AWARD AND SUBAWARD MANAGER REF: ASM/7/06/2021
- Muchai Rd, Nairobi, Kenya
CARE is an international NGO with local staff and community partners in 100 countries. We create local solutions to poverty and inequality and we seek dignity for everyone every day and during times of crisis. These solutions have a broad range, from disaster response to food and nutrition to education and work for women and girls to healthy mothers and children. CARE puts women and girls at the center of everything we do because when they have equal access to resources, they lift their families and communities out of poverty. Our staff live where they work, which makes us effective at understanding the challenges they face. We’ve been doing this for 75 years, since World War II. It started with the world’s first CARE Package® of food for the post-war hungry in Europe. Our work today is as important as ever, we believe that poverty and inequality are historic injustices that we can end within a generation, for good. If you share our core beliefs: poverty is an injustice; poverty is solvable; and together, we have the power to end it, join us, and Fight with CARE.
ROLES AND RESPOSIBILITIES
1. Awards and Sub award Management (30%)
Award start up and set up
- Review the draft donor agreements for all new and existing awards, ensure understanding of relevant donor rules & regulations by finance staff, project managers, and other key stakeholders.
- Work with CMPs in developing and signing of IPIAs ensuring that that the terms and conditions are understood by the CO team & partners
- Support the project team on donor agreement modifications and submit modifications to SSC for updating in the grant’s management module.
- Manage award and sub award setup process with SSC within the prescribed timeframe after signing the donor agreements (FC/PID and AID set up)
- Disseminate to appropriate staff new FC/PID/Activity ID/ for the new awards and sub grants or any changes
- Develop and maintain the CO grants tracker to monitor project milestones and ensure deadlines on reporting are not missed by the CO team.
Sub grantee selection and Monitoring
- Ensuring that assessments of organizational capacity and due diligence have been carried out for all potential & current partners in the country in accordance with the sub agreement management policy, ensure results are documented and submitted to DMC for approval.
- Ensure capacity improvements plans are prepared and executed by the relevant grants staff in the CO and results are documented and filed.,
- Assess training and development needs of partners and conduct capacity building as necessary
- In conjunction with program teams, develop the sub grantee monitoring plan and ensure the plan is adhered to and results of monitoring are documented and shared with DMC and project managers for further action.
- Review the sub grantee agreement modifications, ensure they are accurately done and in line with the donor provisions and CARE policy
- Maintain a sub grants tracker for funds disbursed and liquidations received. An aging analysis of the remaining funds should be prepared monthly.
- Prepare of monthly variance reports (Portfolio Analysis report) for all awards in the CO for submission to the Finance Manager to monitor the financial and spending progress of all awards.
- Participate in Project Review meetings and provide input into the grant’s management process
Project close out
- Grants Close out- Support the project managers in preparing for the grants close out processes (final audit, evaluations, disposal of assets)
- Review project commitments ate ensure accruals are done before closure of the project
- Ensure all outstanding receivable /payable after project closure are received from the donor /paid back to the donor
2. Budgeting and Forecasting (30%)
- Lead in developing proposal budgets and budget narratives, ensuring alignment with CARE and donor requirements (e.g., allowability, allocability, reasonableness and accuracy of cost matching, program income issues, etc.).
- Support the Finance Manager in development of CO budget guidelines and coordinates the preparation of annual budgets, consolidation, including forecasts and future years budgets.
- Participation in proposals development workshops and meeting to get knowledge of project or program at early stage
- Verify the proposal budget to ensure accuracy on unit costs, formulas, etc. before it is finalized to be shared with CARE Managements for approval and submission to the donor.
- Take lead in project Budget revision as requested by the donor
3. Financial Reporting (20%)
- Prepare the monthly budget utilization report (Portfolio Analysis report) highlighting important information such as inception expenditures, contract balance, spending ratio on individual budget
- Analyze the expenditure reports and provide narrative comments such line and summary on key possible threats and any proposed action.
- Liaise with Budget Holders and provide recommendation to address any donor budget overspending /under spending. Critically examine expenditure reports with budget holders and provide recommendations to address under spending, overspending or unusual expenditure in relation to project phases.
- Ensure timely and accurate preparation and submission of all donor reports as per the donor reporting template and schedule
- Support the Finance Manager in the preparation of monthly financial management reports, e.g., COMFORT, Master Budget, etc.
- Ensure preparation of reconciliation between Project Costing and General Ledger Ensure that any required reclassification between budget lines is executed.
- Review the monthly Budget, Grants and Contracts (BGC) Log report prepared by SSC and ensure action is taken on all exceptions noted in the report before next report.
- Review reconciliation of Grants Receivables/Payable Balance (GRP) balance received from SSC and validate the outstanding balance due or receivable from donor.
- Prepare quarterly Sub grantee dashboard reports for submission to DMC
4. Team Management and capacity building (10%)
- Supervise, coach and mentor awards and sub grants officers, ensuring high performance, accountability to meet deadlines and quality standards, and progressive skills strengthening
- Manages, coaches and trains direct reports
- Support the Finance Manager (continuing refresher) training to CARE and partner staff to ensure all award terms and conditions are understood and implemented properly
5. Audits (10%)
- Keep track of donor audit schedules and requirements, work with internal and external auditors providing all required information to support audit processes and respond to audit queries and recommendations.
- Support the Finance Manager in the CARE’s annual financial audit and Uniform Guidance audit as required.
6. Other Responsibilities as Assigned
- Perform other duties expected at the role and those specified by the Finance Manager from time to time.
- Bachelor’s degree in accounting, business, or a related discipline.
- Certified Public Accountant, Chartered Accountant, Certified Management Accountant, or other relevant accounting profession certification.
- At least 7 years grants management experience; At least three years’ experience working with major donor budgeting and reporting requirements.
- Three years’ experience managing / supervising teams
- Thorough understanding of financial accounting, reporting and grants and contract management processes
- Excellent knowledge of finance software applications and Microsoft Office including advanced expertise with Excel
- Good understanding of relevant donor policies & procedures e.g. USG, EU, UN
- 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 in English.
- Core competencies include – Integrity; Problem Solving; Planning and Organization; Excellence; Attention to detail; Negotiation; Performance Management; Teamwork and team building; Ability to support and train local and international staff
This role is expected to establish and maintain open, professional, and cordial relations with the COs internal and external customers. These include and not limited to.
Internal: Country Office teams; Shared Service Centre, CARE Member Partners/ Regional Office, and Head Quarters Departments
External: Donors / Government agencies / Other organizations (peer organizations) Partners/subrecipients / auditors.
Deadline to receive all applications will be on or before 23rd June 2021, at 5.00 P.M EAT. Only short listed candidates will be contacted. Canvassing will lead to automatic disqualification.
CARE does not charge a fee at any stage of the recruitment process. Qualified Female candidates are highly encouraged to apply. CARE has a commitment to gender, equity and diversity in our workplace and operations. CARE respects and values diversity and does not discriminate on the basis of race, sex, gender identity, sexuality, ethnicity, age, disability, religion or politics. This is reflected in our recruitment decisions which are made entirely through a transparent, merit-based selection process. All CARE staffs are required to comply with the Code of Conduct, Prevention of Sexual Exploitation and Abuse (PSEA) and Child Protection (CP) policies.