Awards and Subawards Manager – Education and Gender Equality (EGE) Pillar. Full Time NEW

(Somali nationals are highly encouraged to apply)

Position title: Awards and Subawards Manager – Education and Gender Equality (EGE) Pillar.

Duty station: Mogadishu/Hargeisa, with frequent travel to other locations

Reporting to: Senior Awards and Subawards Manager

Type of Contract: One-year Fixed Term

Starting date: As soon as possible

About CARE

CARE works around the globe to save lives, defeat poverty and achieve social justice. We seek a world of hope, inclusion and social justice, where poverty has been overcome, and all people live with dignity and security, with a specific focus on the empowerment of women and girls. CARE’s Vision 2030 strategy includes six broad impact areas, with specific impact targets and metrics aligned with the Sustainable Development Goals. CARE anticipates that its impact will increasingly be achieved at the systems level as part of its quest for sustainable impact at scale, achieved through local leadership in partnership with governments, the private sector and civil society actors.

Job Summary

The primary role of the Awards and Sub Award Manager position is to lead, manage and direct overall Award & Sub award Management function of the responsible pillar, making links between program, administration and finance teams. The most critical elements of the job requirements are to ensure timely and accurate financial reporting to donors on main grants as well as adequate management of sub grants to partners, ensuring that all operational aspects are in compliance with CARE Financial and Donor grant compliance regulations and budgetary requirements. The Awards and Sub Award Manager will actively participate in the country office efforts to proactively seek new funding opportunities, working to ensure that program and finance teams are supported during proposal development to develop accurate budgets that contribute their fair share to the Country Office Shared Project Costs (SPC).The Award & Sub award Manager will provide timely reports to Budget Holders on grants and sub grants expenditures and provide analysis on program implementation timeline vs. expenditure. The Award and Sub Award Manager will provide training and ongoing technical support to program staff and partners on compliance with terms and conditions of donor grants and our own sub grants management policy. The A/SA Manager will support program staff to request Fund Codes (FCs), Project IDs (PIDs) and set up grants and sub grants correctly in People Soft, the Country Office’s financial system.

The Award and Sub Award Manager also manages the pillar`s sub grantee portfolio and ensures Due Diligence Assessment is conducted for all new and existing subs in line with policy. S/he will work with project teams related to the pillar to prepare the capacity improvement and monitoring plans for all subs, drafts sub grantee agreements for review by the Senior Awards and Sub Awards Manager.

Job Responsibility 1: Contracts/Awards Management 20%

• Take lead in ensuring understanding of relevant donor rules & regulations by finance staff, project managers, and other stakeholders.

• Analyze UNR and GPF expenditure against allocations.

• Manage responsible pillar award and sub award setup process with SSC within the prescribed time frame after signing the donor agreements (FC/PID and AID set up)

• Disseminate to appropriate staff new FC/PID/Activity ID/ for the new awards and sub grants or any changes thereof

• Maintain the PeopleSoft chart field for FCs, PIDs and AIDs up to date

• Ensure monitoring of sub-recipient performance in coordination with program and compliance staff including periodic partner office visits.

• Develop and maintain the pillar grants tracker to monitor project milestones and ensure deadlines on reporting are not missed.

• Assist the Snr Award and Sub Awards Manager in maintaining CARE’s accounting policies and procedures relevant to contracts, grants and compliance.

• Develop and roll out Sub award agreements startup/management workshop after signing the sub-award agreement and before the project start implementation

• Facilitate award closeout procedures and ensure appropriate filing, storage, and retention of award documentation.

• Lead in project start up and provide input to the startup requirements of activity planning

Job Responsibility 2: Internal and External Reporting 20%

• Coordinate with Program Staff for the pillar on status of Pipeline Projects & Prepare pipeline reports and pipeline budgets;

• Review Monthly grants and contracts Payable/Receivable Status Reports prepared by Snr Officers

• Coordinate with the Senior Award and Subaward Manager and relevant program staff to prepare and submit all required forms to SSC for award and sub grants setup in the system (e.g. fund code, project ID, top line budgets, activity ID, etc.)

