Sub Grants Compliance and Capacity Building Officer

Sub Grants Compliance and Capacity Building Officer

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.

Program / Department Summary

The Mercy Corps Finance Department is responsible for all financial functions in Amman, including accounting, payments and banking, payroll, budgeting, financial reporting, and grant financial management and compliance. The Mercy Corps Finance Department ensures compliance with donor regulations as well as Mercy Corps’ internal policies and procedures. In its role as a support to the Program Department, the Finance Department provides timely reports and assistance to the Country Director and the Program team to ensure that financial resources are used efficiently and effectively.

General Position Summary

Working in the Finance Department under the direction of the Subgrants Compliance & Capacity Building Coordinator, the Sub grants Compliance & Capacity Building Officer (SCCB Officer) is responsible for monitoring sub grants and sub grantees to ensure compliance with the terms and conditions of the subgrant agreement. The SCCB Officer is also responsible for tracking sub grants and sub grantee requirements and for maintaining all sub grant financial files.

ESSENTIAL JOB FUNCTIONS:

Sub-Grant Financial Management:-

1. Conduct sub grantee pre-award assessments and assist with recommendations of modifications to the sub-grant agreement and/or monitoring plan to lessen financial and compliance risks.
2. Under the supervision of the Subgrants Compliance & Capacity Building Coordinator prepare and review of sub-grant agreements.
3. Recommend special award conditions to be met by subgrantees to establish or strengthen financial management and accounting systems or in order to more effectively manage and report on funds, goods and services provided under sub-awards.
4. Responsible for review of the projects sub-grantee financial reporting package, amounts, calculations and supporting documents, ensuring compliance with supporting documentation matrix, and ensuring all transactions are eligible and well documented. Provide detailed feedback and guidance to sub-grantee finance focal points to make corrections and/or provide additional written information as needed to close financial reports.
5. Responsible for tracking timely submission of partners’/CBOs financial reports and payments and reconciliations to ensure timely transfer of resources and avoid delays in implementation after reviewing the sub-grantees Request for Payment and reconciled with general ledger.
6. Following up on the subgrantees’s compliance issues and audits and document resolutions.
7. Responsible for maintaining sub grant financial files in accordance with the Field Finance Manual and sub awards management policy.
8. Conduct partner/CBOs site monitoring visits/and summary visit reports as per monitoring plan and provide reports for Sub grants Compliance & Capacity Building Coordinator review.
9. Assist in 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.
10. Prepare partners monthly BVAs reports for effective programs.
11. Review partners procurements plan.
12. Responsible for recording sub-grantees reviewed reports in NAVIGATOR, maintaining sub awards cards and any Navigator requirements.

Capacity Strengthening and Support to Local Partners:-

1. Work closely with partners/CBOs to identify capacity development priorities in financial management, reporting.
2. Conduct finance and compliance training/mentoring for local partners/CBOs, including orientation for new hires, making visits to partners’/CBOs offices, providing necessary resources or materials, etc.
3. Provide guidance to grantees in how to meet special award conditions, including providing templates for procurement, accounting, HR and financial management as relevant. Meet with grantees to explain the best practices in these procedures and support their customization of these policies.
4. Responsible for financial management capacity support to partners/CBOs directly under his supervision through on-going support, coaching, and mentoring throughout sub-grant lifecycle and in line with agreed-upon capacity development plans.
5. Collaborate closely with program staff to ensure capacity development support to partners/CBOs under his supervision is tailored, targeted and responsive to their organizational needs and priorities.
6. Creatively solve problem with partners/CBOs to develop protocols and procedures that are both compliant and contextually appropriate.
7. Assist the Sub grant Compliance & Capacity Building Coordinator with development of partners/CBOs financial policies/procedures as required.
8. Assist the Sub grant Compliance & Capacity Building Coordinator with following up on financial capacity development plan effectiveness and participates in lessons learned sessions to create actionable items for future improvement for both the projects and its partners/CBOs.

Operational Finance:-

1. Be familiar with the field finance manual, procurement manual and any additional MC Jordan policies;
2. Be knowledgeable and stay abreast of Mercy Corps financial sub awards policies and procedures and Donor regulations;
3. Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
4. Other duties as assigned

SECURITY

1. Ensure compliance with security procedures and policies as determined by country leadership.
2. Proactively ensure that team members operate in a secure environment and are aware of policies.

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.
• 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.

SUPERVISORY RESPONSIBILITY: None

ACCOUNTABILITY

REPORTS DIRECTLY TO: Subgrant Compliance & Capacity Building Coordinator

WORKS DIRECTLY WITH: Project Officers, Coordinators, Manager and Field Finance staff if any

KNOWLEDGE AND EXPERIENCE:

• Three or more years of finance experience, including budgeting and grant management or auditing
• A university degree in finance, accounting or a related business field is required.
• Two years’ experience in the Finance Department of a non-governmental organization
• Good understanding of major international donor rules and non-profit accounting
• Prior experience with computerized general ledger software
• Advanced computer skills in MS Office programs, particularly Excel and Access.
• Strong analytical skills coupled with a solid understanding of financial and procurement systems; Prior auditing experience is considered a plus
• Prior experience with grant to private sector is a plus.
• Experience in USAID regulation is a plus.
• 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 effectively monitor subgrantee compliance as well as to provide support and training for subgrantee personnel is critical. The Subgrant Compliance Coordinator must be willing to travel to Mercy Corps field offices, subgrantee offices and project sites.

Competencies:

• Integrity/Ethics
• Customer/Client Focus
• Communication skills
• Planning and Prioritization Skills
• Attention to Detail/accuracy

MECRY CORPS DIVERSITY STATEMENT

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.

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.

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