Sub Awards Manager-Nairobi(Maternity Cover)

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.

Program / Department Summary

The Mercy Corps Finance Department is responsible for all financial functions including accounting, payments and banking, payroll, budgeting, financial reporting, grant and sub awards financial management and compliance.  The Mercy Corps Finance Department ensures compliance with donor regulations as well as Mercy Corps’ internal policies and procedures.  In its role as a support to the Program 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 Sub Awards Manager works under the guidance and supervision of the Senior Sub Awards and Compliance Manager, working closely alongside the program leads, Managers, Party, Finance and Grants staff specific to respective programs without substantive grants team, Consortium members and the Mercy Corps Finance team in Kenya. Sub Awards Manager will be based in Nairobi with significant travel to the field.

Essential Job Responsibilities

PROGRAM MANAGEMENT

• Work with the Partnership and Capacity Building Manager in identification, due diligence, and assessment of Local Implementing Partners in Mercy Corps operational counties, including preparation of partner agreements as per donor guidelines and requirements. 

• Support in the development and implementation of organizational capacity assessment tools geared towards the determination of LIP functional and programmatic capacities.

• Support the development and delivery of a joint capacity strengthening plan for sub awarded LIPs on financial, administrative, grants management and donor requirements for effective compliance and accountability.

• Lead accountability and compliance support for LIPs including development and implementation of regularized monitoring to ensure compliance with donor expectations and requirements.

• Ensure all LIP documentation, including financial reports is uploaded into donor/project/programme specific shared folders for documentation and action.

AWARD MANAGEMENT

• Conduct pre-monitoring of grant applicants to evaluate financial and administrative systems, as needed.

• Monitor all approved grants and ensure timely financial reporting is completed.

• Consult program coordinators as needed for enhanced monitoring and evaluation exercises according to Mercy Corps’ best practices and compliance requirements.

• Support in the development of Mercy Corps’ resource tools for building capacity of local NGOs and CBOs.

• Identify linkages between projects from different sectors and different geographic areas.

• Ensure close communication with sub-grantees implementing projects.

• Identify potential problems during implementation of projects by the sub-grantees and make recommendations.

• Prepare progress reports on sub-grantees.

• Conduct financial and administrative training for sub-grantees.

• Conduct periodic audits of sub-grantees.

• Following audits and subsequent discussions with the Implementation Manager and Finance and Compliance Director recommend financial and administrative training activities for sub-grantees.

• Ensure that grant activities comply with Mercy Corps and partner internal policies and procedures, as well as Donor rules and regulations.

• Participate in the development and implementation of the program’s annual work plans.

• Ensure that field staff are familiar with grants management procedures.

• Ensure that sub grantee details are updated in Navigator.

• Any other duties as may be assigned.

COMPLIANCE

• Ensure that the program is executed in alignment with the prime award agreement and the applicable the donor regulations, staying abreast of changes in regulatory environment related to Mercy Corps/donor/grant compliance; update Program 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.

• Review the Program procurement and program transactions, contracts and other documents for compliance requirements and ensure these requirements are met.

• Prepare prior approval, waiver and other compliance requests to the donor. Assist subrecipients, as needed with subrecipient compliance requests to Mercy Corps.

• Prepare and maintain internal and donor compliance-related reports.

• Provide leadership and direction with regard to any grant or contract functions needed for the program’s success and to provide input on program functions.

• Ensure the compliance tracker is up to date and reviewed with the relevant departments on a monthly basis.

SAFEGUARDING

• Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work

• Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members

• Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options

SECURITY

• Ensure compliance with MCs security procedures and policies, financial reporting and management systems that ensure the safety and security of MC financial resources including cash assets and records.

• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.

ORGANIZATIONAL LEARNING

• As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

ACCOUNTABILITY TO BENEFICIARIES

• Mercy Corps team members are expected to support all efforts toward accountability, specifically
  to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

• Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

Supervisory Responsibility

Finance and Grants Officers as may be assigned.

Accountability

Reports Directly To: Senior Sub Awards and Compliance Manager

Works Directly With: Chief of Party, Deputy Chief of Party, Finance and Sub grants team members, MC Kenya Finance team, other program teams and technical support from Mercy Corps office in Portland, Oregon and Edinburgh, Netherlands.

Knowledge and Experience

• A bachelor’s degree in business administration, Finance, Economics, CPA(K) or relevant field with at least 4 years work experience in Finance and Grants Management.
• Previous work experience with an NGO in community development is an added advantage.
• Experience in report writing, grants management & technological skills.
• Demonstrated knowledge of donor financial and management systems, regulations and reporting requirements. Evidence of ability to be creative and flexible within those requirements.
• Analytical capabilities with accounting procedures and processes for structuring projects.
• Experience with monitoring, evaluation designing and implementing projects and effective workflow processes and procedures
• Knowledge of Sphere standards and other training in humanitarian response preferred.
• Ability to communicate technical, budgetary and program details to staff, grantees and applicants.

Success Factors

A successful Sub Awards Manager will have proven abilities in on budget and financial analytics and reporting. They will have sound judgement with regards to budget and program issues as well as excellent communications and interpersonal skills. The Sub Awards Manager will have the ability to interact effectively across diverse program teams and consortium partners in support of programmatic objectives with timely and meaningful information.

Living Conditions/Environmental Conditions

The position is based in Nairobi. Housing for this role is individual housing and staff will have access to good medical services and the living situation is of a high standard

Organizational Learning

As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient, and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

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. By applying for this role an applicant confirms that they have not previously violated an employer’s sexual misconduct, sexual exploitation and abuse, child safeguarding or trafficking policy. 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 e-learning courses upon hire and on an annual basis. As an applicant, if you witness or experience any form of sexual misconduct during the recruitment process, please report this to Mercy Corps Integrity Hotline (integrityhotline@mercycorps.org).