The Purpose of the Role
Portfolio Advisor sits in AMU in the Program and Award Support Pillar, within the Frameworks & Global Awards Team. The team is responsible for the oversight, coordination and management of a portfolio of multi-country, multi-component awards. The role provides support on the overall implementation and management of assigned awards including the Irish Aid Strategic Partnership and IRC’s Disasters Emergency Committee (DEC) programmes, in addition to other awards in the portfolio as required.
Scope and Authority
Portfolio Advisor has the authority to make decisions within the parameters of donor policy and procedures, referring any non-routine and complex matters to the Portfolio Manager.
Responsibility for Resources:
Responsible for keeping track of and reporting on progress against programme and contractual milestones, and notifying the Portfolio Manager of any issues or opportunities which have arisen.
Write communications, reports, and amendments and funding applications to the donor.
This position does not have budgetary or line management responsibilities.
Key Working Relationships
The position reports to the Portfolio Manager and works closely with the Deputy Director, Frameworks and Global Awards, and other Frameworks & Global Awards Team members. In addition:
Works as part of the wider AMU team, especially Regional and Global Program and Award Support team members, Senior Program Development Advisors (SPDAs), and the Compliance and Policy team.
Works in close co-ordination with UK Finance, Violence, Prevention and Response Unit (VPRU), Emergencies & Humanitarian Action Unit, Measurement Unit.
KEY ACCOUNTABILITIES
Awards Management and Compliance
Act as an internal focal point for any issues related to the implementation and management of assigned awards including but not limited to the Irish Aid Strategic Partnership and DEC programmes, under the guidance / supervision of the Portfolio Manager.
Represent IRC externally, handling and cultivating professional relationships with donor focal points and relevant staff from donor agencies; facilitate meetings and engagement as needed; provide updates on implementation and grants management issues and support preparing materials for briefing events and meetings.
Support development of guidance materials for compliant and effective award management, providing orientation, training and support to colleagues on their use as necessary.
Address queries in relation to implementation issues and standard compliance questions (e.g. visibility, budget variance, reporting deadlines, and procurement) in coordination with AMU Compliance and Policy pillar.
Review and submit correspondence and amendments to the donor in a timely manner, including narrative and financial reports; Cost Extension, No Cost Extension, budget realignments, project changes and critical updates, ensuring that all documents and information submitted are high quality and compliant.
Take part in regular meetings and calls with AMU and relevant colleagues to provide regular support and updates and collaborate closely on specific issues related to donor compliance, submissions and/or monitoring/award management.
Review, provide substantive feedback, and support the submission of narrative, financial and audit reports; produce templates, guidance and timelines; involve relevant internal and external (audit firms) stakeholders and ensure that donor requirements and quality standards are met and reports are submitted on time.
Collate inputs for proposals, write proposal sections, consolidate and edit inputs from colleagues, including on emergency proposals, as required.
Prepare and consolidate budgets, and coordinate internal reviews and approvals before submission.
Respond to data requests from other departments and accountability for portfolio-wide data needs.
Support analysis of interim reports and financial tracking of grants.
Update and maintain internal systems for data management.
Contribute to AMU/Unit work plan and delivery of specific projects.
In collaboration with Finance and the Portfolio Manager, review Budget versus Actuals; ensuring the use of correct coding on expenditure and regularly update spending plans.
Participate in country and project visits to monitor progress and provide support to implementation teams, and support relevant donor visits to IRC programmes.
Administrative and coordination support for the IRC’s participation in meetings and learning events, online and in-person.
Support the development and management of other awards in the portfolio, as required.
Support in the understanding of policies, guidance, and tools designed to guide collaboration and work with local and international partners, outlined by IRC’s Partnership Excellence for Equality and Results System (PEERS).
Support in the review and processing of subgrants or partnership agreements, including due diligence processes, to ensure compliance with IRC internal and external donor requirements.
Other duties as required.
PERSON SPECIFICATION
Experience, Skills, Knowledge and Qualifications:
Essential:
Grants management experience, preferably with frameworks or large awards funded by institutional donors.
Experience coordinating and drafting reports, preferably for complex and multi-country programmes in development and/or humanitarian contexts.
Experience with donor liaising and developing and contributing to successful funding proposals.
Strong understanding of how learning contributes to effective programming and better outcomes for clients/beneficiaries.
Experience of reviewing, writing and producing timely and high quality documents to donors (including correspondence, reports and briefings).
Strong organizational skills, detail orientated, ability to multi task, prioritise and learn quickly.
Excellent interpersonal and communication skills; the ability to successfully and effectively liaise with people within and across departments in a multi-cultural environment, and build and maintain good working relationships.
Good analytical skills and excellent attention to detail.
Experience of working independently and productively in a fast-paced environment – proactive and initiative to problem solve within the parameters of the role is essential
Experience of budget monitoring and financial management.
Excellent IT skills (i.e. Word, Outlook, Excel).
Desirable:
Proficiency in written and spoken French.
Experience of working with Irish Aid, DEC and/or Sida.
Interest and understanding of advocacy work.
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