Sub award Finance & Compliance Manager.

About Mercy Corps

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

The Program / Department / Team (Program / Department Summary)

Mercy Corps seeks to alleviate suffering, poverty and oppression around the world. We recognize that instances of sudden change within a country or region are rare moments to enact significant, lasting change. Mercy Corps, with its global experience working in countries undergoing major transitions, brings knowledge, expertise and strong management skills to position the agency as a partner of choice in Syria.

The Mercy Corps Subaward and Compliance unit covers all financial and compliance aspects of subawarding. In its role supporting the Syria Partnerships team and Program Department, the Subaward and Compliance unit is responsible for ensuring subrecipients are compliant with donor regulations and Mercy Corps’ internal policies and procedures. It supports the Program team to ensure that financial resources are used efficiently and effectively. The unit is involved in partner related pre-award and due diligence processes, contracting, financial report support, reviews, and approvals, payments, capacity development, compliance reviews and audits, close-out. The unit is also a main actor in ensuring Partnership 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 importantly to build the financial and compliance capacity of partners.

The Position (General Position Summary)

Under the direction of the Partnerships Director (PD), the Subaward Finance and Compliance Manager will manage all subaward finance and compliance tasks for the partnerships program portfolio. S/he will oversee the subawarding process including: partner pre-award assessments, due diligence, budgets (including the supporting document matrix – SDM), agreements and modifications, financial reporting, payments, kick off and close out meetings, financial monitoring, close out and audits. S/he will ensure the subawarding process is implemented in accordance with the Syria Minimum Standard Procedures, Mercy Corps policies (i.e., Subaward Financial Management Policy manual) and donor regulations. S/he will line manage the Sub-award Finance and Compliance Coordinator(s) and provide team members with orientation, information, tools, advice, training and other resources to inspire their performance and achieve operational objectives / targets.

Essential Responsibilities:

Manage all subaward finance and compliance tasks including:

Subaward Management

• Oversee subawarding process including: partner pre-award assessments, due diligence, budgets (including the supporting document matrix – SDM), agreements and modifications, financial reporting, payments, kick off and close out meetings, financial monitoring, close out and audits
• Ensure the issuing, managing and monitoring of sub-awards is in accordance with the Syria Minimum Standard Procedures, Mercy Corps policies (ie Subaward Financial Management Policy – SFMP), approved Syria Exceptions Memo and donor regulations;
• Key point of contact for the Hub Area Director / Director of Programs for all subward finance and compliance matters;
• Approve partner pre-award assessment, due diligence / Supporting Document Matrix for new subawards;
• Review and approve new partner budgets and existing partner budget modifications;
• Pre-finance review of new Subaward agreements & modifications (including ensuring any necessary special conditions are included);
• Finance Review of partner payment requests in accordance with the partner payment process;
• Finance Review of partner financial reports;
• Track and maintain overview of open partner finance reports – follow up any delays in receipt and review of the reports;
• Ensure Partner Tracker is updated and accurate as a monitoring tool for wider use, and provide overview reports / data as requested by the Partnerships Director;
• Ensure financial monitoring and verification process of subawards including reviewing partner monitoring plans; support with procurement guidance, processes, and verification; review and approve Financial Monitoring Office Visit Checklist, Financial Monitoring Office Visit Report & Notification of Corrective Action (if necessary) per SFMP sections 11.5 & 11.6.
• Ensure subaward files / folders are maintained / updated with all relevant documentation in accordance with MC and any donor regulations.
• Approve Subaward closeout letter and ensure that all subaward documents are on file (hard and soft copies) as per MC minimum standards.
• Review partner budgets in new grant proposal budgets.
• Tracking of subaward audits and supporting partners through audit process and the audit report.
• Lead preparation of documentation for internal and donor audits and provide necessary support during conduct of audit; follow up audit recommendations and/or findings and ensure a corrective action plan is in place and followed.

• Travel regularly to partner locations to manage, support and train team members in all locations.
• Other subward management related tasks as required.

Compliance & Risk Management

• Provide technical guidance to team members, program staff, etc on SFMP, Syria Minimum Standard Procedures and donor regulations;

• Lead the maintenance / updating of the compliance toolkit, ie. partnership process, tools, policies and procedures;
• Ensure MC staff and partners understand and are following the Subaward Agreement including Special Award Conditions;
• Review all Notes to File / Subaward terminations & suspensions in coordination with Hub Area Director (AD) /Director of Programs (DoP);
• Review and update Syria Exceptions Memo / Risk Mitigation measures;
• Initiate investigation and reporting of allegations of partner fraud and corruption and follow through the investigations with the Ethics & Assurance Manager and MCG / MCE Compliance;
• Monitor subaward related internal controls and tools and communicate gaps and areas of improvement to Partnerships Director, AD, DoP;
• Focal point with MCG / MCE Compliance for all subaward related issues and updates (e.g. forms, processes, policies); Guide team members on key subaward related issues and updates;
• Keep updated with and research into donor rules and regulations as required and develop guidance notes for use by MC team and partners;

