JOB SUMMARY
Working as part of the country team, in close collaboration with technical and operational staff in country (including Finance and Compliance Department), and with support from the GCM HQ, the Manager, Partnerships and Sub-Awards is responsible for managing subawards from “cradle to grave” to ensure milestones are met in compliance with the terms and conditions of the sub-award agreement, in coordination with technical and operational departments.
To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation.
MAIN TASKS AND RESPONSIBILITIES
• Partnership(s) and sub-award(s) focal point in assigned country office.
• Partners with technical team to map and network with potential partners, cultivate and manage effective working relationships, and facilitate technical and administrative assessments.
• Administers the full cycle of subaward management activities including planning, facilitation, selection, pre-award assessments, negotiation, submission, orientations, review of monthly reports, monitoring / compliance visits.
• Oversees the issuance of calls for applications and provides guidance to in-country team to ensure the integrity of the proposal process from prospective partners. Oversees the selection and execution of subawards in adherence to IMC policies and donor requirements.
• Responsible for collecting any necessary information for vetting purposes, as designed by IMC and/or donors.
• Uses required sub-award management systems for subaward issuance and management. Ensure that all required documentation is provided to GCM HQ, finalized as per guidance from GCM HQ and donor requirements, and stored as per IMC policy and donor rules.
• Conducts pre-award organizational risk assessment to identify areas of risk and develops risk mitigation management plan in close collaboration with technical and operational staff; and ensures risk mitigation management plan is implemented and provides written updates on progress to the Country Director (CD).
• Facilitates project kick off meetings ensuring relevant staff and partners are aware of their programmatic, financial and compliance obligations/requirements.
• Tracks grant progress against original plans, schedule/timeline and budget through the subaward cycle ensuring relevant information and documentation are disseminated to technical and operational staff in a timely manner; and identifies areas of concern and ensures remedial actions are taken.
• Conducts periodic audits of sub-awards and prepares site visit reports. Ensures that compliance and performance monitoring is conducted by IMC’s technical staff on regular basis. Follow up on all sub award compliance issues and audits on a timely basis, and document resolutions.
• Supports the oversight of award budget management, tracks financial disbursement against signed awards, and processes requests for financial disbursements from partners as per the award’s schedule.
• Assists technical and operational staff with the timely delivery of training and capacity sharing activities for partners.
• In consultation with the finance department, consolidate and/or provide quality control of financial reports, in relation donor requirements.
• Following audits and subsequent discussions with technical staff and project leadership, recommends financial, administrative and program training activities for partners.
• Captures lessons learned from subaward lifecycle and partner feedback; documents partnership successes and opportunities for improvement for internal dissemination to continually improve IMC’s partnership approach.
• Responsible for hard and soft copy filling of original signed project and award administration documents, and ensures files are complete in preparation for award close out.
• Ensures award closure procedures are implemented and monitor compliance to award closure steps/milestones.
Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.
