Job Title: Grants and Contracts Manager (GCM)
Organisation: CARE International
Reports to: Finance Director
Duty Station: Kampala, Uganda
CARE International is a leading global development and humanitarian organization. In 2014, CARE worked in 90 countries around the world, supporting 880 poverty-fighting development and humanitarian aid projects, reaching more than 72 million people. CARE International in Uganda (CARE) works with others to make a sustainable improvement in the lives of the very poor, with a focus on women and girls. Our current program focusses on women and girls’ economic rights, particularly financial inclusion and governance of natural resources women and girls depend upon, and on their sexual and reproductive health rights, including a life free of violence. Our programming is guided by our core values of excellence, accountability, respect, integrity and transparency.
Job Summary: The Grants and Contracts Manager will be responsible for leading, managing and directing overall Grants and Contracts management function of CARE International in Uganda, 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 Grants and Contract 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 Grants and Contracts Manager will provide timely reports to Budget Holders on grants and sub grants expenditures and provide analysis on program implementation timeline vs. expenditure. The Grants and Contracts 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 GCM will support program staff to request Fund Codes (FCs), Project IDs (PIDs) and set up grants and subgrants correctly in PAMODZI, the Country Office’s financial system.
Key Duties and Responsibilities:
1. Provide leadership in overall CO Grants Management: Ensure that CARE Staff and Partners follow best practice in managing grants:
- Keeping up to date with changes in relevant CARE International policies and procedures (e.g. Grants Management policy, Sub grants management policy, etc) & proactively ensure relevant staff are made familiar with such changes;
- Work closely with the CO staff in developing new proposals, participate in start-up and inception meetings for new awards and in reviewing of grant and contract documents before signing,
- Work with CMPs in developing and signing of IPIAs ensuring that that the terms and conditions are understood by the CO team & partners;
- Ensure that Donor requirements for each project are fully understood and the implications for how grants and sub grants are managed are known by CARE staff and partners;
- Ensure that CARE Staff and Partners fully understand what is expected of them in managing sub grants according to best practice
- In charge of monitoring compliance with best practice (including carrying out visits to sub offices and partners and monitoring reporting information) and taking assertive corrective action as required; reporting any difficulties to the appropriate accountable manager
- Work with other units of Care International in ensuring compliance and provide link with SSC Budget and Grants Team,
- Oversees that project close out processes are implemented as per policy and well documented.
2. Subgrants Management: Provide leadership in CO sub grants management from selection (due diligence processes, sub award contract processing and monitoring) to close out.
- Work closely with CARE Program Coordinators and project Managers in order to understand projects implementation plans and potential partnering requirements
- Ensuring that assessments of organizational capacity and due diligence have been carried out for all of CARE Uganda’s potential & current partners, according to relevant policies and procedures and also occasionally participates directly in these assessments;
- Based on results from above assessments, supports program teams to make well informed, transparent and documented partners’ selection decisions for submission to Decision Management Team (DMC) approval;
- Ensures results from assessments are used to develop organizational capacity building plans of partners and oversee and document the implementation of these plans during the life of the sub grant;
- As member of the CO Sub grants Decision Management Committee, reviews that sub grant agreement files submitted for DMC approval (e.g. new MOU to be signed, an amendment to be signed, etc) are complete (including all documents required as per policy);
- The jobholder will be managing the utilisation of the sub-grantee database, ensuring that Program Coordinators/Project Managers are using it effectively; responding to requests for reports and decision-making information from accountable managers
- Maintain a sub grants tracker for funds disbursed and liquidations received. An aging analysis of the remaining funds should be prepared on a monthly basis
3. Internal and External Reporting:
Internal Reporting: Management Reporting and Financial Analysis
- Coordinate with Program Staff on status of Pipeline Projects & Prepare pipeline reports and pipeline budgets;
- In charge of the preparation of monthly grants and contracts Payable/Receivable Status
- Coordinate with the Finance Director 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.)
- Maintain the Pamodzi chart field for FCs, PIDs and AIDs up to date
- Disseminate to appropriate staff new FC/PID/Activity ID/ for the new awards and sub grants or any changes thereof
- Provide Budget Holders with detailed Monthly Expenditure Reports
- At the beginning of each month, prepare 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.
External Reporting: Donor Reports and Quality Review
- Review Donor Reports as specified in the Contract Agreements
- Ensure narrative reports and financial reports are compliant with donor requirements and are consistent with each other
- Work closely 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
- Work with internal and external auditors providing all required information to support audit processes
4. Budget Management:
- Support Program Staff in preparing budgets for proposal development and ensuring these budgets cover their fair share of SPC;
- Support Program Staff to request FCs, PIDs from Shared Services Center and upload budgets in a timely manner in PeopleSoft;
- Liaise with Shared Service Center (SSC) on budgets (FC/PID/AID upload to Peoplesoft & ensure all budgets are prepared and uploaded into the system (PeopleSoft) in a timely manner
- Work closely with / report to RMU & SSC on all Grants related queries and reports
- Ensure semi-annual budget guidelines are disseminated to all budget holders and updated as required (e.g. to ensure SPC percentage is always accurate in budget guidelines)
- Prepare budget Templates and disseminate to all users.
