Job Title: Administrator Organisation: Tenza Flour Mills Ltd Duty Station: Kampala, Uganda…
3 Grants Coordinator NGO Job Placements – CARE International
Job Title: Grants Coordinator (3 Job Placements)
Organisation: CARE International
Reports to: Grants &
Contracts Manager
Contracts Manager
Duty Station: Kampala (2
Jobs), Gulu, Uganda
Jobs), Gulu, Uganda
About CARE:
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.
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
Coordinator will primarily ensure the programme’s appropriate grant management,
both the donor contract management and compliance (ensuring donor rules are
applied and respected, donor reports are prepared and submitted timely and with
the needed accuracy, other donor requirements are met, etc) and the sub grants
management and oversight, as per CARE relevant policies. The staff will work
with respective CARE units both in CARE Uganda, Regional Management Unit (RMU)
as well as CARE USA headquarters and other CARE International Member Partners
(CMPs). The incumbent will support assigned initiatives to run an efficient
budget management and guide the programme staff and finance on donor
requirements/guidelines and rules of managing donor Grants.
Coordinator will primarily ensure the programme’s appropriate grant management,
both the donor contract management and compliance (ensuring donor rules are
applied and respected, donor reports are prepared and submitted timely and with
the needed accuracy, other donor requirements are met, etc) and the sub grants
management and oversight, as per CARE relevant policies. The staff will work
with respective CARE units both in CARE Uganda, Regional Management Unit (RMU)
as well as CARE USA headquarters and other CARE International Member Partners
(CMPs). The incumbent will support assigned initiatives to run an efficient
budget management and guide the programme staff and finance on donor
requirements/guidelines and rules of managing donor Grants.
Key Duties and
Responsibilities:
Responsibilities:
Sub-grantee Management:
·
Ensures transparent partner selection as per sub
grantee policy
Ensures transparent partner selection as per sub
grantee policy
·
Ensures organizational capacity and due
diligence assessments are conducted to inform final decisions on partner
selection for approval by Decision Making committee (DMC),
Ensures organizational capacity and due
diligence assessments are conducted to inform final decisions on partner
selection for approval by Decision Making committee (DMC),
·
Prepares sub-grant agreements and all related
required documentation for approval of sub grants by DMC;
Prepares sub-grant agreements and all related
required documentation for approval of sub grants by DMC;
·
Supports program team to develop organizational
capacity development plans of partners, based on results from assessments and
monitors progress / implementation against these plans;
Supports program team to develop organizational
capacity development plans of partners, based on results from assessments and
monitors progress / implementation against these plans;
·
Ensures inception and training meetings on sub
grants rules & regulations and possible specific donor rules and
regulations. are held within 3 months of the sub grant agreement signature
Ensures inception and training meetings on sub
grants rules & regulations and possible specific donor rules and
regulations. are held within 3 months of the sub grant agreement signature
·
Prepares and submits quarterly reports on sub
grants progress and challenges for DMCs input and action;
Prepares and submits quarterly reports on sub
grants progress and challenges for DMCs input and action;
·
Ensures sub grants have PIDs & and are
uploaded in PeopleSoft with right level of AIDs in a timely manner &
ensures program staff are informed of these codes;
Ensures sub grants have PIDs & and are
uploaded in PeopleSoft with right level of AIDs in a timely manner &
ensures program staff are informed of these codes;
·
Guides program and DMC on need for modifications
to agreements (e.g. extensions, earlier terminations, change of approved
amounts, revisions of budgets, etc) and supports program to prepare necessary
documentation for approval of modification by DMC.
Guides program and DMC on need for modifications
to agreements (e.g. extensions, earlier terminations, change of approved
amounts, revisions of budgets, etc) and supports program to prepare necessary
documentation for approval of modification by DMC.
·
Carry out ongoing and close monitoring of sub
grantee performance, analyzing results versus Scope Of Work jointly with program,
conducting regular visits to the partners and their activities / beneficiaries,
analyzing expenditure versus budget and expenditure versus realized activities,
etc
Carry out ongoing and close monitoring of sub
grantee performance, analyzing results versus Scope Of Work jointly with program,
conducting regular visits to the partners and their activities / beneficiaries,
analyzing expenditure versus budget and expenditure versus realized activities,
etc
·
Prepares modifications to partner agreements and submits to DMC for approval;
Prepares modifications to partner agreements and submits to DMC for approval;
Sub grantee compliance and Risk Management:
·
Support partners in budgeting, maintaining
accounting and financial controls. The Grants coordinator has both a
controlling and a trainer/capacity building role vis-à-vis partners;
Support partners in budgeting, maintaining
accounting and financial controls. The Grants coordinator has both a
controlling and a trainer/capacity building role vis-à-vis partners;
·
Develop a CB plan of partner but with a focus on
the program support functions (administration, procurement and finance systems
and policies integrity) and internal controls to ensure funds entrusted to the
partner are well managed and well accounted for;
Develop a CB plan of partner but with a focus on
the program support functions (administration, procurement and finance systems
and policies integrity) and internal controls to ensure funds entrusted to the
partner are well managed and well accounted for;
·
Work with an audit approach and regularly test
the integrity of the partners’ internal controls by personally conducted spot
checks and audits of submitted and reported expenses and by recommending and /
or organizing audits by other colleagues from CARE (e.g. RMU, global roving
auditors) and / or external audit firms when required.
Work with an audit approach and regularly test
the integrity of the partners’ internal controls by personally conducted spot
checks and audits of submitted and reported expenses and by recommending and /
or organizing audits by other colleagues from CARE (e.g. RMU, global roving
auditors) and / or external audit firms when required.
