Sub Award Finance Coordinator job at Mercy Corps

Mercy Corps

Sub Award Finance Coordinator job Post

Location:  Jobs in Uganda 2021 - 2022

Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: 11 September 2022

Hiring Organization: Mercy Corps

Job Details:

Sub Award Finance Coordinator (Internal Candidates Only)
Requisition Number: SUBAW002757
About Mercy Corps
Mercy Corps is a leading global organization powered by the belief that a better world is possible.
In disaster, in hardship, in more than 40 countries around the world, we Partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future.
The Mercy Corps Sub-award and Compliance Team supports all financial and compliance aspects of subgranting. In its role as a support to the Uganda Country Program, the Sub-award and Compliance Team is responsible for ensuring subrecipients are compliant with donor regulations as well as Mercy Corps’ internal policies and procedures. It supports the Program team to ensure that financial resources are used efficiently and effectively. The Team is involved in pre-award and due diligence processes, contracting, financial report support, reviews, and approvals, payments, capacity development, compliance reviews and audits, close-out. The Team is also a main actor in ensuring Sub-award strategy is embedded in programming, by providing on-the-job and ad-hoc support to Partners on all finance and compliance related issues in order to ensure compliance and also importantly to build the financial and compliance capacity of Partners.
Essential job functions:
Subgrant Management
1. Serve as a focal point for partner financial management, including attendance at kick-off meetings, monitoring meetings and closeout meetings, a financial focal point for formal and informal partner support and capacity development, and kick-off, implementation, and closeout (including payments, financial reports, audits and so on);
2. Conduct Partner due diligence (Including, Partner Pre-award assessment of financial responsibility, COI, and RPS) and recommends substantial involvement and compliance requirements and modifications to the sub-grant agreement and/or monitoring plan to lessen financial and compliance risks;
3. Follow up, collect and review subgrantees' financial reports and fund requests, keep up-to-date records, and report all sub-grantees financial status. Review subgrantees' financial reports for correctness, completeness, timeliness, and compliance;
4. Handle sub grant close-outs ensuring that all requirements of the sub-grant agreement have been met and that sub-grant funds have been properly settled;
5. Ensure Partner Tracker update and accurate as a monitoring tool for wider use, and provide biweekly reports to Subaward & Compliance Manager using this tool;
6. Review and track all sub grants and grants/budget purchases and contracts and other commitments. Update the contracts and communicate monthly.
7. Lead the training and support for local NGOs, including answering daily questions, training new hires, making visits to Partners’ offices, etc.;
8. To know and be familiar with the subgrant manual, field finance manual, procurement manual, and any additional local policies (National Staff Policy Handbook, cash management, local travel, etc.) and support Subaward & Compliance Manager to update the partnership compliance process as needed;
9. To navigate new processes involved in the evolving types of partnerships.
10. Review sub-award JET reports (monitoring tools) against the partner tracker and investigate any anomalies or delays.
11. Travel regularly to other locations to manage, support, and train team members in all locations.

1. Perform subgrantee monitoring visit for financial and programmatic deliverables review or audit and report findings with a recommendation to the supervisor communicate agreed upon findings to the sub-grantees and follow up its implementation;
2. Maintain sub-grant files and ensure they are well labeled, and fully updated with all contracts, submitted reports, governing clauses, and all other relevant documents and review the subgrant financial files (particularly financial reports files) in compliance with MC Filing procedures;
3. Review sub-award agreements before signatures, and explain the sub-award agreements to partners before signatures;
4. Assist the Subaward & Compliance Manager with sub-award audit process, including tracking of which sub-awards require audits, supporting the partner through the process, and review of audit reports;
5. Ensure dissemination of knowledge within the staff of MC process and procedures, including subgrant manual;