• Provide Budget Holders with detailed Monthly Expenditure Reports (BVA reports)

• Review pillar`s portfolio status report, highlighting grants & sub grants that need action immediately, as well as in short and medium term.

• Critically examine expenditure reports with budget holders and provide recommendations to address under spending, overspending or unusual expenditure in relation to project phases.

• Review Donor Reports prepared by Snr Officers as specified in the Contract Agreements

• Ensure narrative reports and financial reports are compliant with donor requirements and are consistent with each other

• Liaise with Budget Holders and provide recommendation to address any donor budget overspending /under spending

• Preparation of revised budgets in close coordination with budget holders, as needed

• Keep track of donor audit schedules and requirements, work with internal and external auditors providing all required information to support audit processes and respond to audit queries and recommendations.

Job Responsibility 3: Budgeting and Forecasting 20%

• Review all budget proposals together with program managers to ensure compliance with CARE and donor requirements (e.g., allowability, allocability, reasonableness and accuracy of cost matching, program income issues);

• Participate in the development of CO budget guidelines and the preparation of consolidated budgets, including forecasts and future years budgets;

• Maintain CARE Country Office Budgeting tool and keep it up to date in terms of mapping new grants, generate coding sheet…. etc.

• Monitor actual expenses against budgets and discuss any issues with program managers, Award, and Sub Award Senior Manager.

• Take lead in project Budget revision as requested by the donor.

• Verify the proposal budget to ensure accuracy on unit costs, formulas, before it is finalized to be shared with CARE Managements for approval and submission to the donor.

Job Responsibility 4: CARE and Partner Staff Capacity Building 40%

• support the process of mapping out potential partners to support for current and upcoming programs
• Develop a calendar for due diligence and capacity assessment for local non governmental organizations to ensure the onboarding of partners in the Somalia/Somaliland
• Develop and implement capacity building plans for staff and partners, focusing on strengthening skills and knowledge relevant to their roles.
• Provide coaching and mentoring to staff and partners to support their professional development and growth.
• Develop and oversee the roll-out of tools, training interventions, learning materials and other strategies which will improve CARE and partner staff capacity & compliance
• Play a critical role in developing partners’ capacity building plans and overseeing progress against these plans.
• Manage direct reports workload and support in defining immediate and long-term capacity needs and ensuring that the requisite competencies are reflected in the award and sub-award staff.
• Collaborate with HR to integrate capacity building initiatives into staff development plans and performance management processes

Other responsibilities as assigned

Every staff member in Somalia is accountable for:

• Prioritizing safety and security by being vigilant of existing risks and refraining from complacency or engaging in activities that pose unnecessary risks and contributing to their safety and security by adhering to all established policies and procedures.

• Familiarizing themselves with and comprehending the organization’s security plan and guidelines, including any updates as well as actively participating in the development and upkeep of safety and security measures and ensuring compliance.

• Communicating any pertinent information, observations, and perceptions related to safety and security with their line management or the CO security team.

• Demonstrating commitment to gender transformation, learning and development through promoting and maintaining an organizational culture that advances gender equality, reduces power abuse and inequalities, and fosters trust and safety.

• Creating, promoting and maintaining a safe organisational culture for all people who work for and with CARE, including our partners, and the communities and program participants we work with.

Qualifications

Required Education:

• Bachelor’s degree, required; Preferably in Accounting or Finance

Desired:

• Certified Public Accountant (CPA) and/or Certified Financial Analyst (CFA) preferred

Required Experience/Technical Skills

• 5-7 years grants management experience

• Knowledge of Microsoft Office including advanced expertise in Excel;

• understanding of rules and regulations related to USAID project funding and reporting requirements

• Thorough understanding of financial accounting, reporting and grants and contract management processes

• Good understanding of relevant donor policies & procedures

• Excellent facilitation skills to conduct training sessions for small, medium and large sized groups;

• Solid analytical and problem solving skills

• Ability to maintain customer focus while handling multiple priorities

• Ability to quickly learn new systems, processes and procedures and adapt local practices to global standards

• Strong oral and written communication skills

• Proficiency in Microsoft Office and financial software applications

Tagged as: CARE USA, Somalia