Subaward Compliance Manager

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

The Department

The Grants and Contracts Unit (GCU) provides support to Mercy Corps’ Country Office and Global Support Team operations through its subject matter expertise in the interpretation and application of donor regulations and related internal policies. Areas of support for the unit include: (1) donor regulations training for our teams and key partners, (2) technical guidance through help desk consultation and complex program collaboration, (3) creation and maintenance of award compliance materials and templates, (4) support for subaward administration, with an emphasis on drafting compliant subaward agreements and modifications, and (5) USG award compliance (system and policy). Our mission is to increase the level of knowledge and availability of tools and resources to promote the highest possible standards of accountability, transparency, efficiency, and donor compliance.

The Position

The Subaward Compliance Manager will provide support for donor regulations compliance, and in particular subaward compliance, to Mercy Corps’ country and HQ operations, including financial, program and administrative staff, to increase the level of knowledge and promote compliance with donor regulations. The Subaward Compliance Manager serves as primary support for the subaward administration and compliance function, with an emphasis on drafting compliant subaward agreements and modifications.

Essential Job Responsibilities

SUBAWARD SYSTEMS AND PROCESSES

• In coordination with field and HQ staff, draft subaward agreements and modifications based on agreed procedures. Ensure subaward agreements include all relevant prime award clauses and flow down all relevant prime donor regulations. Review and confirm any proposed special award conditions with the Country Offices prior to agreement finalization. Ensure that any new terms and conditions incorporated by modification into Mercy Corps’ prime awards are flowed down by modification into subawards. Assist with negotiating subaward agreements and modifications, as needed.
• Ensure the completion of the Pre-award Assessment of Financial Responsibility and other required pre-award due diligence checks for subawards in accordance with established procedures. Monitor compliance with Mercy Corps’ ineligibility and compliance checking procedures (IC&C) for subawards and subrecipients.
• With review and input from Mercy Corps’ Legal, Finance and Program Departments, develop and maintain subaward agreement and modification templates for Mercy Corps Global’s prime donors. Ensure the timely update of these templates for all new donor regulations and administrative requirements as well as new Mercy Corps policies or requirements.
• Advise Country Programs on the appropriate usage of different subaward types.
• Supervise field teams’ development of program-specific subaward manuals.
• Provide guidance to country programs, International Finance (IF) and Regional Program Team (RPT) on the appropriate use of subawards versus contracts or consulting agreements. Advise the New Initiatives team or other proposal developers on the usage and implications of various partnering mechanisms in support of proposal development.
• Independently design training modules on technical subaward issues and provide periodic trainings, via webinar or in-person, on subaward requirements and procedures.
• Develop and maintain subaward monitoring tools and templates.
• Assist Country Programs with drafting Notices of Corrective Action and subaward suspension and termination notices, as needed.
• Support subaward close-out process for US and some international subrecipients.
• Support FFATA reporting process and ensure the timely and accurate submission of all required FFATA reports. Develop and maintain written guidance related to FFATA and develop any tools or templates necessary for data collection, reporting or compliance.
• Stay up to date on new or changed donor regulations and other compliance requirements, especially focused on how they will affect subawards. Inform affected staff and update subaward documents and tools as needed for new or changed donor requirements.
• Assist with the maintenance of the Subaward Financial Management Policy. Develop and maintain all tools and templates related to the financial and regulatory aspects of subaward administration to help support and improve compliance with policies and procedures.
• Support and lead assigned MCG “Subawards in Navigator” functions.
• Research trends, compile metrics, identify lessons learned and recommend revised course of action to department leadership related to subaward tracking in Navigator.
• Train new team members on subaward processes. DONOR COMPLIANCE
  
  • Assist with delivering finance training conferences and/or programs as assigned, including assistance with USG rules and regulations trainings, and periodic webinars
  • As assigned, assist with compliance related special projects, such as the researching of new donor requirements, supporting donor inquiries or responses, or developing compliance systems.
  • As assigned, assist audit responses related to subaward issues in coordination with the GCU, Legal and International Finance teams.
  • Recommend improved training modules and exercises on subaward compliance to department leadership; design and produce final products. OTHER
    
    • Other duties as assigned or requested.
      Supervisory Responsibility
      None
      
      Accountability
      
      Reports Directly To: Director Subawards, Grant Compliance Unit
      Works Directly With: Field personnel, including Country Finance Managers, Country Directors and Program Managers; International Finance; Program Operations; Internal Audit; and HQ Accounting.
      
      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.
      
      Minimum Qualifications & Transferable Skills
      • 5+ years of progressive grant management experience in a medium to large international organization, including responsibility for grant management, compliance systems, and subaward administration, is required.
      • Strong knowledge of the rules and regulations governing the management of US Government grants (particularly USAID, DOS and USDA) and other donor-funded grants is required.
      • Demonstrated experience and understanding of grant management, grant reporting, and subaward administration is required.
      • Strong customer focus and understanding of how to deliver and communicate across diverse teams.
      • Effective verbal and written communication, analytical, organizational and prioritization skills as well as presentation skills are necessary.
      • Employment overseas and experience working for an NGO with high levels of USAID funding is preferred.
      • Strong preference for French language fluency in addition to English. Success Factors
        
        Proven ability to successfully communicate concepts, procedures and objectives and initiate and maintain positive relationships with country staff, program staff and donor agencies is necessary. The ability to read, understand and interpret detailed award terms and conditions as well as maintain a detailed knowledge of the regulations will be a critical success factor. A high level of attention to detail in all aspects of his/her work is a necessity. The manager must be able to conduct his/herself with a high degree of integrity and objectivity while also working towards an overall objective of positively promoting compliance.
        
        Living Conditions / Environmental Conditions
        
        Some travel (up to approximately 20%) may be required to field locations, including program locations that may include insecure or harsh environments. Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/STA to a field posting. Staff 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.
        
        Fostering a diverse and open workplace is an important part of Mercy Corps’ vision. Mercy Corps is an Equal Opportunity Employer regardless of background. We are committed to creating an inclusive environment.
        
        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.
        
        As a safeguarding measure, Mercy Corps screens all potential US-Based employees. This is done following the conclusion of recruitment and prior to assuming full employment.