negotiations with donors.
- Experience of donor liaison and in providing advice and best practice on contract management, including financial management.
- Experience in building and maintaining relationships with senior staff across different teams and functions, including those based in other countries.
Skills and Knowledge:
- Understanding and practical experience of project management principles throughout the full project lifecycle (positioning tcloseout).
- Excellent communication, influencing and social skills, including the ability teffectively handle a variety of relationships in a multicultural environment.
- Strong diplomatic skills, including the ability ttailor language tdifferent audiences and needs.
- Demonstrated ability tcollaborate equally effectively with colleagues in ‘remote’ and diverse teams.
- Strong attention tdetail tensure own work, and work of others is of a consistent high quality in a fast-paced, demanding environment.
- Solid organizational skills; meticulous; ability thandle multiple demands, prioritize tasks and learn quickly.
- Ability twork autonomously and under remote management.
- Good IT skills (Word, Excel, Outlook).
- Fluency in French, Spanish or Arabic highly desirable.
- Ability and willingness ttravel internationally, potentially at short notice.
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The Purpose of the Role
AMU is responsible for IRC’s Award Management System called OTIS. This system was designed and built by IRC 10+ years ago and is used to automate, coordinate, and facilitate the awards lifecycle from opportunity to close out (including subawards).
AMU is in the process of evaluating and rolling out a new strategy to improve the technology and business processes related to OTIS and awards management more broadly. This includes potentially replacing OTIS with a new system. The Deputy Director supervises this strategy and is the lead for improving the technology and related business processes connected to award management at IRC. The Deputy Director also plays a lead role in improving awards management data quality, including data entry, defining business data processes & workflows, management of data definitions, and building and informing quality data products.
Awards Management System strategy
- Work with collaborators across the organization to develop a long-term strategy for IRC’s awards management system and related business processes
- Advocate for and communicate strategy with key partners inside and outside of AMU
Business processes and analysis
- Serve as overall manager of AMU’s key awards management data processes and business routines. This includes developing new processes to standardize awards management practices or redefining processes to improve data quality and usage
- Be responsible for data analyses based on strategic requests or to support key business processes, including the reporting of progress against IRC’s strategic plan (“Strategy 100”) targets
- Lead a team that will serve as a troubleshooter and problem solver for ambiguous award management system related data issues
IRC’s Award Management System (OTIS) and other key technology / system improvements
- Oversee team inside AMU and work with other relevant departments such as Information Technology, RAI and CRRD (IRC’s US, Europe, and international programs departments) to identify and implement changes to OTIS
- Lead a partnership between AMU and Integra - IRC’s new financial Enterprise Resource Planning system, and help oversee and coordinate rollout of Integra to HQ offices where AMU’s inputs are required
- Support the rollout of PowerBI dashboards or other interim solutions to improve data reporting
- Investigate potential replacement award management systems and work to roll-out to organization over the coming years depending on outcome of strategic planning
Training and information management
- In partnership with the AMU Director for Training and Curriculum, be responsible for the development of training and learning materials related to award management systems
- Work with AMU and IRC leaders to improve the uptake and knowledge of award management tools and systems, including OTIS
- Develop new information management protocols and central repositories for processes and tools that support awards management
Work / Educational Experience:
- Leadership experience in a data analysis, awards management, or systems-related role
Demonstrated Skills and Competencies:
- Note that diversity of experience counts (i.e., paid and volunteer work; lived experiences; transferable skills from another industry or from a gap year, etc.) and gap years will not be penalized on resumes
- Experience leading cross-functional projects and implementing complicated organizational change
- Demonstrated team member leadership skills and demonstrated track record of leading project sponsors and working groups to consensus
- Creative and inclusive problem solver who can lead sophisticated analysis and distill into clear insights and recommendations
- Caring people leader who has experience coaching, inspiring, and forming teams
- Able to prioritize work in order to handle demands from a broad array of team members
- Strong Excel skills, including experience with data cleaning. Knowledge of SQL a bonus
- Excellent verbal and written communication skills as well as, an overall ability to be clear and concise in all communications
Preferred Experience and Skills
- Knowledge and/or experience in awards management – such as grants management, proposal development, and/or government donor compliance
- Knowledge and/or experience in software application development and/or enterprise software selection
- Experience in a humanitarian or development organization, or demonstrated interest for development / humanitarian issues
- Knowledge of French, Arabic, or Spanish a plus
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The CHP officer reports directly to the CHP/RH/HIV Manager, he/she will be expected to work within the integrated community health program and collaborate with the other program sectors to implement the program activities.
