Sub Award Manager

at Mercy Corps
Location Khartoum, Sudan
Date Posted October 13, 2021
Category Management
Job Type Full-time
Currency SDG

Description

Mercy Corps Europe 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.

Country Program Summary

Mercy Corps Europe, formerly known as Mercy Corps Scotland, has been operational in Sudan since 2009 and currently leads humanitarian assistance efforts in conflict-affected South Darfur, South Kordofan, Gedaref, White Nile and Khartoum States, supporting IDPs, returnees, refugees and host communities. Mercy Corps’ current areas of programming include food security and livelihoods, including market systems development; WASH; health; nutrition; peace building and protection.

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 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 Subaward Manager manages the Subaward team. 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 Management **

· 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

All Subaward Team members**; (1 direct),**

Accountability

Reports Directly To: Finance Director

Works Directly With: Finance Department (with authority for technical financial matters); Operations Department, Program Director/Managers, MCG/MCE HQ Compliance.**

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

Success Factors

The successful candidate will have an ability to interact effectively across international and national program teams successfully, both in a managerial as well as training capacity. S/he will be able to support programmatic objectives with timely and meaningful financial information, have a demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities. An impeccable professional standard of finance and procurement ethics and the willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential. The Finance Manager must be willing to travel regularly to Mercy Corps field offices and project sites. The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

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 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 & 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 prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC. 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.

Living Conditions / Environmental Conditions

The Sub award Manager is based in Khartoum, Sudan. The location is accompanied and secure. Housing is individual accommodation with unlimited freedom of movement beyond the house/office. There are many International schools in Sudan. Staff have access to basic services – medical, electricity, water, etc. This position requires 35% of time of travel by air or using MC fleet to field.

Mercy Corps team members represent the agency both during and outside work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

Fostering a diverse and open workplace is an important part of Mercy Corps’ vision. Mercy Corps is an Equal Opportunity Employer regardless of background. We are committed to creating an inclusive environment.

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