General Position Summary
The Sub award Manager is a member of the finance team, and as such is responsible for managing the financial and operational aspects of subawards issued by Mercy Corps Cash Consortium of Sudan. S/he will also lead efforts to build the capacity of local subrecipients to meet finance and compliance requirements of the relevant program’s prime donor and other donors, so that these local organizations develop professional personnel and systems. The Finance and Subaward Manager manages the consortium finance and subawards team in Nairobi. S/he works under the direction of the Finance Director and work closely with the Program Teams, and Monitoring and Evaluation department, and the Operations department, and consult regularly with Mercy Corps’ MCG and MCE HQ compliance and legal departments.
Essential Job Responsibilities
Ensure subawards are managed in accordance with Mercy Corps’ Subaward Financial Management Manual.
When used by a program, participate in the design of RFAs or APS, publication of RFAs/APS, issuing of RFA/APS packages to prospective applicants, manage the administrative process of receiving RFA/APS applicant and providing the applicants to the RFA/APS Review Committee.
When used by a program, administer competitive RFA/APS processes with, for each RFA/APS, clearly defined and communicated steps for selecting, negotiating and awarding subawards.
When used by a program, responsible for the review of RFA/APS applicants’ budgets and budget narratives for completeness, cost realism and compliance with RFA/APS budget requirements.
Responsible for pre-award financial review and other due diligence of proposed subrecipients.
Draft (when delegated by HQ), oversee and ensure subaward agreements are executed, in consultation with the relevant program manager and MC HQ department and in compliance with the relevant donor’s terms and conditions.
Ensure modifications to subawards are executed, in consultation with MC HQ departments when applicable, as needed.
Review subrecipient financial reports for correctness and completeness and ensure that reports are submitted on time.
Develop subrecipient monitoring plans, conduct financial monitoring and prepare financial monitoring visit reports.
Follow up on all subrecipient compliance issues and audits and document resolutions.
Process subrecipient payments in consultation with the relevant program manager and Finance department.
Responsible for subrecipient financial close-outs, including ensuring that all requirements of the subaward agreement have been met and that subaward funds have been properly settled.
Provide compliance guidance and consultations to subrecipients on a demand-driven basis.
Assist subrecipients, as needed with subrecipient prior approval, waiver and other compliance requests to Mercy Corps.
Assist the program team with assessing subrecipient organizational needs, so that the subaward process strengthens the ability of local NGOs/CSOs to meet world class standards.
Develop training and capacity building activities for subrecipients to strengthen their ability to apply for, receive, and manage subawards related to finance and compliance.
TEAM MANAGMENT
Develop the capacity of the team, deepen understanding of their roles and assist with career development.
Assist team members with information, tools and resources to improve performance & reach objectives.
Promote accountability, communicate expectations and provide constructive feedback informally and formally via regular one on ones and performance reviews.
Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
Hire, orient and lead team members as necessary
INFLUENCE & REPRESENTATION
Interface with the (donor) representatives to convey information about programs as appropriate.
Participate in sharing best practices with NGOs and governmental agencies.
Consistently demonstrate flexibility, resilience and ability to maintain positive relationships and composure, even under difficult circumstances.
Maintain high ethical standards and treat people with respect and dignity.
Demonstrate an awareness of his/her own strengths and development needs.
SECURITY
Ensure compliance with security procedures and policies as determined by country leadership.
Proactively ensure that team members operate in a secure environment and are aware of policies.
ORGANIZATIONAL LEARNING
As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.
ACCOUNTABILITY TO BENEFICIARIES
Mercy Corps team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.
Supervisory Responsibility
Consortium Finance and Subaward Officer
Accountability
Reports Directly To: Cash Consortium Director
Works Directly With: Cash Consortium team; Finance Team, Operations team MCG/MCE HQ Compliance on Consortium Sub awards related matters.
Knowledge And Experience
A BA/S or equivalent in accounting or finance required; advanced degree preferred.
At least 5 years of relevant field or management experience of complex, multi-dimensional programming including administering small subawards in an international environment.
At least 4 years’ experience in grants management as well as an understanding of USG, SIDA and UN regulations required.
At least 3 years’ international experience required; international NGO/PVO field office experience is preferred.
Demonstrated experience and skill with administrating solicitations for subawards, assessing potential subrecipients and the proven ability to oversee a team that is responsible for monitoring subrecipients.
Strong skills and experience working with donors to obtain approvals and waivers as necessary for compliance with donor regulations.
Prior management experience and strong organizational skills.
Advanced computer skills in MS Office programs, particularly Excel.
Effective verbal and written communication, multi-tasking, organizational and prioritization skills.
Excellent oral and written English skills required; proficiency in Arabic is preferred.
Ability to work effectively with an ethnically diverse team in a sensitive environment.
Previous experience in insecure environments
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