Financial Management
1. Monitor, plan and prepare program cash flow requirements relating to subgrant payments, and coordinate with the Finance department) to ensure effective cash flow monitoring and smooth implementation of Mercy Corps programs;
2. Prepare a schedule of fund transfers to partners for review by the Subaward & Compliance Manager;
3. Work with Programs Teams and Finance department (Senior Finance Officer/Finance Manager) to ensure effective budget management with regard to sub-recipient budgets and forecasts.
4. Work with the Finance Team on grant BvAs (subgrant information) as required. Closely monitor sub-grants to ensure that sub-grantees are not overspent.
5. Support the Finance Team on new proposals (providing summary subgrant budget information) as required.
6. Track VAT/DUTY taxes exemptions, and reimbursements for USAID and other donors as per their specific requirements.
Capacity Development
1. Capacity development finance lead, including focal point to other departments relating to capacity development activities.
2. Develop and maintain finance capacity development toolkit for partners.
3. Review of partner policies and manuals (following pre-award assessment results) and support in the development/maintenance of partner policies/manuals;
4. Review of MC systems/policies with regards to the elements which affect partners or flow down to partners and ensure clarity and improvement where possible;
5. Provide formal training to partners as needed/requested, and informal ad hoc capacity development requests;
6. Follow up on financial capacity development plan effectiveness and participate in lessons learned sessions. Creates actionable items for future improvement for both MC team and partners.
7. Develop and maintain trackers of partner’s capacity, capacity development, plans, and support, with input from relevant Subaward Finance Officers, Senior Subaward Finance Officers, and Subawards and Compliance Manager;
8. Maintain tracker of partner financial accounting systems capacity and support on reviewing/assisting with the implementation of accounting systems as required.
Payments/Transfers to partners
1. Managing the Cash transferring mechanism (Payments to Partner), by working closely with the partners and the appropriate MC team member in order to facilitate all payments in an effective and efficient way. This includes coordination with the Programs and Finance departments.
2. Track and update partner cash transfer mechanisms e.g. partner payment tracker
3. Work with partners on developing cash handling protocols/SOPs as required.
Accounting & Navigator
1. Responsible for posting financial reports on Navigator (statistical ledger for Subawards);
2. Review of JET reports (from Navigator) + C* reports (from SUN systems) to ensure correctness;
3. Other accounting tasks related to Navigator and reconciliation are assigned by the Sub-award & Compliance Manager.
Team Management
1. Create and sustain a dynamic and participatory work environment of mutual respect where team members strive to achieve excellence;
2. Promote accountability, communicate expectations and provide constructive feedback via regular performance reviews;
3. Contribute to country team-building efforts, help team members identify problem-solving options, and ensure the integration of all team members into relevant decision-making processes;
4. Provide training and guidance as appropriate to team members about sub-grant processes.
Coordination and Representation
1. Participate in sharing best practices with NGOs and governmental agencies working in a similar environment;
2. Coordinate with other finance teams as required to share best practices;
1. Other duties as assigned
Supervisory responsibility:
Sub-award Senior Finance Officer.
Reports directly to: Sub-award & Compliance Manager.
Works directly with. Partner Organizations, Sub-awards & Compliance Team, other Finance staff, Program, and Administrative Staff.
Knowledge and experience:
• More than 5 years of general ledger accounting experience is required.
• A university degree in finance, accounting or a related business field is required.
• 4 years of experience in the Finance Department of a non-government organization is an asset
• 3 or more years of Subawards financial management experience
• Familiarity with major international donor rules and non-profit accounting
• Prior experience with computerized general ledger software
• 3 or more-year experience of Partner and staff Capacity Building.
• Advanced computer skills in MS Office programs, particularly Excel and Access.
• Strong analytical skills coupled with a solid understanding of grant management rules.
• Excellent oral and written English skills
Success factors:
The ability to interact effectively with international and national personnel is required. A demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary. A high professional standard of finance and procurement ethics as well as the willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential. The ability to take financial data and present it in meaningful financial reports is essential. The Subawards Finance Coordinator must be willing to travel to Mercy Corps field offices and project sites.
All successful team members must possess the following core competencies:
• Listening: Ability to actively listen (i.e., seeks to understand, asks good questions, paraphrases, and is in tune with speaker’s emotional state)
• Vulnerability & Courage: Ability to share lack of knowledge, mistakes, or failures; give and receive feedback; and raise difficult questions or concerns
• Curiosity: Ability to articulate and explore novel areas of learning that would contribute to greater effectiveness
• Systems Thinking: Ability to understand, affect, connect, and leverage various parts of a system while maintaining sight of the whole system
• Critical & Reflective Thinking: Ability to analyze and understand situations from a variety of perspectives
• Flexibility: Ability to accept the unexpected and adjust to what the situation now requires rather than what was planned
• Self-awareness & Personal Improvement: Ability to recognize and develop personal strengths and areas in need of improvement and adjust style and approach depending on what the situation requires
• Decision-Making: Ability to make informed, timely decisions based on a mixture of analysis, evidence, and experience.
Required Languages: Excellent written and verbal communication skills in English
Diversity, Equity & Inclusion
Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives. We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.
Equal Employment Opportunity
Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have a sustained global impact. We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.
Safeguarding and Ethics
Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding the prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct e-learning courses upon hire and on an annual basis
Disclaimer: This job description is NOT an exhaustive list of the skills, effort, duties, and responsibilities associated with the position.


Application procedure

Interested applicants must submit the following by 5 pm EAT on 11th September 2022
• CV in PDF of no more than 4 pages
• Cover letter. At a minimum, the cover letter must show that the applicant possesses the required qualifications for the position, and include a response to the following: Tell us about a recent mistake you made. What did you learn from the experience? How have you applied what you learned since then?
Please note that any application submitted that does not follow the above instructions will be automatically discarded.
Only shortlisted candidates will be contacted.
Mercy Corps does not charge any fees at any stage of the recruitment process.
Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well
Team Player: Works well as a member of a group
Leader: Inspires teammates to follow them
Innovative: Consistently introduces new ideas and demonstrates original thinking
Bachelors or better.
5 years: General ledger accounting experience is required.
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Date Posted: 2022-09-07