CARE

Award & Sub-award Coordinator

CARE

Job Description

  CARE International is an international NGO working in Somalia. CARE and its partners work with vulnerable communities to address the underlying causes of poverty and promote peace and development, as well as mitigating immediate suffering caused by drought, conflict and displacement. We invite applications from experienced and talented individuals to fill the position of Award & Sub-award Manager under the finance unit. This position will be based in Garowe with substantive travel to the other field offices in Somalia. 1. Position Summary The Country Office Award and Sub Award Coordinator oversees and coordinates the administrative management of all awards and sub awards implemented by the Country Office. This includes support to award setup, staff training to ensure donor rules and regulations are understood and implemented properly, and review and submission of donor reports. S/he monitors the CO programs budgets planning calendar, develops operational budgets and supports program staff in proposal budgets development. S/he works closely with program and Finance Director to make sure all funds are accounted for accurately and program budget line items are managed adequately. This includes activities such as: awards tracking, sub-award report preparation, monitoring and filing. 2. KEY RESPONSIBILITIES: 2.1 Contract/Awards Management.
  • Takes the lead in ensuring understanding of relevant donor rules & regulations by finance staff, project managers, and other stakeholders.
  • Ensure award documentation and setup with SSC including project ID and fund code request, etc.;
  • Ensure monitoring of sub-recipient performance in coordination with program and compliance staff including periodic partner office visits.
  • Assist the Finance Director or (or equivalent) in maintaining CARE’s accounting policies and procedures relevant to contracts, grants and compliance.
  • Develop and roll out Sub award agreements startup/management workshop after signing the sub-award agreement and before the project start implementation.
  • Facilitate award closeout procedures and ensure appropriate filing, storage, and retention of award documentation.
  • Lead in project start up and provide input to the startup requirements of activity planning
2.2 Internal & External Reporting. Internal Reporting: Management Reporting and Financial Analysis
  • Coordinate with Award and Sub Award Managers on status of projects Pipeline & ensure pipeline reports and pipeline budgets are prepared
  • Prepare the country office Monthly grants and contracts Payable/Receivable Status Reports
  • Coordinate with the Award and Sub Award Managers and relevant program staff to prepare and submit all required forms to SSC for award and sub grants setup in the system (e.g. fund code, project ID, top line budgets, activity ID, etc.)
  • Ensure Dissemination to appropriate staff new FC/PID/Activity ID/ for the new awards and sub grants or any changes thereof
  • Ensure the Award and sub award Managers maintain the PeopleSoft chart field for FCs, PIDs and AIDs up to date
  • Ensure Budget Holders are provided with detailed Monthly Expenditure Reports (BVA reports)
  • Ensure the Award and sub award Managers at the beginning of each month prepare portfolio status report, highlighting grants & sub grants that need action immediately, as well as in short and medium term.
  • Critically review expenditure reports with budget holders and provide recommendations to address under spending, overspending or unusual expenditure in relation to project phases.
2.3 External Reporting: Donor Reports and Quality Review. Review Donor Reports as specified in the Contract Agreements
  • Ensure narrative reports and financial reports are in compliant with donor requirements and are consistent with each other
  • Liaise with Budget Holders and provide recommendation to address any donor budget overspending /under spending
  • Supervise budget revisions in close coordination with budget holders, as needed
  • Work with internal and external auditors ensuring all required information to support audit processes. This includes preparing for CARE’s annual financial statements audit and Single audit (formerly known OMB Circular A-133 audit) and other donor audits.
2.4 Budgeting & Forecasting.
  • Participate along with the program managers in the proposal development process by reviewing all budget proposals to ensure compliance with CARE and donor requirements (e.g., allowability, allocability, reasonableness and accuracy of cost matching, program income issues);
  • Participate in the development of CO budget guidelines and the preparation of consolidated budgets, including forecasts and future years’ budgets;
  • Monitor actual expenses against budgets and discuss any issues with program managers, Award, and Sub Award Coordinator.
2.5 CARE and Partner Staff Capacity Building.
  • Conduct (continuing refresher) training to CARE and partner staff to ensure all award terms and conditions are understood and implemented properly.
  • Conduct training to Budget Holders in use of PeopleSoft (e.g. expenditure report extraction and use, chart of accounts, etc.) and in general sound grants and financial management;
  • Develop and oversee the roll-out of tools, training interventions, learning materials and other strategies which will improve CARE and partner staff capacity & compliance
  • As mentioned under responsibility 2, plays a critical role in developing partners’ capacity building plans and overseeing progress against these plans;
2.6 Staff Management, talent review and capacity building.
  • Provides oversight and development support to the grants/contracts/budgeting staff, including the hiring and performance management processes of direct reports in close coordination with the Finance Director;
  • Assesses training and development needs of staff and conduct capacity building as necessary;
  • Manages direct reports workload and assist the Finance Director in defining immediate and long-term capacity needs and ensuring that the requisite competencies are reflected in the award and sub-award staff.
I. Key Relationships.
  • Reports directly to the Finance Director
  • Manages, coaches and trains direct reports
  • Provides guidance to peers, partners and other budget holders.
3. REQUIRED QUALIFICATIONS & EXPERIENCE. Minimum Education Level;
  • Bachelor’s degree, required; Preferably in Accounting or Finance **
Minimum Experience Level;
  • 5-7 years grants management experience **
  • Certified Public Accountant (CPA) and/or Certified Financial Analyst (CFA) preferred;
  • Knowledge of Microsoft Office including advanced expertise in Excel; and
  • understanding of rules and regulations related to USAID project funding and reporting requirements.
Skills;
  • Thorough understanding of financial accounting, reporting and grants and contract management processes
  • Good understanding of relevant donor policies & procedures
  • Excellent facilitation skills to conduct training sessions for small, medium and large sized groups;
  • Solid analytical and problem solving skills
  • Ability to maintain customer focus while handling multiple priorities
  • Ability to quickly learn new systems, processes and procedures and adapt local practices to global standards
  • Strong oral and written communication skills
  • Proficiency in Microsoft Office and financial software applications.
Competencies:
  • Coaching; Communicating with Impact; Facilitating Change; Initiating Action; Managing Performance for Success; Negotiation; Operational Decision Making; Planning and Organizing
SOM.Recruitment@care.org
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