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Grants and Contracts Coordinator PMU - FCDO
JOB PURPOSE:
Under the direct supervision of Care Syria Finance Controller and matrix management to the Chief of Party FCDO, the G&C Coordinator is responsible for all Post award management of CARE Syria’s FCDO award Syria Resilience Project. The Function includes working with the Finance controller, COP and key program teams in ensuring the award is properly set up in CARE’s financial system; is compliant with donor and CARE policies; and produces and uses accurate and up to date financial data. This position will be the point person for all donor requirements and compliance issues; financial management capacity building; internal programme audit; budget revisions monthly financial analysis and producing consolidated financial reports. He/she is responsible for the day-to-day financial operations and for providing quality financial services to the FCDO PMU.
RESPONSIBILITIES AND TASKS:
Responsibility #1: Budget proposal development
- Coordinate, assist and guide Finance Controller, COP and Hub budget holders for the revision of their project budgets and monthly forecasts; and produce consolidated project budget revisions and forecasts for the grant.
- Coordinate, assist and guide development of budgets for new grant proposals.
- Ensures Due Diligence Processes and CARE required assessments of partners are adhered to.
- Supervises to ensure timely preparation of annual budgets and budget revisions and sets ups in financial System. Ensure Fund code/PID/AID set up in CARE’s financial systems ensuring that budgets are correctly entered to facilitate both internal and external monitoring of expenses
- Assist in the design of good sub-granting and financial reporting expectations. Assist in overseeing subgrants;
25% of Time
Responsibility #2: Lead in the analysis and preparation of financial/donor reports, donor annual budgets, monthly forecast.
- Maintain grants related information and track donor and other stakeholder reports requirements. This includes supervision of the processes to maintain updated central grants files/information in both hard and soft copies
- Support program team in different hubs in the development of program plans and budget forecast (operational, monthly, quarterly, annual plans and forecast).
- Coordinate, prepare and consolidate the preparation of required donor financial reports and forecasts, ensure timely review by CoP/FC and submission to key stakeholders;
- Perform monthly financial analysis of each hub’s budget and recommend appropriate actions to the Budget holders. If necessary, provide training to the Budget Holders on generating report and preparing simple financial analysis
- Provide pro-active diagnosis for potential problems/issues including non-compliance issues and raising to appropriate management level for resolution where required
50%
Responsibility #3: Main Award/Sub grants contractual/financial management accountabilities
- Prepares the complete sub award agreement package including check list and all attachments with consideration of all FCDO requirements, sub recipient due diligence document, capacity assessments and capacity building plan.
- Participate in sub-awards start-ups with (co) facilitation of relevant sessions (budgets, sub-granting, performance monitoring/management systems)
- Provides training and advise to hubs and partners on compliance with donor & grant requirements.
- Conduct regular reviews of com hubs and partners on compliance with donor & grant requirements, and advice on improvements.
- Provides direct, proactive, hands-on budget management support by providing monthly analyzed budget information / expenditure report to the COP, Project Managers, Area directors and Partners
- Carry out periodic sub-grantee (partner) monitoring and financial reviews and ensure advance justifications are monitored in line with CARE and contractual obligations entered in PeopleSoft
- Carry out financial management training for sub-grantee and support them to maintain proper books of accounts.
- Act as a resource about grant compliance issues related to donor requirements
- Monitor and provide appropriate follow up actions in coordination with the Finance Department for collection of donor receivables or settlement of donor payables in a timely manner.
20% of Time
Responsibility #4 Other duties and Responsibilities assigned by the supervisor
5% of Time
QUALIFICATIONS
- Education
Required:
BA degree in Accounting or equivalent combination of education and work experience
Desired:
An advanced degree in any related area
- Experience
Required:
- 3-5 years of previous experience in a similar position
- Experience in financial grant management
- Experience in management of sub-grants to partners
Desired:
- Humanitarian oriented NGO experience
- Experience with remote management of partners
- Experience with working on the Syria crisis
- Familiarity with Safeguarding and PSHEA
- Technical skills
Required:
- Good communication and writing skills;
- Well organized and ability to act in a professional and ethical manner;
- Financial management skills
- High level of expertise in using Microsoft Word & Excel
- Detail oriented
- Multi-tasking
- Ability to work under pressure
- Should be customer focused, communicating with impact and managing performance effectively.
- Proactive in problem solving, initiating actions and making operational decisions.
Desired:
Experience of Financial software such as the people soft System
- Human relations skills
The Human Relations Skills for this position are designated as Basic: courtesy, tack and effectiveness in dealing with others in everyday working relationships, including contacts to request or provide information.
- Competencies:
CARE Core 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 openness.
- Integrity - Maintaining social, ethical, and organizational norms; firmly adhering to codes of conduct and ethical principles inherent to CARE.
- Excellence - Setting high standards of performance for self and/or others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed; ensuring interactions and transactions are ethical and convey integrity.
- 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.
Other Competency:
- Customer Focus – Making customers and their needs a primary focus of one’s actions; developing and sustaining productive customer relations.
- Information Monitoring – Setting up ongoing procedures to collect and review information needed to manage an organization or ongoing activities within it.
- Planning and Organizing – Establishing courses of action for self to ensure that work is completed efficiently and effectively in accordance with CARE’s core values.
- Collaboration – Working effectively and cooperatively with others toward shared goals; establishing and maintaining principle-centered working relationships.
- Initiating Action – Taking prompt action to accomplish objectives; taking decisive action to achieve goals in times of uncertainty or in fluid contexts; being proactive.
- Follow-up – Monitoring the results of assignments, or projects, considering the skills, knowledge, and experience of the assigned individual and the characteristics of the assignment or project.
PROBLEM SOLVING
Thinking Environment: Standardized
Thinking Challenge: Patterned
ACCOUNTABILITY
Is the answerability for actions and for their consequences. It is the measured effect of the job or position on end results. It has three dimensions in the following order of importance: Freedom to Act; Impact on End Results; and Magnitude.
A) Freedom to Act is the degree to which personal or procedural control and guidance for work (or lack thereof) exists. This is a function of the organizational framework, the personnel and policy direction, and the flows, processes, and systems that are established in the organization. Choose one of the following: Limited; Prescribed; Controlled; Standardized; Regulated; Clearly Directed; Generally Directed; Guided; or Strategically Guided. (See Guidelines for definitions).
- This position would be designated as Standardized
B) Impact on End Results considers the principal nature of the job’s influence on end results, which ranges from very direct control to very indirect support. Choose the Impact category that reflects the basic purpose of the job most clearly. Ancillary; Contributory; Shared; Primary (See Guidelines for definitions).
- This position would be Contributory