Job Description

CARE SOMALIA

JOB DESCRIPTION

JOB TITLE:                                         Award and Sub Award Officer

AVAILABILITY:                                  As soon as possible

DEPARTMENT/PROJECT:                Finance

SUPERVISOR:                                     Senior Award and Sub Award Officer

DUTY STATION:                                Mogadishu

INTRODUCTION:

CARE Somalia/Somaliland is an International NGO working in Somalia. CARE and its partners work with vulnerable communities to address the underlying causes of poverty and promote peace and development, through its strategic goal to reduce poverty by empowering women, enhancing access to resources and services, and improving governance. CARE’s Internal & Audit Compliance Unit is seeking applications from qualified candidates for the positions of Award and Sub Award Officer based in Mogadishu.

JOB SUMMARY

Role Profile

The position of Award and Sub award officer exists to ensure that controls applicable to each grant are observed including the following donor regulations, mapping donor budget line item to CARE Chart of Account, ensuring expenses are within budget line item and budget flexibility, providing support to PMs and SCs, informing all concerned about budget over/under expenditures and recommending actions such as line item re-alignments and other budget revisions. 

This position will also handle the management of grants and contracts and related financial analysis and reporting and in addition, s/he will be responsible for sub grant management including partners’ grant agreements, sub recipients’ financial reporting and budgeting monitoring. The position is also responsible for data analysis and project report preparation activities in co-ordination with the Senior Award and Sub Award officer.   In addition, this position will support the project audit processes both internal and external Audit.

ROLES AND RESPONSIBILITIES.

Contracts/Awards Management

• Maintain PeopleSoft Contract File and ensure that this is accurate in terms of contract start and dates and all other important information.
• Support in preparation and provision of analyzed AR balance reports to the Senior Award & Sub award Officer and ensure that all activities relating to the collection and settlement of receivables and payables are on track.

• Support in the preparation of the request for transaction for donors’ payments/receipts to be entered by Accounting Section.
• Prepare the documents for billing and applying transactions for review by the award & Sub award Officer before closing.
• Support monitoring of sub-recipient performance in coordination with program and compliance staff including site visits and documenting the site/monitoring visits and sharing reports for further follow up.
• Assist the Senior Award and Sub Award Officer or (or equivalent) in maintaining CARE’s accounting policies and procedures relevant to contracts, grants and compliance.
• Support the process of award closeout procedures and ensure appropriate filing, storage, and preparation for startup requirements of activity planning.
• Support in conducting due diligence assessments for partners.
• Support the Senior award & Sub award Officer in maintaining all grant files including GCRCs, IPIAs, Contracts, donor rules & regulations.
• Support in the review of Activity IDs regularly and as well as any necessary amendments as may be required.
• Support other CARE staff (Support staff, Project staff, partners and other stakeholders) in understanding of relevant donor rules & regulations.

Grant Reporting and Financial Analysis

 Support the Senior award & Sub award Officer in providing Grants & Contracts clients such as PMs and SSC, Finance & Program team in resolution of problems related to reporting, DRP mapping and grant specific budget controls.

• Support in the preparation of donor and other reports according to the monthly schedules and pre-set due dates.
• Support the Senior award & Sub award Officer in maintaining the EURO and other third currency ledgers updated to facilitate tracking in the contract original currency.
• Support in preparation of the Donor receivable/payable report and ensure all donor income received through the CO is booked and recovery of receivables is made regularly or as per specific payment schedule where applicable
• Support in the allocation of PeopleSoft costs (Financial Management maintenance) to all active Projects on a monthly basis.
• Support the Senior award & Sub award Officer in the updating the status of Project pipeline reports and pipeline budgets.
• Participate in preparation and submission of 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.)
• Support in the dissemination of ward details to appropriate staff eg 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
• Support the Senior award & Sub award officer in the preparation detailed BVAs and share with the budget holders for discussion.
• Support in the monitoring and reporting of match as per IPIA.
• Ensure narrative reports and financial reports are compliant with donor requirements and are consistent with each other
• Liaise Support the 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
• Support the Senior Award & Sub award Officer in providing the required information to Internal and external auditors.
• Pass any adjustments/incorrect coding/booking of transactions that may be picked during monthly BVAs reviews.

Budgeting & Forecasting

• Support new proposals development as they relate to budget preparations and budget notes.
• Support Budget holders and other business unit in the development of the annual budget and its consecutive revisions.
• Support in the preparation of the upload files of different types of budgets and ensure that uploaded budgets are accurate
• Develop each grant specific coding strings (A/C-PN- FC-EFC-SAC – Loc) to map donor budget line item with CARE specific Chart of Accounts and distribute it to all stakeholders (program, finance, procurement...etc) and any subsequent updates.
• Maintain CARE Country Office Budgeting tool and keep it up to date in terms of mapping new grants, generate coding sheet.... etc.
• Support the Senior award & Sub award officer in the pipeline and quarterly forecast development.
• Support the Senior award & Sub award Officer in preparation of budget revisions and project forecasts.
• Participate in the development of CO budget guidelines and the preparation of consolidated budgets, including forecasts and future years’ budgets;
• Support in the monitoring of actual expenses against budgets and discuss any issues with program managers, Award, and Sub Award Coordinator.

