Mercy Corps – Senior Finance And Sub Grants Officer (8 Months).

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About Mercy Corps

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

Mercy Corps began working in Kenya in 2008 and has built a robust and diverse portfolio working to enable Kenyans affected by poverty, resource scarcity and conflict to be healthy, productive and to drive peace and development of their communities. To do this, we deliver integrated programming to strengthen market and governance systems, innovate urban youth employment opportunities, address the root causes of conflict, and build the resilience of vulnerable populations – in particular youth, women, adolescents and marginalized communities.

The Programme

Mercy Corps is implementing a multi-year, conflict prevention and stability programme funded by the UK Foreign and Commonwealth Office through the Conflict, Stability and Security Fund (CSSF .The Collective Resilience Against Extremism (CREATE) Programme is engaging local and national government, local civil society organizations and communities to mitigate the drivers, enablers and narratives of violent extremism in East Africa through support to policy initiatives, community engagement, and support to national civil society organizations in order to prevent the recruitment of vulnerable individuals by violent extremist organizations. The program works in Kenya, Tanzania, Ethiopia, Mozambique and Uganda, through strategies adapted to the context and opportunities in each country to advance research, legislation and field implementation of activities.

The Position Summary

The Senior Finance and Grants Officer is responsible for conducting pre-award assessments, post award management and close outs for CREATE subcontracts and sub awards. S/he will also support efforts to build the capacity of downstream partners to meet finance and compliance requirements of Foreign Commonwealth and Development Office (FCDO), so that these partners develop professional personnel and systems. The Senior Finance and Grants Officer is responsible for review of financial files/records both soft and physical to ensure that partner files are up to date

Essential Job Responsibilities

PROCESS

  • Conduct day to day management and implementation of the grants work plan under CREATE.
  • Propose revisions to grant processes and procedures based on experience and lessons learned and coordinate proposed changes with the Team Leader, Contracts Director and Finance and Sub-Grants Manager.

PRE-AWARD

  • Participate in the solicitation and selection of sub recipients and subcontracts, working closely with the technical team to identify potential areas of support, eligibility and evaluation criteria
  • Work with selected grantees to ensure budgets are in line with program activities and that costs are reasonable, allowable and allocable.
  • Conduct due diligence assessments on all grants including business feasibility, evaluate environmental requirements and pre-award assessment of financial responsibility to ensure sub recipients have the capacity to comply with the terms of subcontract agreement, is free of conflicts of interest and are eligible organizations.
  • Assist with drafting and reviewing of sub-contract agreements, ensuring use of correct agreement templates, standard terms and conditions are included, follow up with both Mercy Corps and partner signing and ensure that a fully executed subcontract agreement is filed by both Mercy Corps & partner
  • Develop financial monitoring plans for partners

POST-AWARD

  • Conduct post-award trainings for the sub-recipients on grants administration, applicable donor regulations and reporting requirements.
  • Identify sub-recipient/grantee capacity building needs and provide technical assistance where needed and trainings to assure compliance.
  • Conduct financial monitoring office visits to ensure that the use of funds and the activities performed are in compliance with the terms and conditions of the subcontracts.
  • Review sub-recipient/grant financial reports for accuracy and completeness and regularly monitor their budgets vis-a-vis financial reports
  • Review sub-recipient/grant funds requests for accuracy and completeness and process payments/reimbursements as appropriate.
  • Maintain complete and accurate files for all sub-recipient/grant files as per the Field Finance Manual.
  •  Review and post the financial reports in Navigator ensuring they are reconciled to partner financial reports regularly.
  •  Review status of subcontracts reports ensuring milestones in Navigator are up to date
  • Serve as primary point of contact for all correspondence and notifications to partners.
  • Facilitate sub-award modifications
  • Maintain a log of details of all CREATE partners including name of sub-contractor, contact details (including address, email, telephone and contact names), types of services provided and duration of sub-contract
  • Monitor grantee assets by ensuring that grantee assets are reported on and disposed of in accordance with donor rules
  • Facilitate sub award modifications

CLOSE-OUT 

  • Review final financial reports for accuracy and completeness
  • Conduct final funds reconciliation and liquidation of sub contracts
  • Participate in final close out reviews
  • Review consortium partners and downstream files to ensure that partner records are complete
  • Follow up on asset disposition ensuring that all assets purchased by the partners with CREATE funds are disposed of in accordance with donor rules
  • Prepare final Close-out checklists and notification to consortium and downstream partners

OTHER

  • Responsible for the preparation of monthly and quarterly reports for grant activities that feed into the CREATE report.
  • Ensure that project activities comply with Mercy Corps internal policies and procedures, as well as Donor rules and regulations.
  • Participate in the development and implementation of the project’s annual work plans.
  • Support Finance team with other grants or finance sector activities.
  • Coordinate expenditure verification and project audits and follow up on management decisions regarding audit findings ensuring these are documented and communicated to the partners
  • Ensure that field staff are familiar with grants management procedures.

Supervisory Responsibility

None

Accountability

Reports directly to: Finance and Grants Manager

Works directly with: Team Leader, Contracts Director, Programme Teams, Field Finance/Grants Team, Consortium and downstream partners.

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualification & Transferable Skills

  • A Bachelor’s degree in Business Administration, Finance, Economics or relevant field; an advanced degree is preferred.
  • Professional accounting certification CPA(K).
  • At least five (5) years of demonstrated professional experience managing grants, subcontracts, procurement and compliance with donor regulations, preferably Donor-funded projects.
  • Strong accounting skills and experience, including management of the general ledger, journal entries, payables and balance sheet.
  • Demonstrated experience applying clauses and negotiating without heavy management oversight including developing amendments and modifications as a result of negotiations.
  • Experience providing capacity-building training to staff partner organizations.
  • Strong analytical and computer skills, with emphasis on budget and financial analysis and advanced computer skills in MS Office, particularly Excel are required.
  • Fluency in the English Language is required.
  • Other required competencies and skills include:

Grants Administration

  • Knowledge and application of best practices in grant management.
  • Demonstrated knowledge of financial and management systems, regulations and reporting requirements. Evidence of ability to be creative and flexile within those requirements.
  • Analytical capabilities with accounting procedures and processes for structuring projects.
  • Knowledge of grants management software and information technology skills.

Management and Communications

  • Ability to communicate technical, budgetary and program details to staff, grantees and applicants.
  • Ability to design and implement effective workflow processes and procedures.
  • Capability to foster an atmosphere which recognizes and respects cultural and individual differences.

Success Factors 

The successful candidate will have proven abilities in analytical and reporting skills with sound judgement in regards to budget, financial analysis and program issues. The Senior Finance & Grants Officer will have the ability to communicate and interact effectively across diverse project teams as well support programmatic objectives with timely and meaningful information. S/he will have the ability to multi-task, meet deadlines and process information in support of changing project activities.

Living Conditions / Environmental Conditions

The position is based in either Nairobi with regular travel to the field offices.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

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Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives. We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact. We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis

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