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CLOSED FOR APPLICATIONS

Sub Award Finance Coordinator

Closing: Sep 11, 2022

This position has expired

Published: Sep 6, 2022 (21 days ago)

Job Requirements

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Job Summary

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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


Responsibilities
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


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.

Compliance

  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;


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