Coordinator, Grants & Contract & Safeguarding

International Medical Corps UK provides emergency relief to those struck by disaster no matter where they are, no matter what the conditions, working with them to recover, rebuild and gain the skills and tools required for self-reliance. International Medical Corps (IMC) and International Medical Corps UK (IMC UK) work collaboratively to maximise resources for the delivery of appropriate relief and development activities.

Job Summary

This role serves two purposes:

• Grants and Contracts: To support International Medical Corps UK in ensuring that its contracted projects are delivered in accordance with donor regulations; UK’s affiliate’s internal policies, procedures sufficiently cover UK’s donor regulations and adhere to local laws in the countries of operation; IMC UK is compliant with UK regulations that apply to humanitarian charity.
• Safeguarding: To coordinate with UK Senior Leadership of IMC UK to ensure that IMC UK meets the UK Charity Commission and donor requirements on safeguarding; Liaise with Board of Trustees Risk & Compliance Committee as required.

Main Tasks And Responsibilities

Grants and Contracts

• Establish and update Donor Guideline Summary Matrix with updated donor regulations and share with relevant stakeholders.
• Obtain appropriate delegation of UK projects to IMC UK’s affiliate by ensuring confirmation of commitment of implementation.
• Elucidate donor position on key contract areas by working with the programme team on a protocol to raise queries related to donor terms and clarifications on Procurement, Asset disposal, Sub-contract management and Eligible expenditure.
• Facilitate appropriate reporting to donors on Fraud, Theft and breach in other key project contract provisions.
• Ensure that IMC UK projects are reported under IATI requirements in collaboration with the programme colleagues in the UK and US.
• Review MOU, LOUs and UK contracts and negotiate on terms including facilitating sign off by the Executive Director.
• Maintain all key related information/documentation for awarded instruments, including but not limited to, grant documents, extensions, modifications, contracts, subawards, MoUs, key correspondences, and other relevant documents.
• Facilitate IMC UK awareness of possible liabilities in countries of operation through reviewing regular updates from IMC UK’s implementing affiliate.
• Using extensive knowledge of European donor regulations to ensure that contracts reflect in IMC UK affiliates policies and procedures.
• Conduct training workshops within IMC that promote compliance to donor regulations, organizational needs, as well as the changing regulatory environment.
• Assist proposal development team in the review and interpretation of solicitation requirements; provide guidance on how to effectively respond to the solicitations.
• Review and provide feedback on RFQ, RFPs, and POs, contracts/agreements issued or negotiated by IMC.

Safeguarding

• Ensure that IMC UK senior leadership team regularly convenes to consider safeguarding risks, policies, incident handling and reporting, and maintain a calendar of actions.
• Share IMC UK donor requirements on safeguarding with IMC twice every year.
• Maintain and update a register with relevant internal policies & procedures on safeguarding of both IMC & IMC UK.
• Regularly update and maintain IMC UK’s register of misconduct and safeguarding with donor reports and Charity Commission SIRs submitted.
• Ensure Trustees and senior leadership team of IMC UK and IMC Task Force are aware of Charity Commission updates on Serious Incidents and safeguarding.
• Compile quarterly serious incident reports to be submitted to Charity Commission in a timely manner for Board of Trustees Risk & Compliance Committee’s review and sign off.
• Maintain a register of trainings on safeguarding provided to IMC UK employees in collaboration with HR.
• Ensure IMC UK sub-partners have completed sub-partner Due Diligence on safeguarding measures.
• Receive regular declarations from IMC UK sub-partners on safeguarding cases and bring to the attention of SMT and trustees under the direction of the leadership team.
• Report safeguarding matters in monthly reports to IMC UK’s RCC.
• Share best practice examples on safeguarding with IMC UK SMT.

Perform other duties and responsibilities as assigned. Please note that the duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all inclusive. This job description is subject to review to ensure that it reflects the strategic direction requirements of International Medical Corps UK.

Minimum Qualifications

• Typically, a Bachelor’s degree in a related field. Equivalent combination of relevant education and experience may be substituted as appropriate.
• Professional Training in Safeguarding.
• Safeguarding experience in the humanitarian sector, liaison with statutory partners.
• Experience in administering UK/EU government grants and contracts.
• Experience with grants and contracts requirements of other bilateral donors, including Dfid, or multilateral donors such as EU, United Nations.
• Tactful exercise of judgment and discretion with sensitive and highly confidential information.
• Excellent interpersonal skills and the demonstrated ability to relate well with individuals at all levels.
• Good understanding of donor, regulatory and sector-wide standards, expectations and rules or ability to learn quickly.
• Knowledge in safeguarding principles, sexual misconduct investigations and capacity building on rights-based and survivor-centric approaches.
• Strong analytical and problem-solving skills, effective organisational and interpersonal skills; strong written and verbal communication skills, including preparation of system documentation.
• Good understanding of budgets.
• Flexible to work additional hours or weekends if required.
• Willingness to be deployed on a business trip when required.

Contract Duration

This is a fixed term cover with a contract duration of up to 12 months.

Closing Dates

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.