Senior Program Support Coordinator (Grants, MEAL, Partnership) - Beirut

Background/IRC Summary:

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.

IRC  started  its operations in  Lebanon  in  2012  in  response  to  the  Syrian  crisis and  it  is  currently  operating  across  the country six sectors across Lebanon: Protection and Rule of Law, Women Protection and Empowerment, Child Protection, Economic Recovery and Development, Education, and Early Childhood Development.

Job Overview/Summary:

Based  in  Beirut  with  occasional  travel  to  the  Field  Offices  in  Zahle,  Qobayat  and  Tripoli,  the  Senior  Program  Support Coordinator  is  responsible  for  the  grants,  MEAL  and  partnership  units  in  IRC  Lebanon,  enabling  effective  cross sectors/departmental collaboration and leading on the rollout strategic initiatives. Reporting to the Deputy Director of Programs, this position will work closely with program coordinators, finance and operations departments

Major Responsibilities:

Program   Management   to   enable   a   coordinated,   coherent   system   of   planning,   monitoring   and   oversight   of implementation

• Review and promote  understanding  of,  and  adherence  to,  standardized  grants  planning,  monitoring  structures, partnerships  management  across  IRC  Lebanon  departments  in  coordination  with  Grants,  MEAL  and  Partnership Coordinators.
• Oversee and actively participate in the Project Cycle Meetings.
  • Ensure program planning and grants implementation is in line with the IRC strategy and best practices with a focus on spending status and progress against targets.
  • Ensure consistent and structure meetings across all grants and programs and monitor action plans.
• Oversee the adherence to / development of clear processes and systems to ensure that:
  • Key program data is systematically collected, analyzed and shared.
  • Progress towards program deliverables is systematically tracked using key indicators.
  • Organizational learning can be prioritized and used in program design and implementation (including re-design of long-term programs), as well as external communication and advocacy.
• • Feedback from beneficiaries is strategically used to adapt programming and organizational policies were applicable.
• Coordinate with the Senior Project Support Manager, Finance, Grants and Partnership departments and support program coordinators to ensure sound budget  development  and  spending  oversight  through  the  use  of  adequate  financial  management  tools,  including regular BVAs and spending plans review and updating.
• Facilitate and foster program integration among IRC sectors and with partners in line with programmatic needs and donor commitments.
• Ensure consistent collaboration with: Technical Units to ensure regular and consistent engagement with the County Program and provide technical oversight; with Field Management to ensure program implementation is collectively planned and coordinated; with Grants to ensure IRC program implementation and project management is compliant with IRC and donor regulations; with Partnership to ensure that projects implemented by partners are provided with the necessary support and collaborative problem solving to meet program deliverables; with M&E to ensure all issues related to low quality programing is addressed and data-driven decisions are taken and implemented by programs and partners; and operation departments as needed.

Strategic alignment and representation

• Monitor the implementation  of  the  Country  Program  Strategic   Action  Plan (SAP),   with  a  particular  focus   on  the achievement of IRC Lebanon’ strategic objectives and ensure  SAP reporting requirements are timely met.
• In collaboration with DDP and technical program coordinators, contribute to participatory and inclusive proposal design and development processes, ensuring that projects are data-driven and aligned with the IRC Lebanon SAP,  IRC’s Global Strategy and IRC Theories of Change.
• Fulfill liaison or representation requirements to donors as the need arises and/or  in the absence of regular donor focal points as assigned by line manager.
• Lead on cross departmental/cross sector initiatives predominantly between MEAL, Grants and Partnership units and specific projects as needs are identified or as assigned by line manager.

