Senior Grants and Sub grants Officer

Job Description

- Senior Grants and Sub grants Officer Company: Industry: Non-Profit and Social Services Job Location: Amman, Jordan Career Level: Intermediate (Experienced non manager) Date Posted: 23-05-2022 Ref. Number: 151387 Years of Experience 4 - 5Senior Grants and Sub grants Officer and RequirementsJOB PURPOSE:The Senior Grants & Subgrants Officer (SGSGO) will be responsible for the effective consolidation, and coordination of the flow of subgrants data of the country office funding, specifically focusing on our partnership hub. The (SGSGO) is responsible for full cycle of grants and sub grants management. The Position will be responsible for maintaining creative linkages between budget, contracts and project management, ensuring effective compliance, operationalization of CARE sub-agreement policy & related procedures, completion of due diligence assessment process and other activities to assess potential partners, trains partners in key functions, supports reviewing of sub-grant agreements, supports partners in preparing, reporting, and recording processes. He/she will be required to work on supporting all finance and compliance activities related to partners through follow-up and direct involvement. The (SGSGO) will ensure that CARE International financial accountabilities to Donors are adhered to in a timely manner, and quality delivery. The (SGSGO) will support with system/tools development, capacity building, and problem solving to ensure proper start-ups, running and closeouts of sub-agreements. This position will engage in preparation of donor, management, and ad hoc reports; Assists program staff in periodic budget review, and preparation of budget amendments when necessary; Ensure portfolio analysis are done on timely basis. This position will also be responsible for setting up new sub-grants awards in the financial system and coordinating assignments of FCs, PIDs and Activity IDs for new award. This position will maintain the hard and soft copy of all sub grant files. The (SGSGO) position is based in CARE Syrias office in Amman with mandatory travel to Northeast Syria (estimated 2 trips per year).Responsibility#1:FULL CYCLE OF SUB GRANTS MANAGEMENT 50% of Time* Orient and train CARE and Partners staff on CAREs Sub-Recipient Agreement Policy; develop sub recipient training packages considering Donors and CARE requirements for the compliance* Assist the Senior Grants officer with new partner selection meeting, DDA and OCAs to advise from finance perspective.* Maintain complete set of filing and data base for sub grant agreements according to CARE sub award management policies and Donor requirements* Perform the anti-terrorism check for sub recipient key staff, board of trustees and vendors / service providers, keep them in database* Perform any evaluation reports / trackers related to partners from financial side.* Monitor sub-recipients financial reporting and cash projections, provide with the analytical review of the burn rates as linked with the project implementation by the partner agency under the supervision of the project managers.* Conduct Monitoring and capacity building visits to the Partner agencies and document the process* Monitor Cash on hand for Partners and reconcile the data as per their books vs CARE records* Prepare and process the accruals of PFA expenses in GL - review and monitor the accruals and process timely reversals of GLs accruals vs records in AP module* Control and analyze the aging of the prepayments to the partners and monitor that vs GL accruals* Check all support documentation enclosed with the financial reports of the Partners and ensure full compliance with PFA requirements. Organize the filing for Partners documentation and process the liquidation* Periodic review of Partners internal policies and procedures and propose the recommended improvements* Assist to the process of any internal/external audits as needed and in coordination with the team and managers.* Work with program team for budget mapping for Partners budgeting* Process the initial set up and revision in the system for partner budget* Leading on preparation of PALs, PFAs, PFAs modifications & preform budget revision for the partners and submit to the managers.* Maintain and update PFA status tracker to monitor the status of the PALs/PFAs/modification.* Work on the close out procedures of PFAs-close out letters, check list, assets etcResponsibility # 2 CAPACITY ASSESSMENT AND TRAINING OF PARTNERS 20% of Time* Follow up on the partners assessment process with sufficient transparency including Due Diligence and Partners Capacity Assessment before engagement in joint programming* Participate in annual partner risk assessment and also assess prospective organizations for selection as partners* Identify capacity gaps of partners and staff and feed back in Capacity Building plan to ensure building capacities accordingly.* Participate in sub-contracts / sub-grant agreements startup/management workshop after signing the sub-contracts/ sub-grant agreement and before the project start-up/implementation* Promote quality & accountability practices among all cooperative/Strategic / implementing partnersResponsibility # 3 FINANCIAL MANAGEMENT ACCOUNTABILITIES 10% of Time* Review Partner Funds transfer request and coordinate with the program team in ensuring the validity of the request.* Review Partner submission of Financial Reports and ensure timely, accurate and complete submission of the financial data as well as liquidation of partner advances. Coordinate resolution of all related issues identified* Monitor Partner financial performance through conducting desk reviews or site visits and provide capacity building support to address gaps identified* Reviews status of all sub-grants by activity and overall grant budget and proposal ideas where necessary for request of revision, extension, or any appropriate action accordingly* Book the sub award expenses in the system and ensure clearances of the receivable/payable balances to sub recipients.* Establish and maintain all sub-grants Data. Maintain a manual Tracker used to reconcile partner financial data in PeopleSoft* Coordinate the partner close out including supporting the preparation of the final financial report that agrees with the narrative reports, assets validation, audits, etcResponsibility #4 SUPPORT INTEGRATION BETWEEN PROGRAM, PROGRAM QUALITY AND FINANCE 5% of the Time* Liaise with the Partnership Manager to ensure issues of partner performance are mainstreamed in the Partnership Framework and activities as guided by the partnership strategy.* Contribute to the development of CARE Partnership strategy, specifically ensuring adequate balance and alignment between sub-agreements management compliance and objectives and values of strategic partnerships* Develop and maintain communication channels and interaction spaces between Program, and Finance staff to ensure adequate level of integration and responsiveness towards CARE partners & sub-granteesResponsibility #5 Other duties and responsibilities assigned by the supervisor 5% of the Time* Support general accounting with month end closure activities* Support grants management unit with DAB uploads and BVAs* Support Grants and Sub Grants team in Northeast Syria when needed* Support the Partnership Manager in managing the budget, work planning, implementation, monitoring, and evaluation of the capacity building activities* Assist in drafting technical notes, reports and other materials as requested by the Partnerships Manage* Prepares and send fund code and project ID request to SSC with the required documentation and notify all concerned upon assignment of new fund codes.* Request extended Project IDs when necessary and submit to field offices along with other pertinent documents and charging instructions.* Prepa

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