ThaiNGO

Job Title: Program Support Manager (National Position)

Sector: Awards Management

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Location: Bangkok, Thailand

Application Deadline:  12 July 2023

Job Description

Background/IRC Summary:  The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is at work in over 40 countries and 26 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. The IRC has been operating in Thailand since 1975 and currently provides humanitarian assistance to displaced persons in Tak, Kanchanaburi, Ratchaburi and Mae Hong Son provinces.

Job Overview/Summary: IRC Thailand’s Program Support Manager will provide program and grant management support as part of the Programs and Awards Management Unit, reporting to the Sr. Awards Management Coordinator. Based in Bangkok with periodic travel to IRC Thailand’s field offices, the Program Support Manager will work closely with Program, Finance, Operations, Partnerships and Monitoring and Evaluation staff to ensure quality management of the assigned portfolio of awards (public and private) as per donor’s guidelines and requirements and IRC’s policies and procedures.

The Program Support Manager is expected to work closely with the Deputy Director of Programs and the Sr. Awards Management Coordinator to ensure the programs and awards are managed throughout the project cycle in line with donor agreements and IRC’s processes. S/he will be responsible for scheduling and organizing project cycle meetings for the assigned awards, including agenda creation and logistical arrangements. The Program Support Manager will support the Country Director and the Deputy Director of Programs in administrative tasks when requested. Organization, coordination, and initiative are all key attributes to this position as it often involves independently solving unique issues as they occur while managing competing deadlines.

Major Responsibilities:

Program and Grant Management Support and Coordination:

•  Act as a focal point for the assigned program sector and grants portfolio. This includes coordinating and collaborating with colleagues in Thailand including HR, Programs,  Finance, Partnerships, M&E, and Supply Chain.
•  Ensure appropriate programs and awards management throughout the Project Cycle, including:
          - Coordinating any required information and documents on programmatic commitments (proposal narratives and workplans) and financial commitments (budget proposal budget revisions/realignments, requests for approvals above threshold limits, etc.)
          - Maintaining knowledge of IRC Thailand’s program sectors and grant agreement language and regulations, serving as a knowledge resource on donors and advancing questions where needed.
• Ensure sharing of compliance requirements as per the Project Cycle Meetings (PCM), especially at the Project Opening and Project Closing Meetings. Log Compliance questions and recommended actions in the Compliance Trackers within Project Dashboards. Raise compliance issues proactively with the Sr. Awards Management Coordinator.
• Mainly focus and keep the Sr. Awards Management Coordinator informed of any projected inability to meet contractual obligations, report submission, and spending rates and significant budget variances. Support the program budget holders in monitoring a balanced spending rate in line with donor rules and requirements and advise them on the spending plans are as per the Budget Management SOPs.
• Closely working with Deputy Director of programs to be able to proactively mitigate risks through proposing remedial solutions in consensus with Programs Coordinators, Programs Managers and Senior Programs Coordinator, as well as with M&E, Partnerships, Finance, Supply Chain and other departments, where necessary.
• Support the Project Leads and other relevant staff in facilitating the PCM, especially the Project Implementation Meetings, as well as filling in and applying Project Dashboards in line with the PCM guidelines.
• Support the Sr. Awards Management Coordinator by working together with the Grants Manager to compile and respond to information requests from IRC’s regional and HQ teams. Prepare updates for the monthly BD/grants meetings with the Asia RPAS Team.
• Ensure all relevant programs documents as well as the important correspondence are filed appropriately on IRC’s online system, Box.
• Prepare any requested information or reports on the managed portfolio, as requested by the Sr. Awards Management Coordinator and SMT
• Work closely with the Grants Manager to ensure regular updates for the respective portfolio in the relevant tools, including the grants tracker (open, closed, pipeline grants, reporting calendar, quarterly workplans), and Project Dashboards (grant summary, donor liaison and compliance tracker).
• Participate as a functional member for new IRC initiatives such as Integra and other initiatives.
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Administrative Support

• Support the Country Director and the Deputy Director of Programs in preparation of donor meeting mission visits and travel arrangements in liaison with colleagues in Thailand including HR, Programs, Finance, Partnerships, M&E, and Supply Chain.
• Support the Country Director and the Deputy Director of Program in preparation of itineraries for donor visits and other visits to IRC Thailand Country Program. Coordinate and collaborate with colleagues in Thailand including Operations, HR, Programs, and Partnerships to facilitate logistical arrangements and prepare necessary information and materials required for smooth visits.
• Other duties as assigned by the Country Director, the Deputy Director of Programs, and the Sr. Awards Management Coordinator.
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Key Working Relationships:

Position Reports to:  Senior Awards Management Coordinator
Indirect Reporting: Country Director and Deputy Director of Programs
Other Internal and/or external contacts:
Internal: All units in IRC Thailand
External:  Donors, partners, implementing partners and all relevant stakeholders

Qualifications

Job Requirements:

•  Bachelor’s Degree in a relevant field (International affairs, development, project management) with strong record of academic performance
•  At least 3 years professional experience in international humanitarian/development work or proposal development, grant management, project design, and project management
•  Proven ability to develop and maintain organized and streamlined systems for managing processes and tracking status and progress
•  Certification or continuing education in project management, proposal development, grant writing, and/or fundraising a plus
•  Excellent writing, research, analytical and organizational skills
•  Highly developed organizational skills and systematic process management ability
•  Understanding and comfort working with budgets and finance departments
•  Ability to work autonomously in scheduling and prioritizing within tight deadlines and focus on high quality work product
•  Self-directed but with strong interpersonal skills and the ability to work well within a team
•  Ability to collaborate well and provide leadership, direction, partnership, and support
•  Competence working in a multi-cultural environment with people from different backgrounds and levels of experience
•  Proficiency in Microsoft Office applications: Word, Excel, Outlook, PowerPoint and project management tools
•  Comfort with web-based databases and platforms; ability to learn new systems quickly
•  Excellence in written and spoken English and Thai
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Working Environment:

The position will be based in the IRC main office in Bangkok and will require travel to IRC field offices.

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, or disability.

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

If you are interested, please apply via the link below.

https://rescue.csod.com/ux/ats/careersite/1/home/requisition/42846?c=rescue