Partnership Officer - International Rescue Committee

Job Description

BACKGROUND: In Libya, the humanitarian situation has deteriorated since the 2011 revolution. According to the United Nations, Humanitarian Needs Overview for 2020, 1.8 million people have been affected by the crisis, and more than 893,000 people are in need of some form of humanitarian assistance, a nine per cent increase on 2018.

IRC launched an emergency program in September 2016 in Libya that provided medical care, medicines and supplies and rehabilitations to primary health care centres (PHCCs), along with GBV protection programming in Misrata. Since then, the IRC’s presence in Libya has rapidly expanded.

The IRC now works in Health and Protection programing in different contexts (urban areas, Detention Centres, Disembarkation Points, Shelters) in Zwara and Zwayia, Tripoli, Gharyan, Zliten, Khoms, Misrata, Tawerga, Bani Walid and areas in South Libya targeting migrants and refugees, IDPs and hosting population.

IRC Libya is currently undergoing further expansion, with increased Health-focused interventions in West, East and South Libya through partnerships with International and National NGOs.

JOB OVERVIEW/SUMMARY:

The Partnerships Officer will report to the Partnership Coordinator and will be responsible for the day-to-day management and administration of partnerships for an IRC-led consortium of INGOs that will implement rehabilitation of health and education facilities, procurement of medical equipment, and capacity building of staff working for the Ministry of Health for areas covering Western, Eastern and Southern Libya. The Partnership Officer will support the Partnership Coordinator to ensure that the IRC lives up to the partnership principles of responsibility, results-oriented approach, equality, transparency and complementary in our work with partners. The Partnership officer will contribute to the coordination and key risk control elements of IRC’s partnership portfolio under the IRC-led Consortium, to ensure a high level of risk management and compliance in strong, high-quality partnerships that deliver timely and effective assistance. This role will also support the Partnership Coordinator to oversees the use and implementation of the Partnership Excellence for Equality and Results System (PEERS), IRC’s partnership management system and is a key contributor to overall project cycle management. The position is based in Libya and open to only national candidates

MAJOR RESPONSIBILITIES: The main responsibility of the position include:

Major Responsibilities:

The Partnerships Officer will support the Partnerships Coordinator with the management and administration of for the IRC-led consortium of INGOs as well as the respective sub-award management functions./

Consortium Management and Coordination Support:

Support Partnership Coordinator in:

• Liaising and coordinating with partners for planning and coordination to ensure timely and quality implementation of all program activities
• Maintaining open and effective communication amongst the consortium and project team members
• Overseeing day-to-day coordination and delivery of project activities in conjunction with staff and partners
• Overseeing that program activities are conducted in a timely and professional manner in line with the program work-plan and full coordination with national and local authorities as well as other partners.
• Coordinating with local authorities to facilitate the participation of local communities in the planning and implementation of activities and undertake periodic reviews of program activities to assess effectiveness, efficiency, the achievement of results and compliance with procedures

Sub-Awards Management

Pre-award phase:

• Translate IRC’s summary solicitations, templates and call for proposals from English to Arabic.
• Support the Partnerships Coordinator with desk research and facilitating the administrative aspects of the Stakeholder Analysis or Social Network Analysis process, including supporting convening workshops, as needed.
• Lead on the vetting process to collect and verify information on potential partners, sharing with the Partnerships Coordinator to validate the analysis.
• Liaise with IRC focal points and partners for the administration of pre-award assessments (PAA) with respect to all new partnership, including collecting supporting documents from partners, preparing folders with partner essential information for the PAA Panel members, making local ground transportation arrangements, logistics and arranging meeting venues. Attend and maintain minutes for PAA Panel meetings and support the Partnerships Coordinator in following up on action points with relevant IRC units and/or partners.
• Support the Partnerships Coordinator in drafting sub-award agreements, populating standard input such as partner information, reporting frequency, and annexes.
• Summarize in English partner organizational policies and other partner documents that are in Arabic.
• Support the Partnerships Coordinator in the creation of the Project Support Plan (PSP), coordinating inputs and confirmation from other IRC departments.
• Support the Partnerships Coordinator during the project development process and negotiations with partners, by filing important communication, editing, and formatting partner project documents, if needed, documenting decisions, and updating the action point tracker.
• Set up and maintain the Partnership Tracker and Partnership files for all new partnerships, ensuring 100% audit-readiness at all times.
• Fill in partner/project information and upload required documentation to the Opportunity Tracking Information System (OTIS), to obtain internal IRC approvals. Once approval is received, ensure that the sub-award agreement is signed and filed properly.

