Sub Grant Compliance and Capacity Building Coordinator

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.

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The Program / Department / Team

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.

The Position

Working in the Finance Department under the direction of the Sub grant Manager, the Sub grant Compliance Coordinator is responsible for monitoring sub grants and sub grantees to ensure compliance with the terms and conditions of the sub grant agreement. The Sub grant Compliance Coordinator is also responsible for tracking sub grants and sub grantee requirements and for maintaining all sub grant financial files. The Sub grant Compliance Coordinator is technically responsible for supervising sub grant compliance officers/assistants/senior officers.

Essential Responsibilities

Sub-Grant Financial Management: –

1. – Conduct and review sub grantee pre-award assessments and recommend modifications to the sub grant agreement and/or monitoring plan to lessen financial and compliance risks.

1. – Prepare draft sub grant agreements and budgets.

1. – Following up and recommend special award conditions to be completed by grantees in order to establish or strengthen financial management and accounting systems in order to more effectively manage and report on funds, goods and services provided under sub awards.

1. – Review and direct the sub grant compliance assistants/officers in reviewing the 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.

1. – Responsible for tracking the partners’ /CBOs submission of financial reports and payments to ensure timely transfer of resources, avoid delays in implementation after reviewing the subgiants Request for Payment, and reconciled with general ledger.

1. – Following up on all sub grant compliance issues, audits, and document resolutions.

1. – Maintain sub grant tracking as well as financial files in accordance with the Field Finance Manual.

1. – Conduct partner/CBOs site monitoring visits as per monitoring plan and provide report to Sub grant & Compliance Manager and monitor the sub grant compliance assistants/officer`s visits as per monitoring plan.

1. – Take the lead on the sub grant closeouts ensuring that all requirements of the sub grant agreement have been met and that sub grant funds have been properly settled.

1. – Recording reviewed reports in NAVIGATOR.

1. – 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.

1. – Prepare partners monthly BVAs reports for effective programs.

1. – Review partners procurements plan.

1. – Other duties as assigned.

Capacity Strengthening and Support to Local Partners: –

1. – Work closely with partners/CBOs to identify capacity development priorities in financial management, reporting, etc.

1. – Conduct finance and compliance training for local partners/CBOs, including orientation for new hires, making visits to partners’/CBOs offices, providing necessary resources or materials, etc.

1. – 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.

1. – Responsible for financial management capacity support to partners/CBOs through on-going support, coaching, and mentoring throughout sub-grant lifecycle and in line with agreed-upon capacity development plans.

1. – Collaborate closely with program staff to ensure capacity development support to partners/CBOs is tailored, targeted and responsive to their organizational needs and priorities.

1. – Creatively problem solve with partners/CBOs to develop protocols and procedures that are both compliant and contextually appropriate.

1. – Work with partners/CBOs to develop their financial policies/procedures as required.

1. – Follows up on financial capacity development plan effectiveness and participates in lessons learned sessions to create actionable items for future improvement for both the Project and its partners/CBOs.

Operational Finance: –

1. – Be familiar with the field finance manual, procurement manual and any additional MC Regional or MC Jordan policies (National Staff Policy Handbook, cash management, regional travel, etc).

1. – Be knowledgeable and stay abreast of Mercy Corps financial sub awards policies and procedures and Donor regulations.

1. – 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.

1. – Other duties as assigned

SECURITY

1. – Ensure compliance with security procedures and policies as determined by country leadership.

1. – Proactively ensure that team members operate in a secure environment and are aware of policies.

Supervisory Responsibility

The Sub grant Compliance Coordinator is responsible for managing and leads Sub grant compliance and capacity building Assistants/officers/Senior Officers, and ensure Communicates company goals, safety practices, and deadlines to team. Motivates team members and assesses performance. Provides help to management, including hiring and training, and keeps management updated on team performance and develop clear communication skills that would allow the Sub grants coordinator to clearly communicate what the responsibility of the team members are to be able to effectively conduct day to day miscellaneous activates.

Accountability

Reports Directly To: Sub grant Compliance & Capacity Building Manager

Works Directly With: COP, DCOPs, Project Officers, Coordinators, Manager and Field Finance staff if any

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualification & Transferable Skills

1. – Six or more years of finance experience, including budgeting and grant management or auditing

1. – A university degree in finance, accounting or a related business field is required.
2. – Three years’ experience in the Finance Department of an non-governmental organization
3. – Good understanding of major international donor rules and non-profit accounting
4. – Prior experience with computerized general ledger software
5. – Advanced computer skills in MS Office programs, particularly Excel and Access.

1. – Strong analytical skills coupled with a solid understanding of financial and procurement systems; Prior auditing experience is considered a plus
2. – Excellent oral and written English skills
3. – Prior experience with grant to private sector is a plus.
4. – Experience in USAID regulation is a required.

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

• Delegating Responsibility

• Action-oriented

• Decision-Making Skills

• Attention to Detail/accuracy

• Analytical Thinking

Living Conditions / Environmental Conditions

The position is based in Amman, Jordan or other Middle East Mercy Corps locations and it requires up to 40% travel to support country programs, which may include travel to insecure locations where freedom of movement is limited and areas where amenities are limited. Housing for this role is in individual housing and staff will have access to good medical services and the living situation is of a high standard.

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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