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) with headquarters in the United States and the United Kingdom respectively, work collaborate to maximize resources for the delivery of appropriate relief and development activities. International Medical Corps (IMC) is an US-registered independent affiliate organization of International Medical Corps UK (IMC UK), with which IMC UK shares the same name and charitable objectives and mission.

JOB SUMMARY:

This role serves two purposes:

1. Grants and Contracts
To support International Medical Corps UK in ensuring that its contracted projects are delivered in accordance to donor regulation;
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 applies to humanitarian charity.

2. 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

1. Grants and Contracts

• Establish and update Donor Guideline Summary Matrix with update donor regulations and shared with relevant stakeholders;
• To obtain appropriate delegation of UK projects to IMC UK’s affiliate by ensuring confirmation of commitment of implementation;
• To elucidate donor position on key contract areas. Specifically by working with programme team on a protocol to raise queries related to donor terms and clarifications on Procurement, Asset disposal, Sub-contract management and Eligible expenditure;
• To 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 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;
• To facilitate IMC UK awareness of possible liabilities in countries of operation through reviewing regular update from IMC UK’s implementing affiliate;
• Using extensive knowledge of European donor regulations to ensure that contracts are 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.

2. Safeguarding
Ensure that:

• IMC UK senior leadership team regularly convenes to consider safeguarding risks, policies, incident handling and reporting and a calendar of actions maintained;
• IMC UK donor requirements on safeguarding are shared with IMC twice every year;
• A register with relevant internal policies & procedures on safeguarding of both IMC & IMC UK is maintained and updated;
• IMC UK’s register of misconduct and safeguarding regularly updated and maintained with donor reports and Charity Commission SIRs submitted;
• Trustees and senior leadership team of IMC UK and IMC Task Force are aware of Charity Commission updates on Serious Incidents and safeguarding;
• Quarterly serious Incident reports to be submitted to Charity Commission is compiled in a timely manner for Board of Trustees Risk & Compliance Committee’s review and sign off;
• A register of trainings on safeguarding provided to IMC UK employees is maintained in collaboration with HR;
• IMC UK sub-partners have completed sub-partner Due Diligence on safeguarding measures;
• Regular declaration from IMC UK sub-partners on safeguarding cases are received and brought to the attention of SMT and trustees under the direction of leadership team;
• Safeguarding matters are reported in monthly reports to IMC UK’s RCC;
• Best practice examples on safeguarding is shared 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.

Code of Conduct
As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps UK’s and donor compliance and ethics standards and adheres to those standards.

If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps UK’s policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

Equal Opportunities
International Medical Corps UK is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or any protected characteristics by law.

Job Requirements

MINIMUM QUALIFICATIONS

• Typically, a Bachelor’s degree in related field. Equivalent combination of relevant education and experience may be substituted as appropriate.
• Professional Training in Safeguarding
• Safeguarding experience in 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
• 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 organizational 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

MISCONDUCT DISCLOSURE SCHEME

It is our shared responsibility and obligation to prevent matters involving Sexual Exploitation & Abuse, Trafficking in Persons, Child Safeguarding and any suggested violation to our Code of Conduct, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any suggested activities then you have an obligation to report. All offers of employment at International Medical Corps UK are subject to satisfactory references and background checks. International Medical Corps UK also participates in the Inter-Agency Misconduct Disclosure Scheme (https://misconduct-disclosure-scheme.org/). In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures. For more information about how we use the personal data in connection with scheme, please go to https://internationalmedicalcorps.org.uk/ApplicantPrivacy