Subgrants Assistant

الوصف الوظيفي

International Research & Exchanges Board (IREX)

Position Title:    Subgrants Assistant
Program:    Partnerships with Youth (PWY)
Reports To:        Organizational Development Manager, PWY
Position Location:    Ramallah, West Bank
Position Grade    1

About IREX:

IREX is an international nonprofit organization providing thought leadership and innovative programs to promote positive lasting change globally. IREX enables local individuals and institutions to build key elements of a vibrant society: quality education and innovative youth development programming, independent media, and strong communities.

In the West Bank and Gaza, IREX is implementing the USAID-funded Partnerships with Youth (PWY) program. The PWY Program expands educational and leadership opportunities for young people aged 14-29 throughout the West Bank by creating sustainable hubs for youth innovation and learning, called Youth Development Resource Centers (YDRCs). PWY supports YDRCs throughout the West Bank to offer otherwise unavailable services and programming for youth to prepare them for a successful transition to adulthood and help ensure economic and civic participation in their communities.

Summary of Position:

The Subgrants Assistant will be responsible for all issues related to subgrants awarded to a number of YDRCs and other youth serving organizations (YSOs) that will build the YDRCs capacity in developing and implement new youth programs. The Subgrants Assistant will assist and ensure the sub-grantees’ efficient financial and programmatic management of PWY funds.

Specific duties include, but are not limited to the following:

-    Ensure data are collected from project and subgrantee activities in timely, reliable, valid, and precise manner;
-    Analyze data for indicators and assist in the maintenance of the program’s beneficiary database;
-    Contribute to the development of data collection instruments in order to operationalize performance indicators;
-    Conduct data quality assessments to identify areas for improvement in data collection and analysis;
-    Report project activities and achievements to USAID via the Geo-MIS System and TraiNet;
-    Assist with the rollout of and training on PWY’s online participant tracking and management system for PWY subgrantees and interns;
-    Provide capacity building support on M&E topics to PWY subgrantees;
-    Contribute to the development of biweekly, quarterly, and annual reports;
-    Assist in drafting communications materials to promote project accomplishments to USAID, the public, and other target audiences;
-    Supervise the work of the M&E Assistant;
-    Participate in other M&E and communications initiatives as needed; and
-    Perform other duties as required or assigned.

-    Participate in the selection of thematic grant topics and identification of YSOs for thematic grants.
-    Assist with grant competitions for YDRCs and YSOs, including the development of requests for applications, the facilitation of application review and evaluation, and negotiation of final subgrant activities, budgets, and requirements.
-    Complete grant agreement documentation including IREX/DC approval documentation for all new subgrants, which includes subgrant approval request memo, due diligence questionnaire, subgrant action form, and risk assessment form.
-    Prepare in-kind grant agreement documentation and coordinate with technical staff regarding specifications and procurement of equipment and services under the in-kind grants.
-    Coordinate with the finance/admin team regarding subgrantee and trainee vetting.
-    Update the subgrants tracker (excel file); save all subgrant documents on the shared drive; upload all subgrant documents to the iKnow system; and file hard copies of all relevant subgrant documentation. Subgrant documents include final agreements, modifications, all related attachments, important communications, milestone reports with means of verification, cost share reports and documentation, and closeout documentation per the grant cycle guidance.
-    Compile and maintain grantee cost-share reports and documentation in coordination with the IREX/DC office.
-    Maintain deep knowledge of YDRCs’ and YSOs’ grants, work plans, activities, and deliverables.
-    Coordinate and document the review of monthly milestones and related payments and communicates with YDRCs as necessary.
-    Maintain calendar of activities for YSOs and YDRCs (activities with youth, TOTs/meetings, and PWY staff visits and other support).
-    Conduct on-site visits to the YDRCs at least once per quarter and to the YSOs as necessary.
-    Provide capacity building on grant management, program management, and other related topics.
-    Perform other duties as assigned.-

Qualifications and Requirements:

-    At least 1-2 years of relevant grant management experience or experience providing financial, administrative, and operational support, preferably with USAID projects.
-    BA degree in business, accounting, management, or other related field.
-    Knowledge of and ability to use MS Office suite and online databases.
-    Excellent attention to detail and strong organizational skills.
-    Strong interpersonal skills and ability to work cooperatively with team members.
-    Fluency in Arabic and English language skills.
-    Prior experience in youth development or with a youth-serving organization a plus.

To apply please see send your CV along with a cover letter and names of three references to