The Finance Manager – Grants and Subgrants will lead the grants and sub-grants team in successful grants
management from proposal budget to closing out the grants. Additionally, the Grants Manager will advise the team on management reports and planning tools for country office financial management. The position will report into the Assistant Country Director for Programs.
The Finance Manager – Grants and Subgrants with the support of their line manager is responsible for pre- and post-award management of CARE Syria funding sources. The position is responsible for ensuring that CARE and donor financial policies, procedures and legal requirements are followed throughout our contracting processes. The position will also be responsible for pre- and post-subaward management.
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, in line with the master budget. The position will also work with the Assistant Country Directors for Programs and Program Support, donor/CI members in developing, negotiating, and finalizing awards, grants and contracts. He/She will also ensure grant start up processes not limited to setting up the grants in CARE’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 accurate storage and archiving of project grant files. This position would also ensure that assessments of organizational capacity and due diligence (DDA) have been carried out for all of potential & current partners in the country in accordance with the CI Partner Funding Agreement Policy.
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Responsibilities and Tasks
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Describe the major responsibilities, principal tasks, competencies and end results for which the position is accountable (limit responsibilities to five). Include WHY it is done and the impact to the organization. List the responsibilities in the order of importance and state the percentage of time the employee spends on each responsibility during a typical year.
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Job Responsibility 1
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Lead on Budget Development and Financial Management
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25% of time:
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- Lead on the development of budgets for new grant 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.
- Coordinate and guide the budget holders on the revision of their project budgets and monthly forecasts; and produce consolidated project budget revisions and forecasts for the grant.
- Supervise Officer/Coordinator to ensure timely preparation of annual budgets and budget revisions and set ups in the 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.
- 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 in the negotiation of partners' proposals and consolidate with the primary for submission to the donor.
- Lead on the design of good sub-granting and financial reporting expectations.
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Job Responsibility 2
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Lead on sub-grant financial management
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15% of time:
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- Ensures Due Diligence Processes and CARE-required assessments of partners are adhered to.
- Leads the team in preparation of the complete sub-award agreement package including checklist and all attachments with consideration of all Donor 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)
- Carry out periodic sub-grantee (partner) monitoring and financial reviews and ensure advance justifications are monitored in line with CARE and contractual obligations entered into by PeopleSoft.
- Carry out financial management training for sub-grantees and support them in maintaining proper books of accounts.
- Lead the team in overseeing subgrants and ensure CARE clears partner financial reports timely.
- Support the development and implementation of strategies for bridging the partner capacity gaps that are identified during partner assessments and project implementation.
- Propose Capacity Strengthening plans designed to meet the partnership capacity assessment strengthening goals with required budget/resources and ensure the implementation are documented and filed.
- Monitor funds disbursed and liquidations received in PeopleSoft. Analyze aging of the remaining funds on a monthly basis based on PeopleSoft reports and escalate issues as needed.
- Review Partner Framework Agreements, Pre-Authorization Letters (PALs), Letters of Authorization (LOA), and other appropriate partner funding agreements for the new partners for approval.
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Job Responsibility 3
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Lead in the analysis and preparation of financial/donor reports, donor annual budgets, and monthly forecasts
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20% of time:
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- 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 copy.
- Prepare monthly donor receivable and payable status for submission to the Core Leadership Team 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 CARE 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 Assistant Country Director for Programs and submissions to the donor.
- Support the program team in different hubs in the development of program plans and budget forecasts (operational, monthly, quarterly, and annual plans and forecasts).
- Coordinate, prepare, and consolidate the preparation of required donor financial reports and forecasts, ensuring timely review by ACD-P/CD and submission to key stakeholders.
- Perform monthly financial analysis of each grant and recommend appropriate actions to the Budget holders. If necessary, provide training to the Budget Holders on generating reports and preparing simple financial analyses.
- Provide Program Managers and Budget Holders with training on BVA review and proposal costing.
- Provide a pro-active diagnosis for potential problems/issues including non-compliance issues and raising to the appropriate management level for resolution where required
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Job Responsibility 4
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Main Award contractual/financial management accountabilities
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20% of time:
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- Manage Pre-Internal Project Implementation Agreements, Internal Project Implementation Agreements and other contract processes with CARE USA and CMPs in coordination with ACD Programs.