- Ensure appropriate monitoring, implementation and support of the Community health program through supervision of community health promoters including Community Reproductive Health, Community based disease surveillance and hygiene promotion.
- Liaise with appropriate sectors to ensure outbreak prevention, control and response measures targeting communicable diseases are in place at all times in Kakuma camp.
- Raise awareness and improve knowledge, among refugees, agency staff and host communities working with or engaging with refugees to prevent occurrence and spread of infectious diseases in Kakuma refugee camp.
- Ensuring appropriate record keeping and monitoring service delivery and Data Quality of community based health information, regular reporting and follow up from all community health units
- Ensure high program coverage of Health, Reproductive Health and EPI indicators
- Train health staff and community health promoters on Standard case definitions and ensure that community surveillance systems are linked with the health facilities.
- Liaise with appropriate staff to ensure availability of appropriate supplies for control and prevention of communicable illnesses.
- Liaise with clinical services staff and ensure Standard Case Definitions are available in all consultation rooms
- Conduct active surveillance of communicable diseases. Investigate outbreaks establishing etiologies, mechanisms for diagnostic testing and the effectiveness of response measures. Ensure contact tracing is done and all suspected outbreaks are reported within 24hours.
- Ensure proper surveillance investigations, reporting, specimen collection and transport of samples of communicable disease outbreaks.
- Maintain appropriate knowledge and skills amongst health staff to control and prevent outbreaks.
- In the event of an outbreak liaise with the health facilities and prepare daily line list and send to the CHP/RH Manager.
- In liaison with the CHP/RH Manager, periodically review disaster preparedness plans on diseases prone to outbreaks at the Kakuma Refugee Camp.
- Ensure medical screening and immunization of children under five years is done at reception center and for new arrivals in the community.
- In liaison with CHP/RH manager ensure vitamin A & deworming supplementation for children under five years is done twice yearly.
- In liaison with CHP/RH Manager coordinate camp wide immunization campaigns in response to outbreaks
- Carry out any other duties assigned as delegated by the program manager
Key Result Areas
Specific responsibility area Kakuma Refugee Camp.
- Ensure that all CHPs have appropriate PPEs when tackling COVID-19 related activities.
- Coordinate and supervise the activities of all the Community Health Promoters (CHPs) and their supervisors to ensure that each is assigned to specific households and persons.
- Attend facility meetings weekly and give guidance to the CHPs on issues raised.
- Contribute to the maintenance of a high quality and motivated team of polyvalent Community Health Promoters (CHPs) by participating in formal and on-job training sessions, performance appraisal and feedback and ensuring that staff discipline and adherence to organizational policies is in place at all times.
- Perform mentorship sessions to the CHPs allocated to you and compile a report on the same biweekly.
- Work with community health committees to ensure that the community members actively participate in preventive and health promotion activities at the community level and support Community Health Promoters in their day to day activities.
- Participate in camp wide surveys and medical campaigns.
- Liaise with the other sectors to ensure community based indicators are met.
- Organizing training of staff (both refugee and national) on integrated disease surveillance and response.
- Liaise with the CHP team to develop a curriculum and an IRC training manual for CHPs.
- Ensure a class of CHPs is trained and qualifies yearly
- Liaise with CHP team to perform supervision monitoring of all CHPs twice annually
- In liaison with CHP/RH Manager Maintain ongoing collaboration and consultation with CDC, IOM, MOH, UN agencies, NGOs and refugee populations.
- Prepare orders for sector activities and maintain inventories for the same.
- Contribute to program budget management by tracking expenditures and participating in monthly budget review meetings.
- Support the counterpart in preparation of program staff payrolls and duty rosters.
- In liaison with CHP/RH Manager compile weekly and monthly, quarterly and annual reports.
- Degree Public health, Environmental Health or its equivalent.
- Registered with the relevant body.
Required Experience & Competencies:
- At least 3 years of relevant work experience in Public Health field.
- Strong communication skills; oral, written and presentation skills.
- Team player.
- Ready to work in difficult environmental conditions.
- Must be flexible and culturally sensitive.
- Experience of working in a resource poor setting and/or camp environment is an added advantage.