Oversee the IRC Lebanon Grants, Partnership and MEAL units and support business development

Line manage and provide day to day support to the Grants, Partnership and MEAL Coordinators

• Oversee  the  IRC  Lebanon  Grants  Unit  to  ensure  timely  &  quality  business  development  strategies,  donor engagement strategies, proposal development, reporting to donors and management of contractual requirements.
• Support  on  business  development  opportunity  identification;  work  closely  with  Grants  Coordinator  and  HQ  to ensure  structured  monitoring,  research  and  analysis into  donor  strategies  and  share  with  relevant  program  staff, DDP and CD.
• Support the Grants Unit in the proposal development process and ensure timeliness and quality proposals are submitted.
• Support the Grants Unit on all grant modifications, with a focus on identifying and troubleshooting potential issues well in advance and on implementing appropriate solutions as necessary in coordination with the relevant Country Program and HQ focal points.
• Review major compliance issues on grants and contracts.
• Facilitate multi-sectoral and strategic project design meetings  as assigned by line manager.
• 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.
• Oversee the IRC Lebanon partnership unit to ensure partnerships are managed in holistic manner which balances programmatic objectives  and compliance requirements,  and  implement an overall framework for partner support and management across all sectors and determining tailored strategies for working with partners.
• Ensure appropriate proactive and reactive communications and engagement with IRC partners to implement sub-grant agreements and complete program deliverables through regularly scheduled partnership management meetings.
• Ensure partnerships are prioritized and project designs are held in coordination with partners.
• Ensure appropriate proactive and reactive communications and engagement with IRC partners to implement sub-grant agreements and complete program deliverables.
• Oversee   the   IRC   Lebanon   MEAL   Unit   to   ensure   program   develops   and   meets   its   monitoring,   evaluation, accountability and learning commitments.
• Support MEAL and Programs in finalizing and documenting sector specific and country program ToCs and Master Logframes and ensure the teams are referring to them during program design and project review (through PCM meetings).
• Support MEAL and programs in using data to inform program design and adaptations by making sure Client Responses are reflected in all sector strategies and by taking forward relevant action plans.

Staff Management and Development

• Coach direct reports with the aim of strengthening their technical and management capacity, exchanging knowledge within the team and providing professional development guidance.
• Supervise   and   mentor   direct   report   staff,   including   communicating   clear   expectations,   setting   performance objectives,   providing   regular   and   timely   performance   feedback,   and   providing   documented   semi-annual performance reviews.
• Identify capacity gaps within the team and work towards filling though the identification of capacity sharing opportunities.
• Promote  and  monitor  staff  care  and  well-being;  approve  and  manage  all  leave  requests  to  ensure  adequate coverage.
• Lead and model successful adherence to IRC’s Global HR Operating Policies and Procedures.
• Champion Staff and Clients safeguarding policies in the workplace at all levels.

Key Working Relationships:

• Position Reports to:  Deputy Director for Programs
• Position directly supervises:  Grants Coordinator, Partnership Coordinator, MEAL Coordinator, Senior Project Support Manager. 
• Indirect Reporting: N/A
• Other Internal and/or external contacts: N/A
• Internal: IRC Lebanon Finance Department, IRC Lebanon HR Department, HQ and Regional grants/compliance teams, Program Coordinators, regional technical leads as relevant.
• External:  In-country donor counterparts, partners.

Job Requirements:

• Degree in international development or related field, advanced degree preferred.
• At  least  five  years  of  experience  in managing timely and quality implementation of large projects and coordinating high-value proposals for major donors in unstable environments.
• Experience in implementing systems and standards to enhance program quality and effective planning (ex: data-driven, client-based).
• Understanding of key elements of partnership development, M&E, accountability, research and grants management in a protracted crisis setting.

• Demonstrable understanding of project planning and management cycles, and strong program design skills.
• Demonstrable high-level performance management and team-working skills; well-developed negotiation skills and ability to communicate effectively in internal and external settings.
• Demonstrated ability to analyze and express complex ideas coherently and succinctly.
• Ability to handle many projects at the same time and to be organized and efficient.
• Ability to effectively coordinate with a large number of internal and external stakeholders. 
• Ability to effectively work independently within the framework of a larger team.
• Excellent inter-personal, cultural and diplomatic skills.
• Experience managing teams.
• Fluency in English, spoken and written is essential.  Fluency in Arabic is an asset.