The Position Summary
The Contract Director will provide overall leadership and oversight for the finance and grants management team under the CREATE programme, while working with Mercy Corps Commercial Contracts team in HQ to ensure overall contract compliance. S/he will empower the team ensuring that staff are familiar with policies and procedures related to finance and grants management, while providing quality control to ensure robust, flexible, and adaptive support to programme activities. The Contract Director must be fluent in compliance matters and help the senior management team to ensure the contract is implemented in accordance with contractual requirements, Mercy Corps policies, CSSF regulations, and local law, across 3 countries.
The Contract Director will work closely with the Deputy Team Leader who oversees technical programmes while reporting to the Team Leader. Three Major functions that support programme delivery will fall directly and indirectly under the Contracts Director 1) Grants and Sub-Contract Management 2) Financial Management; 3) Programme Compliance and Administration.
Essential Responsibilities
GRANTS AND SUB-CONTRACT MANAGEMENT
The Contracts Director will oversee the grants team, ensuring grants and sub-contracts are issued and managed in line with Mercy Corps and CSSF policies, and to provide quality control and risk management of the grant management function. Specially the Contracts Director will:
Review all RFAs and liaise with Team Leader, Deputy Team Leader and MCE for approval.
Oversee the grant management function, ensuring timely submission and approval of reports and advances to partners.
Draft all Requests for Grant Approval from the donor, as required by the contract.
Oversee the development of sub-partner grants and contracts, advising on the most suitable grant/contract mechanism for each partner.
Ensure activity or milestone budgets are developed and implemented accurately, providing support to the Senior Finance and Subgrants Manager in cooperation with technical teams, maintaining a master collation of partner budgets.
Provide leadership during grants close out and partner’s asset disposition.
FINANCIAL MANAGEMENT
In collaboration with the Finance and Compliance Director and the Senior Finance and Subgrants Manager, the Contract Director will be responsible for the financial management of the CREATE programme, including quality controls, cost reporting, forecasting and tracking. S/he will provide recommendations on the overall financial management and performance of the programme and work in close collaboration with Mercy Corps Europe team to monitor costs. Detailed duties include:
Regularly participate in calls with the MCE and with CSSF and support the maintenance and updating of the programme Activity-based budget and forecast
Conduct monthly ABB forecast review
Oversee responses to internal and external financial/compliance audits.
Mitigate project risks and protect the programme against fraudulent practices through adherence to the programme’s schedule of authorities.
Ensure strict implementation of a sound internal control system and take appropriate actions against any violation of the system.
Review Mercy Corps, and sub-contractor invoices prior to submission to CSSF for accuracy
Approve payment requests, and review and approve financial vouchers.
Release bank payments and hold bank signatory authority for the programme; provide quality control and risk management for finance functions.
PROGRAMME ADMINISTRATION AND COMPLIANCE
The Contract Director will work with Mercy Corps Kenya Operation team, providing oversight and quality control for the administrative operations of the programme, including procurement, inventory management, and reporting. S/he will work with this team to ensure the CSSF and Mercy Corps standards. Detailed duties include:
Ensure programme asset management and disposition plans are in line with the CREATE contract.
Review the programme’s Exit Plan, and ensure actions are initiated in line with plan and CREATE’s contract, ensuring timely close out partners, disposition of assets, finalization of financial responsibilities and reporting.
Review/draft all requests to CSSF for procurement approvals.
Ensure programme procurement process are completed in a timely manner. Support in contract reviews.
Work with MCE to draft/review CSSF contract deliverables – including Quarterly Financial Report, Inventory and Asset Report.
Provide leadership during donor spot checks and in addressing any identified issues.
TEAM MANAGEMENT
Supervise the day-to-day performance of direct reports, ensuring that they understand their roles, coaching them to succeed and providing them with feedback and technical and administrative support that they require in meeting their performance objectives.
OTHER RESPONSIBILITIES
Respond to urgent client requests, including budget scenarios, inventory disposition, scope of work development, and other tasks as needed.
Perform other tasks as requested by the Team Leader
Supervisory Responsibility
Finance and Sub-grants Manager and the Senior Finance and Grants Officer.
Accountability
Reports Directly To: Team Leader
Works Directly With: Deputy Team Leader, Programme Partners, Mercy Corps Kenya Operations and Finance Directors, Tanzania Country Coordinator, Uganda Country Coordinator, Mercy Corps Europe Commercial Contracts Team.
Accountability to Participants and Stakeholders
Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.
Minimum Qualification & Transferable Skills
Bachelor’s degree in finance, business administration, public administration, economics or other relevant field; advanced degree preferred;
Minimum of ten years of experience implementing donor-funded development projects, to include project administration, operations and procurement;
Detailed knowledge of donor rules and regulations, preferably with experience implementing a UK government-funded contract;
Minimum of five years of supervisory experience and proven ability to manage teams of professionals to produce key results;
Demonstrated record of results-driven project management and an ability to creatively solve complex organisational issues and foster ownership within teams; and
Strong writing skills and experience in developing budgets, reports and workplans.
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