·
At least quarterly, the job holder will
physically visit each partner and conduct & document spot checks of
reported expenses and verify integrity of processes, conducted activities and
documentation. Any concern, suspicion of
fraud or fraud will immediately be reported as per CARE’s anti-fraud and
anti-corruption policy;
At least quarterly, the job holder will
physically visit each partner and conduct & document spot checks of
reported expenses and verify integrity of processes, conducted activities and
documentation. Any concern, suspicion of
fraud or fraud will immediately be reported as per CARE’s anti-fraud and
anti-corruption policy;
Support Project and Program managers with grants financial management
including audit requirements
including audit requirements
·
Ensure inception and close out meetings are held
and documented as per CARE policy with participation of all relevant
departments (program team, administration, finance, HR) so that a common
understanding of each new initiative is built quickly across all relevant
departments of CARE; During these
meetings, the Grants Coordinator will present the specific donor rules and
regulations that all staff and partners will need to abide with, with a focus
on financial management and budget flexibility, procurement rules, any special
per diem rates, any special requirements (e.g. stamping invoices, etc);
Ensure inception and close out meetings are held
and documented as per CARE policy with participation of all relevant
departments (program team, administration, finance, HR) so that a common
understanding of each new initiative is built quickly across all relevant
departments of CARE; During these
meetings, the Grants Coordinator will present the specific donor rules and
regulations that all staff and partners will need to abide with, with a focus
on financial management and budget flexibility, procurement rules, any special
per diem rates, any special requirements (e.g. stamping invoices, etc);
·
Run monthly expenditure reports for grants
(ensuring partners’ financial reports are captured) and submit to PM for joint
review and analysis;
Run monthly expenditure reports for grants
(ensuring partners’ financial reports are captured) and submit to PM for joint
review and analysis;
·
Prepare and submit donor financial reports in
timely manner and with required accuracy
in required format;
Prepare and submit donor financial reports in
timely manner and with required accuracy
in required format;
·
Prepare cash projections for grants and submits
both to CARE Uganda and donor as appropriate;
Prepare cash projections for grants and submits
both to CARE Uganda and donor as appropriate;
·
Recommend budget revisions for both grants and
sub grants as needed based on financial and expenditure reports analysis and on donor rules and regulations related to
budget flexibility;
Recommend budget revisions for both grants and
sub grants as needed based on financial and expenditure reports analysis and on donor rules and regulations related to
budget flexibility;
·
Reviews and contributes to grants narrative
reports to ensure consistency with financial information and partner reports
and information;
Reviews and contributes to grants narrative
reports to ensure consistency with financial information and partner reports
and information;
·
Support program team to develop budgets when
working on new proposals;
Support program team to develop budgets when
working on new proposals;
·
If donor requires that external audits are
conducted, lead the entire audit process to ensure timely and quality
realization of audits, including the procurement of the audit firm, the
agreement on the TOR, overseeing the implementation of the audit, reviewing and
commenting on reports till satisfactory finalization of the audit, etc (all in
compliance with CARE standards);
If donor requires that external audits are
conducted, lead the entire audit process to ensure timely and quality
realization of audits, including the procurement of the audit firm, the
agreement on the TOR, overseeing the implementation of the audit, reviewing and
commenting on reports till satisfactory finalization of the audit, etc (all in
compliance with CARE standards);
·
Maintain a program level risk matrix up to date
every time a new development happens in the program (e.g. a new donor contract is signed, a new sub
grant agreement is signed, an initiative closes, an audit has flagged new
issues or risks, etc) and support the program team to manage risks accordingly;
Maintain a program level risk matrix up to date
every time a new development happens in the program (e.g. a new donor contract is signed, a new sub
grant agreement is signed, an initiative closes, an audit has flagged new
issues or risks, etc) and support the program team to manage risks accordingly;
Other responsibilities: As
requested by supervisor
requested by supervisor
Qualifications, Skills and
Experience:
Experience:
·
The applicants must hold possess bachelor’s
degrees in Business Administration, Finance, Accounting or BCOM and/ or
Professional Accounting qualification like CPA, CIMA, and ACCA Level
The applicants must hold possess bachelor’s
degrees in Business Administration, Finance, Accounting or BCOM and/ or
Professional Accounting qualification like CPA, CIMA, and ACCA Level
·
At least three years’ experience from financial
management of development projects or at a middle or senior management level in
accounting, auditing and grant management.
At least three years’ experience from financial
management of development projects or at a middle or senior management level in
accounting, auditing and grant management.
·
Previous experience with working in a
partnership approach and supporting civil society.
Previous experience with working in a
partnership approach and supporting civil society.
·
Excellent verbal and written communication
skills in English.
Excellent verbal and written communication
skills in English.
·
Computer skills (email, word processing,
spreadsheets, financial management systems).
Computer skills (email, word processing,
spreadsheets, financial management systems).
·
Highly motivated to maintain a regular dialogue
with CARE’s partner organizations.
Highly motivated to maintain a regular dialogue
with CARE’s partner organizations.
·
Skills in team work, facilitation and training.
Skills in team work, facilitation and training.
·
Working knowledge of INGO operations and
sub-grantee management is an added advantage.
Working knowledge of INGO operations and
sub-grantee management is an added advantage.
How to Apply:
All suitably qualified and interested candidates should send their
online applications at this link, Click Here. 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 to avoid double posting). Please do not create an
account first, just go straight to the application form and fill it, attach PDF
formats and submit.
online applications at this link, Click Here. 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 to avoid double posting). Please do not create an
account first, just go straight to the application form and fill it, attach PDF
formats and submit.
Deadline: 18th October, 2016
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