Grants and Contracts Manager NGO Careers – CARE International

and Contracts Manager
Organization: CARE
Duty Station: 
Kampala, Uganda
About US:
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 lead, manage and direct 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 sub
grants correctly in PAMODZI, the Country Office’s financial system.
Key Duties and Responsibilities: 
Provide leadership
in overall CO Grants & Contracts 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. 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,
  • 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
  • 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
  • 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
  • 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;
Internal and
external Reporting Internal Reporting: Management Reporting and Financial
  • Prepare pipeline reports and pipeline budgets;
  • Preparation of Monthly grants and contracts Payable/Receivable
  • 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
External Reporting: Donor Reports and Quality Review
  • 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
Budget Preparations
  • 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;
CARE & Partner
staff Capacity Building
  • Conduct (continuing refresher) training to CARE and partner staff to
    ensure all award terms and conditions are understood and implemented
  • 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;
Team management and
  • 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
  • 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.

Qualifications, Skills and Experience: 
  • 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
  • Proficiency in Microsoft Office including strong financial software
  • 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
  • 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
  • Demonstrated ability to plan and monitor workflows in a complex
  • 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
  • Demonstrated leadership & ability to inspire and empower others;
  • Sound judgment, ability to work effectively with others at all
  • Desired:
  • Knowledge of People Soft software.
Personal Competencies:
  • 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
  • Integrity – Maintaining social, ethical, and organizational norms;
    firmly adhering to codes of conduct and ethical principles inherent to
  • 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
  • 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
How to Apply:
All applicants are
encouraged to send their application letters clearly articulating alignment
with the above profile and an updated detailed (CV) giving day time telephone
contacts and names and addresses of 3 (three) work related referees to
Deadline: 14th June 2018
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