Senior Reporting and Administration Officer

Job
from International Rescue Committee
Closing date: 18 Dec 2019

The International Rescue Committee responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, IRC offers life-saving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in more than 40 countries and in 22 U.S. cities, IRC restores safety, dignity and hope to millions who are uprooted by conflict or disaster. IRC leads the way from harm to home.

Job Overview/Summary

The Senior Reporting and Administration Officer is responsible for leading on reporting and providing administrative support within a USAID's Office of U.S. Foreign Disaster Assistance (OFDA)-funded program that includes health and nutrition; water, sanitation and hygiene (WASH); and shelter activities to support conflict-affected populations. Entitled Amal (“hope” in Arabic), the consortium will include international and Syrian partners with humanitarian response capacity. Pending donor approval of an award modification, the Senior Reporting and Administration Officer will support the Chief of Party (CoP) to establish key administrative systems and reporting processes to fulfil IRC’s internal and donor informational, accountability, and compliance requirements.

Major Responsibilities

Reporting and Communications

· Establish and maintain monthly and semi-annual reporting process with IRC and partners based on donor requirements and templates to ensure quality products are completed within deadline

· Engage with Senior MEAL Manager and Senior Information Management Officer to use program data from consortium-wide monitoring and evaluation to complete USAID OFDA reporting requirements and deliverables, including baseline assessment

· Create information products that highlight Amal program successes and other related work, including Powerpoint presentations, success stories, ad hoc updates, etc. for internal presentations and donor requests

· Support CoP to provide regular and timely updates to partners and other related actors

· Engage with Deputy CoP and technical program staff to support preparation and finalization of key documents that enable quality program delivery

· Support on review of program third party monitoring reports and final evaluation to produce quality product

· Ensure all reports and other relevant documents from donor, headquarters, partners, other consortia, etc. are saved and accessible to Amal team

Administration and Logistics

· Support CoP to complete administrative processes, including travel requests, recruitment requests, consultant payments, and other related documentation

· Coordinate with Grants Team to ensure necessary grants documents are accessible and saved to the IRC files based on grant management policy

· Organize logistics related to partner monitoring visits, training workshops, and planning meetings for IRC and partners with Beirut-based counterparts

· Support document sharing to donor and IRC third party monitoring agencies to complete necessary activities and reports, as needed

Partnership Coordination and Capacity building

· Champion robust partner relationship management characterized by the core partnership principles from IRC’s Partnership Excellence for Equality and Results System (PEERS) of responsibility, results-oriented approach, equality, transparency and complementarity

· Drive adherence to PEERS by working with Amal team and partners to complete quarterly monitoring visits and lesson learned reflections

· Systematically gather and utilize feedback from partners on IRC’s management of the consortium with aim to improve the consortium’s value and effectiveness

· Collaborate with Senior MEAL Manager and M&E Partnership Manager to assess the need for and develop and execute a coherent strategy and work plan to support partner organizations to strengthen their reporting capacities, also aligned with Partner Support Plans

· Participate in relevant workshops and meetings to support coordination and collaboration, including quarterly partner monitoring visits and training events

Key Working Relationships

Position Reports to: Amal Chief of Party

Indirect/Technical Reporting: N/A

Position directly Supervises: N/A

Key Internal Contacts:

· Country Program: Deputy Chief of Party, Senior MEAL Coordinator, Senior Information Management Officer, Health Coordinator, Protection in Partnership Advisor, WASH/Shelter in Partnership Advisor, Community Health in Partnership, M&E Partnership Manager, MEAL Coordinator, Partnership Coordinator, Grants Coordinator

· Region/Global: Awards Management Team, Regional Measurement for Action Advisor

Key External Contacts: Amal partner organizations

Job Requirements

· University degree in relevant field required

· 3-6 years of relevant experience working on grants management, communications, reporting, or other related task ideally with humanitarian organizations

· Full professional competency in Microsoft Office suite, especially Word, Outlook, and PowerPoint

· Excellent writing and editing skills and accurate presentation of data and reports

· Able to think critically about data and information, triangulating and cross-checking data when needed and with minimal guidance

· Demonstrated ability to effectively analyze, interpret and present data with attention to detail

· Excellent organisational and time management skills and ability to meet strict deadlines

· Good interpersonal skills and ability to work as part of a team as well as independently

· Works well in and promotes teamwork, comfortable in a multi-cultural environment, flexible and able to handle pressure with professional grace

· Excellent oral and written communication skills in English, Arabic language skills preferred

· Familiarity with the political, social, cultural, humanitarian and donor context of Syria is ideal

· Willingness to travel to Beirut or other countries as needed

Standards of Professional Conduct: The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.

Gender Equality:** IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Working Environment: The overall security situation in Jordan is relatively calm, especially in Amman. The Jordanian government is stable, and civil unrest is largely peaceful. However, Jordan’s generosity in hosting refugees from Palestine, Iraq and now Syria have created huge strains on the country’s economy and infrastructure. The IRC office is in a modern professional building.

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, disability or any other characteristic protected by applicable law.