The Grants and Subgrants Manager with the support of the Head of Finance is responsible for pre- and post-award management of the org Syria funding sources. The position is responsible for ensuring that the org and donor policies, procedures and legal requirements are followed throughout our contracting processes. The position will also be responsible for pre- and post-subaward management. The post is based in NES office and will be reporting to the Head of Finance.
Specific responsibilities include, but are not limited to, working closely with program staff and other stakeholders in the proposal development process, ensuring the proposal budgets are reasonable, cost effective, and accurate and reflect the necessary costs for both direct and indirect costs. The position will also work with the Head of Finance, donor/CI members in developing, negotiating, and finalizing awards/IPIA. He/She will also ensure grant start up processes not limited to setting up the grants in the org’s financial management system correctly, and actively participate in startups and orientations. The Position will be responsible for coordinating with the Budget Holders to ensure that funds are used as planned, in accordance with donor requirements and all donor and key stakeholders reporting requirements are met (for internal and donor use). The position is responsible for setting appropriate communication/coordination systems in place with different stakeholders, capacity building for staff and implementing partners, ensuring that proper systems are in place to facilitate smooth and timely submission of internal and donor reporting (both financial and program), close out requirements and ensuring accountability is an integral part of the operation. This position supervises the maintenance of project grant files.
KEY RESPONSIBILITIES
- Work closely with the Head of Finance in developing and maintaining the Master Budget of the country office and making sure all necessary cost categories of Personnel and Operational are verified with relevant parties. This will need coordination with HR, Program and Administration departments.
- Develop donor budget proposals and collaborate with the Program Managers and Support Teams, including the provision of internal budgeting guidelines, templates and tools for annual budgeting, grant proposal development and budget modifications.
- Support the development of templates and SOPs related to budget management.
- Ensure proposal budgets/budget amendments are in line with donor regulations.
- Review, analyze and participate with the Head of Finance in the negotiation of partners’ proposals and consolidate with the primary for submission to the donor.
- Supervise fund code setup in the org’s financial systems ensuring that budgets are correctly entered and using the appropriate chart fields to ensure appropriate entries of actual transactions and monitoring expenses.
- Prepare monthly donor receivable and payable status for submission to the Head of Finance and recommend/Implement actions for collection of donor receivables or settlement of donor payables in a timely manner.
- Monitor grants’ performance for all donors. Work with budget holders to ensure that key processes and systems are in place to manage grant risk assessments, donor financial compliance and reporting process. Ensure grant budgets align with the org budgets and forecasts.
- Ensure monthly review of transactions for compliance and eligibility under grants.
- Supervise the preparation of monthly BVAs for each donor budget and lead on the BVA monitoring meetings and recommend appropriate actions to the budget holders based on the burn rate of awards.
- Supervise the preparation of required donor financial reports and ensure timely review and sign off by the head of finance and submissions to the donor.
- Prepare periodic management reports for CLT, RMU, SSC and CUSA, e.g., Budget Mate, Pipeline report.
- Manage grant closeout process ensuring that all final expenditures are captured in time, expenses and program commitments fully reconciled against the budget balance and process documented. Ensure all finance files are archived and secured as per the org procedures.
- Assist Program Managers and the Director of Program in subgrants close out processes, including final financial reports preparations, cash settlements etc.
- Coordinate the review and finalization of awards/IPIAs with appropriate country office staff ensuring that the org policies are met.
- Negotiate terms and conditions with the donor or CMP and ensure provisions are acceptable and ensure compliance with these provisions.
- Review the partner funding agreements. Ensure that the financial aspects are accurate and in accordance with the implementing guidelines of donors and the org.
- Monitor and process the partners’ financial reports.
- Supervise assessment of partner’s organizations with regards to the quality of financial systems, reporting, audits and if applicable, follow up corrective action plans.
- Oversee the development and coordination of partners’ capacity building plan on finance management. Lead in the partners’ capacity building activities on financial reporting and internal controls.
- Assist Program Managers and the Director of Program in subgrants close out processes, including final partner reports preparations, cash settlements etc.
- Review periodic staff extension / recruitment requests ensuring that the positions are adequately funded before approval.
- Provide functional and direct supervision and regularly work on increasing the capacity and skills of the finance team based in Amman and NES
- Assist team members with information, tools and resources to improve performance & reach objectives.
- Ensure that the annual Performance Management & Assessment is carried out in a timely manner for direct reports.
- Facilitate and provide basic training, technical support and guidance to the program staff, particularly budget holders, for skills improvement in the areas of budget approval, reporting, and internal controls.
