Subaward Specialist

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Program / Department Summary

Mercy Corps has been operating in Ethiopia since 2004. In partnership with civil society organizations, private sector, and the government, Mercy Corps Ethiopia has reached more than five million Ethiopians with interventions to save lives and build secure livelihoods. Our programs emphasize market-driven solutions, reinforce social bonds, and help communities build resilience to the impacts of climate change. Currently in six regional states – Afar, Gambella, Oromia, Somali, Amhara and South Nations, Nationalities and People’s Region (SNNPR) – Mercy Corps Ethiopia is driven by the mission to contribute the emergence of a peaceful, resilient, and prosperous Ethiopia which is inclusive of youth and women. Our strategic directions focus in promoting inclusive and dynamic markets; promoting peace and social cohesion through strengthening formal/informal government structures and citizen engagement; improved natural resource governance; and integrated humanitarian response.

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General Position Summary

The Subaward Specialist is a member of the Finance team for Mercy Corps’ Ethiopia. Is responsible for managing the financial and operational aspects of subawards, compliance with the donor regulations and working collaboratively with other program team members to ensure compliance with Mercy Corps internal policies and procedures and maintaining up-to-date and reliable subaward trackers and records. S/he will provide focused subaward management support to CS-Hub and besides responsibility for subaward management of all other awards. S/he will also lead efforts to build the capacity of local subrecipients to meet finance and compliance requirements donors, so that these local organizations develop professional personnel and systems. S/he works under the direction supervisor of the Grants and Compliance Manager and works closely with staff dedicated to the program, operations and finance, and consult regularly with Mercy Corps HO.

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Essential Job Responsibilities

Sub Awards Management:

• Participate in the development of the overall programmatic strategy and the strategy for the subawards program.
• Work closely with consortium-level subrecipient organizations to ensure they are issuing, managing and monitoring subawards.
• Participate in the design of Request for Applications (RFA) or Application for Solicitation (APS), publication of RFAs/APS, issuing of RFA/APS packages to prospective applicants, manage the administrative process of receiving RFA/APS applicants and providing the applicants to the RFA/APS Review Committee.
• Administer competitive RFA/APS processes in accordance with donor requirements and as per Mercy Corps subawards manual, with, for each RFA/APS, clearly defined and communicated steps for selecting, negotiating and awarding subawards.
• Responsible for the review of RFA/APS applicants’ budgets and budget narratives for completeness, cost realism and compliance with RFA/APS budget requirements.
• Responsible for pre-award financial review and other due diligence of apparently successful applicants.
• Coordinate selection of subaward agreement type, draft subaward and negotiate subaward agreements with selected subrecipients.
• Draft modifications to subawards, as needed.
• Develop and conduct subrecipient financial and compliance training workshops traveling at Field level.
• Review subrecipient financial reports for correctness and completeness and ensure that reports are submitted on time.
• Develop subrecipient monitoring plans, conduct financial monitoring of subrecipients and prepare financial monitoring visit reports.
• Follow up on all subaward compliance issues and audits and document resolutions.
• Create and update/maintain subaward cards and enter subaward expenditure reports in Navigator.
• Maintain subaward files in accordance with the Field Finance Manual.
• Process subrecipient payments and reconcile subaward financial tracking to general ledger reports.
• Responsible for subaward financial close-outs, including ensuring that all requirements of the subaward agreement have been met and that subaward funds have been properly settled.
• Provide compliance guidance and consultations to subrecipients on a demand-driven basis.
• Assist the program team with assessing subrecipient organizational needs, so that the subaward process strengthens the ability of local NGOs/CSOs to meet world class standards.

Compliance:

• Ensure that subawards agreements are executed in alignment with the prime award agreement and the applicable donor regulations, staying abreast of changes in regulatory environment related to donor/grant compliance.
• Identify and communicate compliance risks associated with program implementation. Work with program teams ensure that program activities are designed to be compliant, while facilitating the achievement of the program objectives.
• Review awards/subawards procurement and program transactions, contracts and other documents for compliance requirements and ensure these requirements are met.
• Prepare prior approval, waiver and other compliance requests to the donor. Assist subrecipients, as needed with subrecipient compliance requests to Mercy Corps.
• Prepare and maintain internal and donor compliance-related reports and subaward trackers.

Influence & Representation

• Identify, build and manage collaborative partnerships with consortium partners, sub-grantees, donors, local governments and other stakeholders.
• Communicate effectively to ensure overall project targets and donor obligations are met.

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Organizational Learning

As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

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Accountability to Beneficiaries

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

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Reports Directly To: Grants and Compliance Manager Works Directly With: Finance Department, (with authority for technical financial matters); Operations Department, Program Managers, MC HO team, and others

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Knowledge and Experience

• A BA/S or equivalent in accounting or finance, management, economics required; advanced degree preferred.
• At least 3 years of relevant field or management experience of complex, multi-dimensional programming including administering small subawards in an international environment.
• At least 3 years’ experience in grants management as well as an understanding of USAID SIDA, GAC, FCDO, and EU regulations required.
• Demonstrated experience and skill with administrating solicitations for subawards, assessing potential subrecipients and the proven ability to oversee a team that is responsible for monitoring subrecipients.
• Prior management experience and strong organizational skills.
• Advanced computer skills in MS Office, (Word, Excel, PowerPoint, Outlook).
• Effective verbal and written communication, multi-tasking, organizational and prioritization skills.
• Excellent oral and written English skills required.
• Ability to work effectively with an ethnically diverse team in a sensitive environment.

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Success Factors

The successful candidate will have an ability to interact effectively across all program and finance teams successfully. S/he will be able to support programmatic objectives with timely and meaningful financial information, have a demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities. An impeccable professional standard of finance and procurement ethics and the willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential. The Subaward Specialist must be willing to travel regularly to Mercy Corps field offices and project sites. The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.