GRANTS AND FINANCE MANAGER

JOB SUMMARY: CARE is seeking an experienced Grants and Finance Manager for a for a high-visibility, five-year, $40M+ digital inclusion program -- Women in the Digital Economy Fund (WiDEF) -- that was launched in October 2023 and initially funded by USAID and the Bill and Melinda Gates Foundation. The initiative will directly support the scale up of evidence-based solutions to effectively close the gender digital divide through the management of global and region-specific competitions. This position will support and complement the role of Senior Grants & Finance Lead providing Grants and Financial management services for the program, responsible for ensuring effective and timely administration of grants, contracts and sub agreements through the project life cycle; developing an understanding of donor requirements and expectations for the agreement; ensuring compliance; and coordinating with CARE teams, sub-awardees and donors as appropriate. As the Grants and Finance Manager, you will contribute to the preparation / review, negotiation, due diligence, monitoring and modifications of agreements and contracts as well as the submission of regular reports. You will support on the monthly monitoring of sub-awardees' financial reports; identifying trends of over or under-expenditure and making recommendations across finances and grant management functions. . The Grants and Finance Manager will work closely with external partners to support them in financial compliance to WiDEF's two major donors, with the potential for additional funders. The position will be supporting 10-20, globally distributed, competitively awarded sub-grants at any given time and requires strong organizational and managerial skills. This position reports to the Senior Finance & Grants Lead. Ideal candidates for this role will have a successful track record of supporting complex multi-year projects, geographically dispersed teams, and suggesting new approaches to assist partners and reporting functions. You are organized, a strong communicator, and have patience/empathy to help first-time and international sub-awardees with complicated procedures and processes. You are familiar with and have served in similar capacities on other USAID projects. RESPONSIBILITIES: Pre-Award key tasks Manage sub-recipient due diligence assessment process. Work with supervisor and others to monitor sub-recipient follow-up actions cited in the due diligence assessment as areas for improvement, if required. Ensure procurement of consultancy services follows CARE procurement policies and donor regulations and confirm budget availability. Work with the Shared Service Center (SSC) to ensure that subgrant agreements are correctly set up in CARE’s financial management systems, PeopleSoft and Adaptive Planning. Conduct sub-award start-up orientation for program implementation teams on terms and conditions including donor requirements and regulations. Leads in the setup of administrative and financial arrangements. Sub-Agreement Negotiation / Startup key tasks Key activities under this responsibility will include: Works with supervisor and others to monitor sub-recipient follow-up actions cited in the due diligence assessment as areas for improvement, if required. Ensures procurement of constancy services is follows CARE procurement policies and donor regulations, and confirm budget availability. Prepares and negotiates sub-agreements including Individual Project Implementation Agreements (IPIAs) Working with the Shared Service Center (SSC),ensures that donor agreements are correctly set up in PeopleSoft and Adaptive Planning. Specifically GFM submits proper documentation to acquire FCs and Project IDs; prepares and submits budget information using the proper donor reporting line items (i.e. Activity IDs); and validates accuracy of budget upload to PeopleSoft and Adaptive Planning thereafter. When necessary, prepares Budget Agreement Memorandum (BAM) to facilitate funds allocations to COs, and verifies proper accounting entries are made by SSC. Conducts project start-up orientation for program implementation teams on terms and conditions including donor requirements and regulations. Leads in the setup of administrative and financial arrangements Sub-Agreement Administration Key Tasks Key activities under this responsibility will include: Carries out compliance monitoring to ensure adherence to the terms and conditions of agreements and sub-agreements, and CARE policies. This includes on-site project visits. Ensures that implementing parties are aware of terms and conditions of the agreement and are clear on compliance requirements through training, coaching and monitoring. Sets up compliance reporting and follow up mechanisms. Throughout the agreement, monitors sub-recipient compliance - for instance spot-checking systems to ensure that: financial reports reflect entries on general ledger; financial reporting is consistent with program reporting; expenses are valid and allowable; etc. Reviews procurement requests ($5,000 or above) to ensure compliance. As needed, coordinate communication and contracts with consultants by assisting with the preparation of scopes-of-work and the procurement related activities. Program monitoring & reporting Key activities under this responsibility will include: Regularly monitors subgrants financial reports including over and under-expenditure and provides recommendations to resolve. Work closely with SSC and implementing COs/HQs, ensures that narrative and financial reports have been submitted on time at agreement and sub-agreement levels. Ensure donor mandated supplemental reporting requirements are met (e.g. ADS 303, ADS591, FFATA, VAT, etc.), which requires coordination with Shared Services Center (SSC) and the implementing Business Unit (e.g. CO). Monitor payment schedules and ensure payments are made on a timely basis. Maintain sub-ledger for sub-award advances and expenses. Ensure any match expenditure is correctly reported, and escalates cases where risk of not meeting match within projected timeframes. Prepares budget vs expenditure analysis reports. Set-up and maintain sub-agreement files including supporting documentation Support CARE's internal and external audit preparations, and provides information and documentation as required by the auditors for assigned portfolio of awards. Fully manage close-out reporting requirements Sets-up and maintains agreement and sub-agreement files including supporting QUALIFICATIONS: Bachelors degree in relevant discipline: sciences, business, social sciences, social development, international management, public health or other relevant fields of study. 5-7 years of experience working in the field of international development with escalating responsibility Experience managing US government grants/contracts administration of similarly sized programs. Other bilateral/multilateral donor funding, private corporate, private foundations experience a benefit. Confidence to bring a greater voice to FGM activities, and make substantive program recommendations Strong cross-cultural communication skills, including experience working with globally distributed teams in disparate countries and time zones Demonstrated management experience Past experience designing and delivering financial and grants management capacity building programs Strong analytical skills Effective inter-personnel and communications skills Flexible, creative and solution-orientated approach Strong skills in financial analysis and reporting Budget development/planning, data consolidation and budget monitoring Setting up administrative and financial systems for new projects and programs Understanding of audit requirements, ability to audit sub-grantees Excellent Excel skills Strong team player, able to develop and maintain effective working relationships within a distributed and dynamic team, and with partner organizations. Must be fluent in English with skills in written communication and report writing