Sub award Finance & Compliance Manager

Sub award Finance & Compliance Manager

– Sub award Finance & Compliance Manager.
Company: Industry: Non-Profit and Social Services Job Location: Amman, Jordan Career Level: Upper Management (Manager, Director, Head) Date Posted: 21-09-2022 Ref. Number: 153368 Citizenships Jordan Residence Country Jordan Years of Experience 8 – 10
Sub award Finance & Compliance Manager.
Job Description and Requirements

*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

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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;
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