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Partnerships & Compliance Coordinator
Source: International Rescue Committee (IRC)
| Deadline: | 21 Dec 2009 |
| Organisation: | International Rescue Committee (IRC) |
| Location: | Thailand |
| Type: | permanent |
| Salary: | TBA (000's USD) |
| Description: | The Partnerships & Compliance Coordinator (PCC) will lead the Partnership Sub Grant Unit for the IRC Thailand country program. The purpose of the PSG Unit is to oversee the management, coordination and the key risk control elements of the CO's entire sub-grant process to ensure a high level of financial management and compliance. The PSG Unit leads, or is a key contributor to all steps in the process; solicitation, award, assessing sub-grantee capabilities, due diligence, monitoring of program and financial performance/progress, grant compliance, sub-grant documentation & retention, re-assessments and audits, partner liaison, partner capacity building (as it relates to compliance), application of sub-grantee compliance plans or corrective action plans, evaluations and close out activities.
The primary goal of the PSG unit is to ensure the country office maintains the capability to manage and monitor its sub grant portfolio by strengthening CO's internal capacity to assess, monitor and document sub grantee performance and to strengthen the sub-grantees capacity to resolve any financial weaknesses and/or internal control deficiencies. The position is based in Bangkok, but the PCC will spend a portion of his/her time visiting program sites along the border, working closely with direct beneficiaries and IRC's partners to ensure they are complying with the terms of their agreements and USG regulations. Responsibilities: Lead the Partnership/Sub Grant Unit (PSG Unit) in achieving its objectives: 1) To systematically and efficiently integrate the responsibilities of programmatic, compliance and financial personnel in relation to IRC's oversight of partner organizations who receive sub-awards: o Hold monthly meetings with PSG Unit staff (both direct and indirect), minute those meetings and disseminate o Submit monthly PSG Unit progress report to CD/COP o Ensure timely and correct submission of all partner financial reports in accordance with sub-grant agreements and review reports for reasonableness. Financial reports should be reviewed in conjunction with programmatic reports, signed off by IRC program staff to ensure consistency in programmatic objectives and financial spending. o Coordinate with the CO Finance department to facilitate timely processing of all sub-grantee payments o Inform IRC program staff about key compliance issues through 'fact sheets' o Partner Program and financial monitoring schedules are maintained/updated quarterly o Program, financial and compliance monitoring visits and reports are completed/dated with an overall summary provided by the PCC o Chair all Sub Grant Task Group meetings 2) IRC Thailand partnership and sub-grant related administrative processes and procedures are standardized, in accordance with global policy and consistently implemented throughout the program. o All sub-grant proposals with a budget of $25,000 or more are reviewed and approved by the sub-grant task group (SGTG) o The pre-award assessments and final agreements are completed within two months of selection by SGTG o Conduct budget reviews of all new potential sub grantees and financial due diligence in pre-award assessment phase. o Ensure that pre-award on-site financial reviews are done for each proposed sub-grant, paying particular attention to: record keeping/documentation; procurement policies and procedures; inventory management (if applicable); capacity assessment of organization. o Monitoring plans/procedures are created with risk management as a guiding principle by linking pre-award assessment findings with post-award monitoring activities o Conduct post-award monitoring of all major U.S sub-grantees, review sub-grantee monitoring reports and ensure agreement between programmatic results and expenditures; review procurement, distribution and warehousing (where applicable) procedures and practices; identify any significant concerns in adherence to processes or regulations; and write monitoring visit reports. o Regular Re-assessment plans are developed for all major partners (INGOs and LNGOs) o Manage all sub-grantee audits as appropriate 3) The compliance capacity of partner organizations is strengthened: o PSG trainings and refresher trainings on sub-grant compliance for key partners and IRC staff o Concentrate on effective communication with partners and hold bi-annual partner coordination meetings with senior IRC staff. o After each monitoring visit, create Compliance Work plans based on deficiencies noted during pre-award and/or post-award monitoring visits and work collaboratively with sub-grant partners to ensure compliance to USG regulations and correction of deficiencies previously noted. 4) Administration of the PSG Unit: o Maintain data-base, tracking sheet and filing system (both soft and hard copy) for all sub grantees proposals, agreements, financial reports and outstanding advances/balances to be paid. o Prepare all sub-grant agreements and modification to agreements using established agreement formats. This position reports to the Deputy Director - Operations & Finance. This position manages a staff of two. Requirements BA degree or equivalent in business-related field 3+ years work experience in the NGO environment and/or audit sector and accounting experience or strong knowledge of basic accounting principle Experience working with community based organizations in a sub-grantee relationship Strong Knowledge of U.S. Government rules and regulations Good communication skills with individuals from a variety of educational and cultural backgrounds Willingness to travel frequently Please apply at www.ircjobs.org IRC leading the way from harm to home. |
