Subaward and Compliance Officer

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible.

In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within.

Now, and for the future.

Mercy Corps has been operating in Ethiopia since 2004. In partnership with civil society organizations, academic institutions, private sector, and the government, Mercy Corps Ethiopia has reached more than five million Ethiopians with interventions to save lives and build secure livelihoods. Our programs emphasize market-driven solutions, reinforce social bonds, and help communities build resilience to the impacts of climate change. Currently in six regional states – Afar, Amhara, Gambella, Oromia, Somali, and South Nations, Nationalities and People’s Region (SNNPR), and in Dire Dawa Administration and the capital city of Ethiopia, Addis Ababa – Mercy Corps Ethiopia is driven by the mission to contribute the emergence of a peaceful, resilient, and prosperous Ethiopia which is inclusive of youth and women. Our strategic directions focus in promoting inclusive and dynamic markets; promoting peace and social cohesion through strengthening formal/informal governance structures and citizen engagement; improved natural resource governance; and integrated humanitarian response.

Program / Department Summary

The Mercy Corps Finance Department is responsible for all financial functions, including accounting, payments and banking, payroll, budgeting, financial reporting, and grant and subgrant financial management and compliance. The Mercy Corps Finance Department ensures compliance with donor regulations as well as Mercy Corp’s internal policies and procedures. As a support to the Program Technical Department, the Finance Department provides timely reports and assistance to the Country Director and the Program team to ensure that financial resources are used efficiently and effectively.

General Position Summary

The Subaward & Compliance officer is a member of the Finance team for Mercy Corps’ and as such is responsible for contract negotiation/execution, risk evaluation, monitoring, and post award activity for outgoing subawards issued, compliance with the donor regulations and working collaboratively with other program team members to ensure compliance with Mercy Corps internal policies and procedures. The Subaward Contract and Compliance Officer’s primary focus is on the drafting, negotiation and execution of subaward agreements and amendments to external organizations. S/he works under the direction supervisor of the Subaward and Compliance Specialist and work closely with staff dedicated to the program, Finance Manager and Monitoring and Evaluation Manager, and the Operations department, and consult regularly with Mercy Corps HQ.

Position Description

Location: Addis Ababa

Position Status: Full-time or Part-time, Exempt or Non-exempt, Regular or Temporary

Salary Level: (Refer to Country Salary Guidelines)

Current Team Member: List the name of the Staff member currently in this position

Safeguarding Risk High: 

Essential Job Responsibilities

1. Sub Grantee Management (60% of Time)
2. Compliance Monitoring and Capacity Building (40% of Time)
3. Sub Grantee Management (60% of Time)

• Review and interpret prime award terms, policy documents, and proposal materials to ensure appropriate flow-down terms and conditions from the prime award and identification of special terms and conditions that may be required. Apply laws and regulations related to specific subawards.
• Assist managing and monitoring subawards in accordance with Mercy Corps subaward manual (project Based subaward manuals).
• Ensure All Projects are complying with the procedures in approved subaward manual, and that the annexes are being used as applicable.
• Assist for pre-award financial review and due diligence of apparently successful applicants.
• Coordinate selection of subaward agreement type, draft subaward and negotiate subaward agreements with selected subrecipients.
• Draft modifications to subawards, as needed.
• Review subrecipient financial reports for correctness and completeness and ensure that reports are submitted on time.
• Develop subrecipient monitoring plans, conduct financial monitoring of subrecipients and prepare financial monitoring visit reports.
• Follow up on all subaward compliance issues and audits and document resolutions.
• Facilitate and Truck Subaward payments
• Create and update/maintain subaward cards and enter subaward expenditure reports in Navigator.
• Maintain subaward files in accordance with the Field Finance Manual.
• Assist for subaward financial close-outs, including participating that all requirements of the subaward agreement have been met and that subaward funds have been properly settled.
• Provide compliance guidance and consultations to subrecipients on a demand-driven basis.
• Participate in the development of the overall programmatic strategy and the strategy for the subawards program.

1. Compliance Monitoring and Capacity Building (40% of Time)

• Ensure All projects are executed in alignment with the prime award agreement and the applicable USAID and EU regulations, staying abreast of changes in regulatory environment related to donor/grant compliance, update procedures as necessary.
• Identify and communicate compliance risks associated with program implementation. Work with program teams ensure that program activities are designed to be compliant, while facilitating the achievement of the program objectives.
•  Reviewing, Trucking and posting sub-recipient financial reports and ensure timely submission of deliverables.
•  Collaborate with the finance team to track sub-award expenditures and budget adherence.
•    Provide training and support to sub-recipients on compliance, reporting, and financial management.
•     Assist in developing tools and resources to enhance sub-recipient capacity.

Reporting and Documentation:

•   Maintain accurate records of sub-award agreements, communications, and performance metrics.
•   Prepare reports on sub-award activities for internal stakeholders and donors as required.

Working Conditions:

• May require occasional travel for site visits and capacity-building workshops.
•  Office environment with standard working hours, although flexibility may be needed to meet deadlines.

STRATEGY & VISION

• Recognize opportunities for innovative action and create an environment where alternative viewpoints are welcomed.
• Set direction by prioritizing and organizing actions & resources to achieve objectives and contribute to countrywide strategy development.
• Develop and organize activities to secure resources for programs and convince stakeholders to provide support.

FINANCE & COMPLIANCE MANAGEMENT

• Ensure compliance with donor and Mercy Corps regulations related to emergency programming.

GEDSI (GENDER, EQUALITY, DIVERSITY AND SOCIAL INCLUSION)

• Adherence of gender minimum standards
• Allocate budget for GESI related activities and staff capacity building on GESI
• Make sure GESI issues are properly reflected during program management
• Support the organization’s commitment to age and gender inclusive team building process
• Promote an inclusive and equitable workplace culture
• Support Staff Capacity Building on Increase staff knowledge of GEDSI
• Coordinate with GEDSI Technical Team Improve gender-responsiveness of program /Project MEAL system
• Increased commitment to Gender Equality Diversity and Social inclusion

Accountability

Reports Directly To: Subaward and Compliance Specialist

Works Directly With:      Finance, and Program teams.

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.

Knowledge and Experience

• Ability To manage multi-Tasking and workload to meet deadlines with ease involves meticulous planning, prioritization, and time management
• A BA/S or equivalent in accounting or finance, management, economics required; advanced degree preferred.
•  At least 3 years of relevant field or management experience of complex, multi-dimensional programming including administering small subawards in an international environment.
• At least 3 years’ experience in grants and subgrant management as well as an understanding of USAID, SIDA, EU regulations required.
• Demonstrated experience and skill with administrating solicitations for subawards, assessing potential subrecipients and the proven ability to oversee a team that is responsible for monitoring subrecipients. 
• Advanced computer skills in MS Office, (Word, Excel, PowerPoint, Outlook)
• Effective verbal and written communication with national and international staff, organizational and prioritization skills.
• Excellent oral and written English skills required.
• Ability to work effectively with an ethnically diverse team in a sensitive environment.

Success Factors

The successful candidate will have an ability to interact effectively across all program and finance teams successfully. S/he will be able to support programmatic objectives with timely and meaningful financial information, have a demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities. An impeccable professional standard of finance and procurement ethics and the willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential

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.

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

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.