Internal & external Audit  

• Lead in planning of Project Specific Audits both Internal and external.
• Assist in coordinating the retrieving of Audit documents as per the Audit Samples
• Review Audit samples before sharing with the Auditors; ensure all documents are completely supported and where necessary initiate follow ups with relevant staff for compliance/ as per the policies
• Support in the implementation of the audit/procurement spot check recommendations.

CARE and Partner Staff Capacity Building

• Support the senior award & Sub award Officer in conducting (continuing refresher) training to CARE and partner staff to ensure all award terms and conditions are understood and implemented properly.
• Support the Senior Award & Sub award Officer in conducting training to Budget Holders in use of PeopleSoft (e.g. expenditure report extraction and use, chart of accounts, etc.) and in general sound grants and financial management.
• Support in the roll-out of developed tools, training interventions and learning materials which will improve CARE and partner staff capacity & compliance
• Support the Senior award & Sub award in developing partners’ capacity building plans and overseeing progress against these plans.
• Review sub grant agreements with partners to ensure that all donors’ rules and regulations are properly passed on to the partners
• Ensure that each sub grantee has full understanding of donor rules and regulations, budgeting, and reporting requirements.
• Maintain sub grants agreements and prepare any required sub grant amendments.
• Review sub grants financial reports, burn rate, and initiate advances and liquidations requests.
• Provide technical support to all partners around financial management.
• Support the senior award & Sub award Officer in conducting (continuing refresher) training to CARE and partner staff to ensure all award terms and conditions are understood and implemented properly.
• Support the Senior Award & Sub award Officer in conducting training to Budget Holders in use of PeopleSoft (e.g. expenditure report extraction and use, chart of accounts, etc.) and in general sound grants and financial management.
• Support the Senior award & Sub award officer in doing partner monitoring visits and drafting monitoring visit reports for sharing with relevant staff.
• Support in the roll-out of developed tools, training interventions and learning materials which will improve CARE and partner staff capacity & compliance

• Support the Senior award & Sub award in developing partners’ capacity building plans and overseeing progress against these plans.

 Other General duties - Staff Management, talent review and capacity building

• Provide oversight and development support to the program grants/contracts/budgeting staff, including the hiring and performance management processes of direct reports in close coordination with the Award and Sub Award Coordinator.
• Assess training and development needs of staff and conduct capacity building as necessary;
• Manage direct reports workload and assist the Award and Sub Award Manager in defining immediate and long-term capacity needs.
• Prepare and submit new FC allocation (GCRC data entry form) to Grants, Budgeting, and Reporting Manager for approval and submission to CUSA § Analyze UNR and GPF expenditure against allocations.
• Support in preparation of monthly monitoring reports.
• Maintain all G&C filing including GCRCs, IPIAs, Contracts, donor rules & regulations.... etc.
• Prepare and submit new FC allocation to Grants & Contracts Coordinator for approval and submission to CUSA/SSC
• Support in preparation of monthly monitoring reports.
• Maintain all G&C filing including GCRCs, IPIAs, Contracts, donor rules & regulations...etc § Review Activity IDs regularly and facilitate for necessary amendments to be done

Key Relationships

• Reports directly to the Senior Award and Sub Award Officer.
• Support the Senior award & Sub award Officer in providing guidance to peers, partners, and other budget holders.
• Partners, other Support staff & Program staff.

Experiences and Qualifications

• Thorough understanding of financial accounting, reporting and grants and contract management processes
• Good understanding of relevant donor policies & procedures
• Good experience in conducting training sessions for small and medium sized groups.
• Analytical and problem-solving skills.
• 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

6. Competencies:

• Communicating; Initiating Action; Managing Performance for Success; Planning and Organizing. § Excellent writing skills
• Time Management
• Good understanding of donors’ compliance and Audit Requirements, Financial Accounting.

QUALIFICATIONS

Education

• Bachelors’ degree in Business administration, Commerce, or its equivalent
• Over 2 years’ award & Sub award management or experience in finance with International NGO.
• Knowledge of Microsoft Office including advanced expertise in Excel; and
• Understanding of rules and regulations for key donors eg USAID, EU, DFID project funding and reporting requirements

CARE Core Values Commitment:

The core Values Commitment describes who we are, what we do, and how we do it. It reflects our core values of TRANSFORMATION, INTEGRITY, DIVERSITY, EQUALITY, and EXCELLENCE, which serve as a foundation for all what we do. The core Values Commitment articulates our shared expectations of each other including our board, staff, volunteers, interns, partners and contractors globally.

Skills Required

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