- Assist and coordinate annual budget preparation for Restricted Projects;
- Consolidate and submit quarterly budget revision based on changes in quarterly work plans and pipe line reports as per CARE financial calendar;
5. CARE & Partner staff Capacity Building:
- Carry out (continuing refresher) training to CARE and partner staff to ensure all award terms and conditions are understood and implemented properly.
- Conduct 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;
- Develop and oversee the roll-out of tools, training interventions, learning materials and other strategies which will improve CARE and partner staff capacity & compliance
- As mentioned under responsibility 2, plays a critical role in developing partners’ capacity building plans and overseeing progress against these plans;
6. Team Management and Supervision: Lead the Grants Team that includes Grants coordinators and the Finance and sub grants coordinator based in the Gulu Sub-office in a manner that empowers them to deliver high standards of work, promotes CARE’s core values with a focus on Gender Equity and Diversity and to maximize beneficial outcomes for vulnerable women and children programs, partners, donors and other key stakeholders:
- Communicating to the grants team a clear and exciting vision for the work of CARE and for the role of the Unit
- Ensuring that each member of the team fully understands the outcomes that are expected of them and that they are aware of best practice in their areas of technical specialism
- Ensuring that work is planned and organised in a way which will meet the needs of CARE staff and partners in the most cost effective manner possible; ensuring that team members are given appropriate workloads and are working efficiently
- Supporting team members to enable them to give of their best e.g. by encouraging and praising good performance, coaching, assisting staff to prevent or resolve problems, providing resources, tools and equipment
- Responsible for monitoring and reviewing performance and, in particular, conducting periodic appraisals, holding staff accountable for meeting success criteria and delivering any improvement goals which have been identified; taking decisive action in the case of poor performance
- Ensuring that staff are adequately trained and developed for their roles e.g. by analysing staff training needs, organising the delivery of training or coaching, coordinating the sharing of experience
Qualifications, Skills and Experience:
- The ideal candidate for the Care International Program Quality & Learning Manager job opportunity must hold a BA degree in accounting /finance management and a full professional qualification such as ACCA, CPA, CIMA, ICSA etc. or its equivalent OR a Master’s degree in a relevant qualification like accounting, Finance or an MBA but with bias of Finance or accounting
- A minimum of five years’ experience in grants, sub grants and budget management at similar level, of which at least three in an international NGO;
- Broad knowledge and experience with accounting software package People Soft. Knowledge of a similar Accounting package can be an added advantage
- Computer literacy i.e. proficiency in Microsoft Office including and good skills in using financial software applications
- Broad knowledge and understanding of financial accounting, reporting, and grants, sub grants and contracts management processes.
- Broad knowledge and understanding of key donor regulations and compliance requirements (USG,EU, ECHO,DANIDA,UNFPA)
- Excellent analytical and problem solving, financial trouble shooting and audit experience
- Excellent people management skills and interpersonal skills including the ability to develop harmonious teams in a cross cultural context
- Proven ability to plan and monitor workflows and performance in a complex environment
- Ability to produce high quality work and balance competing priorities within demanding timeframes
- Good understanding of fund accounting and financial analysis
- Good capacity building and facilitation skills
- Excellent planning, organizational, analytical and decision making skills;
- Demonstrated leadership ability to inspire and empower others;
- Sound judgment, ability to work effectively with others at all levels;
- Firm belief in teamwork, gender equality, sensitivity to HIV/AIDS, conceptual understanding of participatory approach and sustainable development.
- Knowledge of People Soft software is desired
- Fluency in English language and written communication;
- Respect - Behaving in a manner that reflects a true belief in and appreciation for the dignity and potential of all human beings. Gaining other people’s confidence and setting an environment of trust and openness.
- Integrity - Maintaining social, ethical, and organizational norms; firmly adhering to codes of conduct and ethical principles inherent to CARE.
- Gender Equity and Diversity - Promoting, valuing, respecting and fully benefiting from each individual’s unique qualities, background, race, culture, age, gender, disability, values, lifestyle, perspectives or interests; creating and maintaining a work environment that promotes diversity.
- Excellence- Ensuring the product of work will reflect quality and error free work that will be acceptable to all recipients
- Adaptability- Expected to well adjust with the country, the CO operating environment and with the Project team to function effectively and efficiently
- Coaching - Ability to demonstrate to enhance skills and capacity of staff working in the field and office for them continue to serve CARE in the future program activities
- Communicating with Impact - Ability to effectively communicate a complex issue in a way that would be clearly understood by staff and the outcome would be to have positive impact
- Developing Teams - Capacity to develop and work teams and effectively realize outcome through team work
- Facilitating Change - Ability to act as an agent of making positive and lasting change among staff members who would remain effective staff members of CARE as this would be the focus of this incumbent
- Managing performance for success - Develop appropriate wok plan and effectively implement to ensure success
- Planning and Organizing - Ability to plan well and organize work plan to realize results
How to Apply:
All suitably qualified and interested candidates should send their online applications at this link, Click Here and thereafter logging in. Click on the “Job Application” icon, fill the application form and attach a motivation letter clearly articulating Alignment with the above profile and an updated detailed CV (candidates should scan the CV and motivation letter as one document before attaching).
Deadline: 15th July 2016
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