RESPONSIBILITIES:

Pre-Award key tasks

• Manage sub-recipient due diligence assessment process. Work with supervisor and others to monitor sub-recipient follow-up actions cited in the due diligence assessment as areas for improvement, if required.
• Ensure procurement of consultancy services follows CARE procurement policies and donor regulations and confirm budget availability.
• Work with the Shared Service Center (SSC) to ensure that subgrant agreements are correctly set up in CARE’s financial management systems, PeopleSoft and Adaptive Planning.
• Conduct sub-award start-up orientation for program implementation teams on terms and conditions including donor requirements and regulations.  Leads in the setup of administrative and financial arrangements.

Sub-Agreement Negotiation / Startup key tasks

Key activities under this responsibility will include: 

• Works with supervisor and others to monitor sub-recipient follow-up actions cited in the due diligence assessment as areas for improvement, if required.
• Ensures procurement of constancy services is follows CARE procurement policies and donor regulations, and confirm budget availability.
• Prepares and negotiates sub-agreements including Individual Project Implementation Agreements (IPIAs)
• Working with the Shared Service Center (SSC),ensures that donor agreements are correctly set up in PeopleSoft and Adaptive Planning. Specifically GFM submits proper documentation to acquire FCs and Project IDs; prepares and submits budget information using the proper donor reporting line items (i.e. Activity IDs); and validates accuracy of budget upload to PeopleSoft and Adaptive Planning thereafter.
• When necessary, prepares Budget Agreement Memorandum (BAM) to facilitate funds allocations to COs, and verifies proper accounting entries are made by SSC.
• Conducts project start-up orientation for program implementation teams on terms and conditions including donor requirements and regulations. Leads in the setup of administrative and financial arrangements

Sub-Agreement Administration Key Tasks

Key activities under this responsibility will include:

• Carries out compliance monitoring to ensure adherence to the terms and conditions of agreements and sub-agreements, and CARE policies. This includes on-site project visits.
• Ensures that implementing parties are aware of terms and conditions of the agreement and are clear on compliance requirements through training, coaching and monitoring.
• Sets up compliance reporting and follow up mechanisms.
• Throughout the agreement, monitors sub-recipient compliance – for instance spot-checking systems to ensure that: financial reports reflect entries on general ledger; financial reporting is consistent with program reporting; expenses are valid and
  allowable; etc.
• Reviews procurement requests ($5,000 or above) to ensure compliance.
• As needed, coordinate communication and contracts with consultants by assisting with the preparation of scopes-of-work and the procurement related activities.

Program monitoring & reporting

Key activities under this responsibility will include: 

• Regularly monitors subgrants financial reports including over and under-expenditure and provides recommendations to resolve.
• Work closely with SSC and implementing COs/HQs, ensures that narrative and financial reports have been submitted on time at agreement and sub-agreement levels.
• Ensure donor mandated supplemental reporting requirements are met (e.g. ADS 303, ADS591, FFATA, VAT, etc.), which requires coordination with Shared Services Center (SSC) and the implementing Business Unit (e.g. CO).
• Monitor payment schedules and ensure payments are made on a timely basis.
• Maintain sub-ledger for sub-award advances and expenses.
• Ensure any match expenditure is correctly reported, and escalates cases where risk of not meeting match within projected timeframes.
• Prepares budget vs expenditure analysis reports.
• Set-up and maintain sub-agreement files including supporting documentation
• Support CARE’s internal and external audit preparations, and provides information and documentation as required by the auditors for assigned portfolio of awards.
• Fully manage close-out reporting requirements
• Sets-up and maintains agreement and sub-agreement files including supporting

QUALIFICATIONS:

• Bachelors degree in relevant discipline: sciences, business, social sciences, social development, international management, public health or other relevant fields of study.
• 5-7 years of experience working in the field of international development with escalating responsibility
• Experience managing US government grants/contracts administration of similarly sized programs. Other bilateral/multilateral donor funding, private corporate, private foundations experience a benefit.
• Confidence to bring a greater voice to FGM activities, and make substantive program recommendations
• Strong cross-cultural communication skills, including experience working with globally distributed teams in disparate countries and time zones
• Demonstrated management experience
• Past experience designing and delivering financial and grants management capacity building programs
• Strong analytical skills
• Effective inter-personnel and communications skills
• Flexible, creative and solution-orientated approach
• Strong skills in financial analysis and reporting
• Budget development/planning, data consolidation and budget monitoring
• Setting up administrative and financial systems for new projects and programs
• Understanding of audit requirements, ability to audit sub-grantees
• Excellent Excel skills
• Strong team player, able to develop and maintain effective working relationships within a distributed and dynamic team, and with partner organizations.
• Must be fluent in English with skills in written communication and report writing