• Identify solutions to issues that are compliant, yet facilitate the achievement of organizational development objectives and partnership strategy;
• Support Partnerships Director with timely and accurate submission of vetting requests to the donor and MCG / MCE and preparation of prior approval, waiver and other compliance requests to the donor;

Financial Management

• Ensure effective budget management of subaward budgets and forecasts, including current grants and new proposals (in coordination with relevant Program, Grants and Finance staff);
• Review cash flow requirements relating to subaward payments, and coordinate with the Program and Finance departments to ensure effective cashflow monitoring and efficient transfer of funds to partners;
• Review subaward data in the monthly grant BvAs and participate in monthly grant BvA reviews;
• Review quarterly grant BvA forecasting updates of subaward payments / expenditure with relevant Program, Finance and Subaward staff;
• Consult with MCG / MCE Finance on subaward related grant BvA, donor reporting, Navigator matters;

Staff Management

• Line manage the Sub-award Finance and Compliance Coordinator(s) and (if required) Sub-award Finance and Compliance Senior Officers and Officers;
• Supervise, hire and orient new team members as necessary. Provide team members with information, tools and other resources to improve performance & reach objectives;
• Promote accountability, communicate expectations and provide constructive feedback via regular performance reviews;
• Create and sustain a dynamic and participatory work environment of mutual respect where team members strive to achieve excellence;
• Contribute to team-building efforts, help team members identify problem solving options and ensure the integration of all team members into relevant decision-making processes;
• Provide training and guidance as appropriate to team members about subaward processes and policies;

Capacity development and Partner communication:

• Support capacity development of partners through providing technical support on partner SOPs / internal controls and supporting related trainings, workshops;
• Facilitate and ensure positive and constructive communication between MC focal points and partner focal points.

Coordination and Representation

• Participate in sharing best practices in MC internal forums, with other NGOs and governmental agencies working in similar environment;
• Deputize for PD in MC management meetings, when required;

Supervisory Responsibility

• Subaward Finance & Compliance Coordinator(s) and if required Sub-award Finance and Compliance Senior Officers and Officers supporting the Hub(s);

Safeguarding Responsibilities:

• Actively learns about safeguarding and integrates it into their work including with external stakeholders and direct reports if applicable
• Practices the values of Mercy Corps as detailed in the Code of Conduct and safeguarding policies including respecting the dignity and well-being of community participants and fellow staff members
• Holds themselves accountable for making appropriate decisions that impact community members and team members
• Takes responsibility for their personal and professional behaviour
• Encourages openness, transparency and communication in their team; encourages team members to make any reports if they have any concerns using internal reporting mechanisms (i.e. Integrity Hotline, HR etc.)
• Demonstrates a high level of integrity and treats others with respect

Accountability

Reports Directly To: Partnerships Director

Works Directly With:

– Program Partner Organisations / Sub-grantees

– Hub Area Director

– Hub Director of Programs / Program Managers

– PAQ Staff

– HAT / Enhanced Due Diligence Staff

– Finance and Operations / HR Staff

– MCG / MCE Finance and Compliance Staff

Minimum Qualification & Transferable Skills

• BA/S or equivalent in Accounting, Finance, International Development or related field required;
• Five or more years progressive financial management experience, including supervising staff, remote management and experience working on complex, multi-dimensional partner programming in an international environment preferably in Middle East region;
• Three or more years of subaward financial and compliance management experience;
• Extensive demonstrated knowledge and application of international donor rules in grants / management, financial management and reporting, internal controls, audit processes;
• Demonstrated attention to detail, ability to follow / enforce procedures, meet deadlines and work independently and cooperatively with team members;
• Prior experience with computerized general ledger software;
• Advanced computer skills in MS Office programs, particularly Word, Excel and Powerpoint;
• Strong analytical, coordination and communication skills;
• Excellent team management, coaching and problem solving skills;
• Fluent Arabic and English, verbal and written required.

Success Factors

A successful candidate will have demonstrated ability to lead and communicate effectively with team members of varied work styles, follow procedures, and meet deadlines with flexibility and creativity in planning and problem solving and a proven ability to learn quickly, take initiative, and be accountable for results. S/he will be able to understand the larger picture while remaining focused on the details and be able to balance upholding adherence with finance and compliance standards with facilitating the implementation of a complex program. An ability to work independently and as part of a team, a knowledge of procurement and tendering and a curiosity about and sensitivity to new cultures are all essential.

Mercy Corps Team members represent the agency both during and outside of 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 Mercy Corps' policies, procedures, and values at all times and in all in-country venues.

Living Conditions / Environmental Conditions

The position can be based in Lebanon (Beirut) or Jordan (Amman) and requires up to 25% travel to support partner programs, which may include travel to insecure locations where freedom of movement and amenities are limited.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

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 elearning courses upon hire and on an annual basis.

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