Post-Award phase:

• Arrange logistics and administration of quarterly program, finance, and compliance monitoring visits at the partners’ premises, including making ground transport arrangements and arranging meeting venues. Ensure that the monitoring visits reports are signed, and filed properly after the visit.Act as IRC’s liaise-on for the partners based in Libya.
• Upon receipt of countersigned agreement from the partner, use OTIS to obtain T7 (partner/project-specific code).
• Maintain the partners’ files electronically and in hard copies, including filing all appropriate communication and maintain the sub-award tracker capturing all requirements throughout the partnership life cycle, including reporting and monitoring schedules, partner deliverables (including both programmatic and financial reports), and special conditions identified in PAA and sub-award.
• Support the Partnerships Coordinator in organizing sub-award opening meetings, sub-award review meetings, and sub-award close-out meetings by arranging the time and venue based on the availability of participants, collecting materials and compiling inputs from participants before the meeting, making copies, sending invitations, taking minutes of the meeting, updating the action points’ tracker.
• Collect inputs from partners and other IRC units to update the Partnership Tracker on an on-going basis with information regarding the submission and review of partner narrative, programmatic reports, and monitoring. (Financial inputs will be made by the Partnerships Finance team.)
• Conduct initial reviews of partners’ deliverables, such as narrative and financial reports, to determine if they meet the bare minimum requirements before inputting information in the sub-awards tracker including project indicators, expenditure, budget projections and other relevant information, notifying the Partnerships Coordinator of any issues. Forward deliverables to programs and finance teams, as needed, and facilitate the receipt and compilation of IRC internal feedback before sending to the Partnership Coordinator to share with the partner. Ensure that report review checklists are completed, signed, and filed.
• Support the Partnerships Coordinator in completing the Partner Closing Memo, and documenting any lessons learned. Ensure that lessons learned are disseminated to key stakeholders within IRC, and filed properly.

Project Support and Capacity Strengthening

• Following the partner PAA, support the Partnership Coordinator in developing the PSP (collating inputs from technical, finance, supply chain, grants and HR units). Support the Partnerships Coordinator to liaise with IRC relevant units to identify practical project support actions (training, workshops) to be implemented over the lifetime of the project.
• Support the Partnership Coordinator to organize training for partners, as needed and budgeted.

Partnerships, General

• Maintain contact details, partner snapshots, stakeholder analysis and other similar databases for the working partners with pertinent information about the scope of work and geographic coverage for Libya.
• Support the Awards Management Unit with organizing annual PEERS Training in Libya
• Making copies, general filing, organize and maintain electronic and paper files of partnership documents and resources.
• Order necessary supplies and materials workshops, training, daily stationary which are required for the Consortium implementing teams.

KEY WORKING RELATIONSHIPS:

• Position Reports to Partnership Coordinator
• Position directly supervises: N/A
• Indirect Reporting: N/A
• Other Internal and/or external contacts:
• Internal: DDP, DDO, DDF, Partnership Coordinator, Program Coordinators, Program Managers, Programs Sr. Officers, Budgeting and Reporting Managers, HR Coordinator, Supply Chain Coordinator, Finance Department, Safety and Access team, as well as the HQ and Regional Grants/Compliance Teams,
• External: In-country donor counterparts

JOB REQUIREMENTS:

• Bachelor degree or equivalent in Business Administration, International Development or related humanities field.
• 2 years of professional work experience in the field of development and/or humanitarian response.
• A strong interest in providing high-quality administrative support to a professional team.
• Professional experience from the on-going Libya crisis or another emergency context is desirable.
• Fluency in both English and Arabic, spoken and written, is essential and will be subject to a written and verbal examination.
• Good communicator with strong organizational and time management skills.
• Attention to detail.
• Strong computer skills: must be competent in the use of Windows MS office programs (Word, Excel, PowerPoint, Outlook).
• A demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary.
• Excellent interpersonal, cultural and diplomatic skills.
• Ability to work well independently and with a team.
• Ability to handle sensitive matters with tact and discretion.
• Professional demeanor, integrity, tact, and good judgment.
• Excellent and fluent Arabic and English written and spoken language skills, including translation.

Working Environment

The position will be based in Libya.

Qualified and Interested individuals are required to apply for this position via the IRC Career at the following link: https://rescue.csod.com/ux/ats/careersite/1/home/requisition/10259?c=rescue
Deadline for Applying: September 21, 2020.

Only shortlisted candidates will be contacted.
IRC is an Equal Opportunity Employer IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.

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