Award and Sub Award Manager-Hargeisa(Internal/External)

Job Title: Award and Sub Award Manager

Department: Finance

Location: Hargeisa

Supervisor/Title: Award and Sub Award Coordinator

1. Job Summary

The Award and Sub Award Manager oversee and coordinate the administrative management of all awards and sub awards implemented by the Rural Women Program. This includes support to award setup, staff training to ensure donor rules and regulations are understood and implemented properly, and preparation and submission of donor reports. S/he monitors the program budget planning calendar, develops operational budgets and supports proposal budget development. S/he works closely with program and accounting staff to make sure all funds are accounted for accurately and program budget line items are managed adequately. This includes activities such as: awards tracking, sub-award report preparation, monitoring and filing

1. Roles & responsibilities

2.1 Contracts/Awards Management

• Ensure understanding of relevant donor rules & regulations by finance staff, project managers, and other stakeholders.
• Coordinate award documentation and setup with SSC including project ID and fund code request, etc.;
• Monitor sub-recipient performance in coordination with program and compliance staff including site visits
• Assist the Award and Sub Award Coordinator in maintaining CARE’s accounting policies and procedures relevant to contracts, grants and compliance.
• Sub award agreements startup/management workshop after signing the sub-award agreement and before the project start implementation
• Perform award closeout procedures and ensure appropriate filing, storage, and retention of award documentation.
• Participate in project start up and provide input to the startup requirements of activity planning

2.2 Internal and External Reporting

Internal Reporting: Management Reporting and Financial Analysis

• Coordinate with Program Staff on status of Pipeline Projects & Prepare pipeline reports and pipeline budgets;
• Preparation of Monthly grants and contracts Payable/Receivable Status Reports
• Coordinate with the Award and Sub Award Coordinator and relevant program staff to prepare and submit all required forms to SSC for award and sub grants setup in the system (e.g. fund code, project ID, top line budgets, activity ID, etc.)
• Disseminate to appropriate staff new FC/PID/Activity ID/ for the new awards and sub grants or any changes thereof
• Maintain the PeopleSoft chart field for FCs, PIDs and AIDs up to date
• Provide Budget Holders with detailed Monthly Expenditure Reports (BVA reports)
• At the beginning of each month prepare portfolio status report, highlighting grants & sub grants that need action immediately, as well as in short and medium term.
• Critically examine expenditure reports with budget holders and provide recommendations to address under spending, overspending or unusual expenditure in relation to project phases.

2.3 External Reporting: Donor Reports and Quality Review

• Review/Prepare Donor Reports as specified in the Contract Agreements
• Ensure narrative reports and financial reports are compliant with donor requirements and are consistent with each other
• Liaise with Budget Holders and provide recommendation to address any donor budget overspending /under spending
• Preparation of revised budgets in close coordination with budget holders, as needed
• Work with internal and external auditors providing all required information to support audit processes. This includes preparing for CARE’s annual financial statements audit and Single audit (formerly known OMB Circular A-133 audit) and other donor audits.

2.4 Budgeting & Forecasting

Assist program managers in the proposal development process by reviewing all budget proposals to ensure compliance with CARE and donor requirements (e.g., allowability, allocability, reasonableness and accuracy of cost matching, program income issues);

• Participate in the development of CO budget guidelines and the preparation of consolidated budgets, including forecasts and future years budgets;
• Monitor actual expenses against budgets and discuss any issues with program managers, Award, and Sub Award Coordinator.

2.5 Capacity Building

• Conduct (continuing refresher) training to CARE and partner staff to ensure all award terms and conditions are understood and implemented properly.
• Conduct training to Budget Holders in use of PeopleSoft (e.g. expenditure report extraction and use, chart of accounts, etc.) and in general sound grants and financial management;
• Develop and oversee the roll-out of tools, training interventions, learning materials and other strategies which will improve CARE and partner staff capacity & compliance
• As mentioned under responsibility 2, plays a critical role in developing partners’ capacity building plans and overseeing progress against these plans;

2.6 Staff Management, talent review and capacity building

• Provide oversight and development support to the program grants/contracts/budgeting staff, including the hiring and performance management processes of direct reports in close coordination with the Award and Sub Award Coordinator;
• Assess training and development needs of staff and conduct capacity building as necessary;
• Manage direct reports workload and assist the Award and Sub Award Coordinator in defining immediate and long-term capacity needs

1. Key Relationships

• Reports directly to the Award and Sub Award Coordinator
• Manages, coaches and trains direct reports
• Provides guidance to peers, partners and other budget holders

1. Requirements and Minimum Education Level

• Bachelor’s degree in Accounting/Finance or a related field
• CPA/ACCA and/or other accountancy professionals preferred
• 5-7 years Awards and Sub Awards management experience
• Knowledge of Microsoft Office including advanced expertise in Excel
• understanding of rules and regulations related to key institutional donor project funding and reporting requirements

1. Skills

• Thorough understanding of financial accounting, reporting and grants and contract management processes
• Good understanding of relevant donor policies & procedures
• Excellent facilitation skills to conduct training sessions for small, medium and large sized groups;
• Solid analytical and problem solving skills
• Ability to maintain customer focus while handling multiple priorities
• Ability to quickly learn new systems, processes and procedures and adapt local practices to global standards
• Strong oral and written communication skills
• Proficiency in Microsoft Office and financial software applications

1. Competencies:

• Coaching; Communicating with Impact; Facilitating Change; Initiating Action; Managing Performance for Success; Negotiation; Operational Decision Making; Planning and Organizing