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• Keeping up to date with changes in relevant CARE International
  policies and procedures (e.g. Award and Sub award policy, SPC policy,
  budgeting guidelines, etc.) & proactively ensure relevant staff are
  made familiar with key policies
• Liaise with the CO staff when developing new proposals: support
  Go-No-go decisions, fill Go – No-go forms, identify funding gaps if any,
  etc.
• Ensures start-up and inception meetings for new awards are taking
  place and are documented
• and ensure close out meetings are also held and documented as per
  policy;
• Work with CMPs / HQ in developing and signing of IPIAs / BAMs respectively
  ensuring that that the terms and conditions are acceptable to the CO and
  understood by the CO team & partners where relevant; If the contract
  is directly with a donor in country, also review donor agreement for
  acceptability and understanding by relevant staff;
• 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.)
• Ensuring that Donor requirements related to grants and contracts’
  financial management as well as various contractual obligations for each
  project (reporting deadlines, deadlines for submitting cash projections,
  audits, evaluations, any other) are fully understood by implementing teams
  and adhered to;
• Ensuring that CARE Staff and Partners fully understand what is
  expected of them in managing grants and sub grants according to best
  practice and per CARE and donor guidelines.
• Monitoring compliance with best practice (including carrying out
  visits to sub offices and partners and monitoring reporting information
  managed through a tracker shared with all relevant stakeholders) and
  taking assertive corrective action as required; reporting any difficulties
  to the appropriate accountable manager
• Maintains Grants Tracking Sheet updated at all times.
• Maintains CO Chart of Account (at FC, PID and AID, and Cat ID level)
  updated at all times;
• Sub grants Management: To provide leadership in CO sub grants
  management from selection (due diligence processes, sub award contract
  processing and monitoring) to close out.
• Liaising with CARE Program Coordinators and project Managers in
  order to understand project implementation plans and potential partnering
  requirements,
• Ensuring that partners are selected in a transparent manner and
  according to clearly agreed and documented Minimum Eligibility
  Requirements and other key requirements, as per CARE policy;
• Ensuring that assessments and documentation 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; 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) for 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 Secretary of the CO Sub Grants Decision Management Committee
  (DMC), calls for quarterly DMC meetings, prepares information and analysis
  to be presented to DMC, takes notes and ensures documentation of DMC
  meetings;
• Keeping an updated tracker for the sub-award data base ensuring that
  all sub-award payables and liquidations are monitored and reports shared
  with relevant stakeholders.
• Ensures 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);
• Maintain a sub grants tracker (Sub-grants dashboard) for funds
  disbursed and liquidations received. An aging analysis of the remaining
  funds should be prepared on a monthly basis and follow up discussions with
  Program Managers;
• Ensures partners’ financial performance is monitored and documented
  based on an analysis of risks. Ensure in depth monitoring visits are
  conducted, with a thorough review of transactions (based on a sample) and
  of supporting documents; Identified issues to be immediately reported to
  supervisor and CO SMT;
• Keeps track of partners’ compliance with their reporting obligations
  and immediately reports noncompliance to supervisor and SMT;

• Prepare pipeline reports and pipeline budgets;
• Preparation of Monthly grants and contracts Payable/Receivable
  Status
• Provide Budget Holders with detailed Monthly Budgets versus
  Expenditure Reports
• Prepare portfolio analysis report monthly & critically examine
  expenditure reports with budget holders and provide recommendations to
  address under spending, overspending or unusual expenditure in relation to
  project phases impact both in the short term and long term.
• Ensure match is recorded internally and reports to budget holders
  and SMT on match commitments’ fulfillment
• Contribute to various management reports including relevant section
  of COMFORT

• Prepare donor reports and ensure their accuracy and timeliness as
  specified in the Agreements, including match reporting when relevant;
• Ensure narrative reports and financial reports are compliant with
  donor requirements and are consistent with each other
• Liaise with Budget Holders and provide recommendation to address any
  donor budget overspending /under spending

• Assist Program Staff in preparing detailed accurate budgets for new
  proposals and ensure these budgets cover their fair share of SPC as per
  SPC policy and budget guidelines;
• When budgets involve budgets of local partners, support to local
  partners to develop their budgets will be required;
• Assist Program staff to prepare budget revisions when needed. It can
  be Non Cost Extension or Cost Extensions;
• Train program staff in accurate budgeting, understanding SPC policy,
• When budgets include a match, support in listing match sources and
  mapping the match to the budget;

• Conduct (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, analysis and interpretation of the reports
  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;

• To lead the Grants Team that includes Grants coordinators based in
  Kampala and in various sub offices 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 programs in the most cost effective manner possible;
• Supporting team members to enable them to give of their best e.g. by
  encouraging and praising good performance, mentoring, coaching, assisting
  staff to prevent or resolve problems, providing resources, tools and
  equipment
• Monitoring and reviewing performance and, in particular, setting
  goals and conducting periodic appraisals of staff under supervision in a
  timely manner, holding staff accountable for individual and team
  performance; taking decisive action in the case of poor performance
• Ensuring that staff are adequately trained, developed and well
  equipped with the relevant tools for their roles e.g. by analysing staff
  training needs, organising the delivery of training or coaching,
  coordinating the sharing of experience and facilitating acquisition of
  relevant tools.
• Maintain cohesion and synergy between the grants and programs teams
  through routine scheduled interdepartmental coordination meetings.
• Others: Any other duties
• Maintains CO audit calendar updated and ensures audit companies are
  procured in a timely manner, audits are completed and submitted in a
  timely manner;
• Conducting the monthly Procurement Spot Checks and reporting to RMU
  on these;
• Being the Focal Point for the CO Self Control Assessment
• As requested by supervisor.

• The applicant for the CARE International Grants and Contracts
  Manager job placement should preferably hold a Masters or Post Graduate
  diploma in accounting. Certified Accounting Professional.
• Five years’ experience in grants, sub grants and budget management
  at similar level, of which at least three in an international NGO;
• Knowledge and experience with accounting software package People
  Soft
• Proficiency in Microsoft Office including strong financial software
  applications
• Excellent Excel proficiency skills;
• Fluency in English language and written communication;
• Thorough understanding of financial accounting, fund accounting and
  financial analysis, financial reporting, GAAP and IFRS. and grants, sub
  grants and contracts management processes and procedures.
• Solid knowledge of Key donor regulations and compliance requirements
  (USG, EU, ECHO, DANIDA, UNFPA)
• Solid 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
• Demonstrated ability to plan and monitor workflows in a complex
  environment
• Ability to produce high quality work and balance competing
  priorities within demanding timeframes
• 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;
• Desired:
• Knowledge of People Soft software.

• 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 – Abilitiy 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

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