- Provides training and advice 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 advise on improvements.
- Provide direct, proactive, hands-on budget management support by providing monthly analyzed budget information/expenditure reports to the ACD-P, Program Managers, and Partners.
- 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 the collection of donor receivables or settlement of donor payables in a timely manner.
- 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 CARE procedures.
- Assist Program Managers and the ACD-P in subgrants close out processes, including final financial reports preparations, cash settlements etc.
- Lead the completion of Management reports such as COMFORT, Master Budget, Pipeline, Budget Mate
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Job Responsibility 5
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Staff Management and Capacity Building
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15% of time:
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- 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 Performance Management is carried out timely 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.
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Job Responsibility 6
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Other duties and Responsibilities assigned by the supervisor
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5% of time:
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Internal Relationship:
- CARE Program, program support, HR, Operational Safety Teams
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External Relationship:
- Regional Management Unit
- CARE Member Partners
- Donors where appropriate
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Required:
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Bachelor’s degree in accounting or equivalent combination of education and work experience
Desired:
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An advanced degree in any related area
Technical Experience / Technical Skills
Number of months / years of previous professional experience in a similar position. Example: Languages; planning; budgeting; word-processing; basic accounting; advanced written communications; presentation; fundraising; training/facilitation, etc.
Required:
- Demonstrated NGO Finance Grants Management experience - 5 years
- Min. 5 years of experience with career progression to management role
- Well organized and ability to act in a professional and ethical manner
- Staff Management experience.
- Grants negotiation skillset
- Ability to maintain high level oversight as well as ability to dig into the details.
- Good communication and presentation and writing skills
- High level of expertise in using Microsoft Office
- Ability to work under pressure and to multi-task
- Excellent interpersonal skills, ability to work under minimum supervision
- Ability to complete tasks and produce high quality output
- Should be customer focused, communicate with impact, manage team performance effectively
- Proactive in problem solving, initiating actions and making operational decisions.
- Fluent English reading, writing and speaking skills
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Desired:
- CARE Financial systems experience
- Experience in the use of financial software such as the PeopleSoft System
- Experience in managing at least 3+ staff
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Core Competencies
CARE has 5 Core Competencies that all staff are expected to demonstrate and 2 Leaders Competencies expected of those in management and leadership positions.
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Relationship Building
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Dynamic Learning Mindset
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Delivering Results
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Communication
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Inclusion Strategic Leadership and Execution People leadership
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Functional Competencies
Given the responsibilities and level of accountability of the position, please list the technical competencies. These will be used both for recruitment and performance management.
Mention at least 3 Functional Competencies that this role must demonstrate to create the desired impact. There are many competencies that will fit the role, however, please think about the most essential skills needed for this employee to succeed in their role.
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- Integrity & trust
- Problem Solving
- Effective Communication
- Attention to Details
- Time Management
- Customer Focus
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Proficiency Level
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Please select the level of responsibility/contribution
Competency proficiency levels define the degree to which a person in each job is required to demonstrate the competencies through observable behavior
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Level 1: Support
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Foundational: Provides support but contributes indirectly to overall success.
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Level 2: Professional
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Practical application of the behaviors, provides support and contributes to the overall success.
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Level 3: Managerial
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Inspirational: Role Model, coaches, and influences demonstration of the behavior.
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Level 4: Executive
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Envisions and innovates the next generation of behaviors
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Health and Safety
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I commit to the following:
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I will remain aware of and comply with instructions designed to protect my health, welfare and safety. I will always consider my safety and other employees in operational decisions.
I will follow the set safety and security regulations/procedures for the area of operation.
I will bear responsibility for my own safety and security while under contract.
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CARE Policies and Safeguarding Declaration
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I commit to the following:
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By signing this job description, I agree to comply with CARE Policies which includes but not limited to Safeguarding Policy, Code of Conduct and other organizational and HR policies.
I am committed to promoting the implementation of Safeguarding Policy and maintaining an environment that prevents Safeguarding violations.
I agree to comply with all the terms of the CARE policies, which form an integral part of the conditions of my employment with CARE.
I acknowledge that failure to abide by the terms of these policies may result in disciplinary action and termination of my employment contract.
I also acknowledge that, depending on my role and responsibilities, I may be requested to comply with the terms of additional policies, guidelines and related regulations, as and when necessary.
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