Uganda: GRANTS COORDINATORS (2 postions based in kampala,1 based in Gulu)

CARE International in Uganda

Job Description

Job Title:............................... Grants Coordinators

Project(s)/Unit:.................... xxxxx

Grade: xxx

Supervisor title:................... Grants & Contracts Manager

Date of Last Review:........... 12^th September 2016

New Position:Revised Position: Yes Unchanged Position:

Job Summary:

Reporting to the Grants & Contracts Manager, the responsibility of the Grants Coordinator is to 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 job holder 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.

1.Responsibilities and tasks:

Job Responsibilities:

R1:Sub grantee management 30%

1. Ensures transparent partner selection as per sub grantee policy,

2. Ensures organizational capacity and due diligence assessments are conducted to inform final decisions on partner selection for approval by Decision Making committee (DMC),

3. Prepares sub grant agreements and all related required documentation for approval of sub grants by DMC;

4. Supports program team to develop organizational capacity development plans of partners, based on results from assessments and monitors progress / implementation against these plans;

5. 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

6. Prepares quarterly reports on sub grants progress and challenges for DMCs input and action;

7. 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;

8. Advises 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.

9. Conduct 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

10. Prepares modifications to partner agreements and submits to DMC for approval;

R2:Sub grantee compliance and risk Management 30%

1. Assist 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;

2. 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;

3. 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.

4. 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;

R3:Support Project and Program managers with grants financial management including audit requirements 25%

1. 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);

2.Run monthly expenditure reports for grants (ensuring partners’ financial reports are captured) and submit to PM for joint review and analysis;

1. Prepare donor financial reports in timely manner and with required accuracy in required format;

2. Prepare cash projections for grants and submits both to CARE Uganda and donor as appropriate;

3. 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;

4. Reviews and contributes to grants narrative reports to ensure consistency with financial information and partner reports and information;

5. Support program team to develop budgets when working on new proposals;

6. 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);

7. 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;

R4 : Any other responsibilities 5%

As requested by supervisor

2.Contacts/Key Relationships/Collaboration: Internally in CARE Uganda, the Grants Coordinator will report to the Grants and Contracts Manager in the Finance Department but will work closely with Programme & initiative Managers in the program team. S/he will keep daily contact with the staff working in the assigned projects; with staff members in the Country Office that provide management, financial and logistical support to the programme. Externally, the Grants coordinator will maintain regular contact and dialogue with partners and auditors, with other INGOs supporting common partners and organizational development and capacity building service providers that CARE and partners might want to contract.

3.Authority: The Grants Coordinator has responsibility for financial programme monitoring and control. S/he has authority to recommend for Programme & Initiative Manager’s approval of partners’ financial reporting and payments of new installments.

4.Working Conditions: The Grants Coordinator will be based at CARE's Country Office in Kampala and have occasional field visits in Uganda and participation in regional and international activities. The expected time spent on traveling is 50%.

5.Qualifications and behavioral competences:

Education

A bachelors’ degree in Business Administration, Finance, Accounting or BCOM and/ or Professional Accounting qualification like CPA, CIMA, and ACCA Level

Experience

Minimum of three (3) years of experience from financial management of development projects or at a middle or senior management level in accounting, auditing and grant management. Experiences with working in a partnership approach and supporting civil society.

Additional Skills

Good verbal and written communication skills in English.

Computer skills (email, word processing, spreadsheets, financial management systems).

Highly motivated to maintain a regular dialogue with CARE’s partner organizations.

Skills in team work, facilitation and training. Knowledge of INGO operations and sub-grantee management is an added advantage.

Sensitive and committed to Gender Equity and Diversity.

Job holder’s signature…………………………………………… Date…………….

Supervisor’s signature…………………………………………… Date……………. Supervisor Supervisor’s signature………………………………. Date…………

Application Procedure:

Candidates interested in applying for the above Job should log in online to see more details on the position and the required profile. Applications should be submitted on line by logging on to http://thorn-soft.com/recruitment/login/. 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. Applications will only be received on line and until 18^thof OCTOBER 2016.

For any questions please call our office on 0312258100/121

CARE IS AN EQUAL OPPORTUNITIES, GENDER SENSITIVE & CORRUPTION INTOLERANT EMPLOYER