Finance Grants & Subgrants Coordinator

Job Summary

The Grants and Subgrants Coordinator with the support of the Manager Grants and Subgrants is responsible for pre- and post-award management of CARE Syria funding sources. The position is responsible for ensuring that CARE and donor policies, procedures and legal requirements are followed throughout our contracting processes. The position will also be responsible for pre- and post-subaward management. The post is based in NES office and will be reporting to the Manager Grants and Subgrants.

Specific responsibilities include, but are not limited to, working closely with program staff and other stakeholders in the proposal development process, ensuring the proposal budgets are reasonable, cost effective, and accurate and reflect the necessary costs for both direct and indirect costs. The position will also work with the Manager Grants and Subgrants, donor/CI members in developing, negotiating, and finalizing awards/IPIA. He/She will also ensure grant start up processes not limited to setting up the grants in CARE’s financial management system correctly, and actively participate in startups and orientations. The Position will be responsible for coordinating with the Budget Holders to ensure that funds are used as planned, in accordance with donor requirements and all donor and key stakeholders reporting requirements are met (for internal and donor use). The position is responsible for setting appropriate communication/coordination systems in place with different stakeholders, capacity building for staff and implementing partners, ensuring that proper systems are in place to facilitate smooth and timely submission of internal and donor reporting (both financial and program), close out requirements and ensuring accountability is an integral part of the operation. This position supervises the maintenance of project grant files.

Responsibilities and Tasks

Describe the major responsibilities, principal tasks, competencies, and end results for which the position is accountable (limit responsibilities to five). Include WHY it is done and the impact to the organization. List the responsibilities in the order of importance and state the percentage of time the employee spends on each responsibility during a typical year.

Job Responsibility 1

Budgeting and Proposal Development

% of time: 25%

• Work closely with the Manager Grants and Subgrants in developing and maintaining the Master Budget of the country office and making sure all necessary cost categories of Personnel and Operational are verified with relevant parties. This will need coordination with HR, Program and Administration departments.
• Develop donor budget proposals and collaborate with the Program Managers and Support Teams, including the provision of internal budgeting guidelines, templates and tools for annual budgeting, grant proposal development and budget modifications.
• Support the development of templates and SOPs related to budget management.
• Ensure proposal budgets/budget amendments are in line with donor regulations.
• Review, analyze and participate with the Manager Grants and Subgrants in the negotiation of partners' proposals and consolidate with the primary for submission to the donor.

Job Responsibility 2

Budget Management, Financial Monitoring, and Reporting

% of time: 30%

• Supervise fund code setup in Care's Financial systems ensuring that budgets are correctly entered and using the appropriate chart fields to ensure appropriate entries of actual transactions and monitoring expenses.
• Prepare monthly donor receivable and payable status for submission to the Manager Grants and Subgrants and recommend/Implement actions for collection of donor receivables or settlement of donor payables in a timely manner.
• Monitor grants’ performance for all donors. Work with budget holders to ensure that key processes and systems are in place to manage grant risk assessments, donor financial compliance and reporting process. Ensure grant budgets align with CARE budgets and forecasts.
• Ensure monthly review of transactions for compliance and eligibility under grants.
• Prepare monthly BVAs for each donor budget and lead on the BVA monitoring meetings and recommend appropriate actions to the budget holders based on the burn rate of awards.
• prepare required donor financial reports and ensure timely review and sign off by Head of Finance and submissions to the donor.
• Prepare periodic management reports for CLT, RMU, SSC and CUSA, e.g., Budget Mate, Pipeline report.
• Manage grant closeout process ensuring that all final expenditures are captured in time, expenses and program commitments fully reconciled against the budget balance and process documented. Ensure all finance files are archived and secured as per the CARE procedures.
• Assist Program Managers and the Director of Program in subgrants close out processes, including final financial reports preparations, cash settlements etc.
• Prepare Monthly time entry allocation and shared

Job Responsibility 3

Award/IPIAs compliance and policy development /updates

% of time: 10%

• Coordinate the review and finalization of awards/IPIAs with appropriate country office staff ensuring that CARE policies are met.
• Negotiate terms and conditions with the donor or CMP and ensure provisions are acceptable and ensure compliance with these provisions.

Job Responsibility 4

Partners' assessment, capacity building, monitoring, and closeout

% of time: 15%

• Review the partner funding agreements. Ensure that the financial aspects are accurate and in accordance with the implementing guidelines of donors and CARE.
• Due Diligence for the new potential partners
• Monitor and process the partners' financial reports.
• Supervise assessment of partner's organizations with regards to the quality of financial systems, reporting, audits and if applicable, follow up corrective action plans.
• Oversee the development and coordination of partners' capacity building plan on finance management.
• support in the partners’ capacity building activities on financial reporting and internal controls.
• Assist Program Managers and the Director of Program in subgrants close out processes, including final partner reports preparations, cash settlements etc.

Job Responsibility 5

Other duties and responsibilities assigned by the supervisor, but not limited to:

% of time: 5%

• Review periodic staff extension / recruitment requests ensuring that the positions are adequately funded before approval.

Job Responsibility 6

Team Supervision and Capacity Building

% of time: 15%

• Provide functional and direct supervision and regularly work on increasing the capacity and skills of the finance team based in NES
• Assist team members with information, tools and resources to improve performance & reach objectives.
• Ensure that the annual Performance Management & Assessment is carried out timely for direct reports.
• Facilitate and provide basic training, technical support and guidance to the program staff, particularly budget holders, for skills improvement in the areas of budget approval, reporting, and internal controls.

Level 2

What has to be done is known, but how to do it is not defined. The incumbent must use interpolative skills to pick and choose the right strategy to address a given problem

Comments: The postholder will deal with regular processes around budgeting, monitoring, reporting, and award close out. Collaboration with various stakeholders is needed to determine the best approaches to resolve issues such as under/overspending, ineligible costs, and documentation requirements.

Qualifications (Know How)

Indicate the minimum required level of education, experience and skills necessary to qualify for the position and fulfill the organization’s expectation for job performance. Also include the education, experience and skills desired for the position.

Education / Training

Required:

Desired:

Experience / Technical Skills

Required:

Desired:

Competencies

Given the responsibilities and level of accountability of the position, please list the performance competencies in order of importance. These will be used both for recruitment and performance management. Must choose a minimum of four competencies

£ Building Effective Teams

£ Conflict Management

£ Creativity

RCustomer Focus

Cross Cultural Sensitivity

Delegation

RDrive for Results

Integrity and Trust

Perseverance

Priority Setting

Organizing

Problem Solving

Effective communication

Time Management

Other skills/competencies:

☑ Attention to details

Freedom to Act / Impact

Please select the level of responsibility/contribution

CONTRIBUTORY

Provides support and contributes the overall success

Financial Accountability If no budget is managed, please enter $0

Dollar amount of budget managed:

$ 0

Safety And Security

I commit to the following:

I will remain aware of and comply with instructions designed to protect my health, welfare, and safety. I will always consider the safety of CARE INTERNATIONAL personnel in operational decisions.

I will follow the set safety and security regulations/procedures for the area of operation.

I will bear responsibility for my own safety and security while under contract.

Safeguarding

I commit to the following:

I have read and understood CAREs Safeguarding Policy, Code of Conduct, CI Policy on Fraud and Corruption.

I agree to abide by all the terms of these policies, which form an integral part of the conditions of my employment with CARE.

I acknowledge that failure to abide by the terms of these policies may result in disciplinary action and termination of my employment contract.

I also acknowledge that, depending on the role or function I discharge, I may be requested to comply with the terms of additional policies, guidelines, and related instruments, as and when necessary.