Subawards Manager

Mercy Corps is a global team of humanitarians working together on the front lines of today’s biggest crises to create a future of possibility, where everyone can prosper. In more than 40+ countries around the world, over 5,400+ team members work side by side with people living through poverty, disaster, violent conflict, and the acute impacts of climate change. We’re committed to creating global change through local impact — 84% of our team members are from the countries where they work. We bring a comprehensive approach to every challenge, addressing problems from multiple angles. And we go beyond emergency aid, partnering with local governments, forward-thinking corporations, social entrepreneurs, and people living in fragile communities to develop bold solutions that make lasting change possible. The Program / Department / Team Mercy Corps Europe, formerly known as Mercy Corps Scotland, has been operational in Sudan since 2009 and currently leads humanitarian assistance efforts in conflict-affected South Darfur, South Kordofan, Gedaref, Kassala and Khartoum States, supporting IDPs, returnees, refugees and host communities. Mercy Corps’ current areas of programming include food security and livelihoods, including market systems development; WASH; health; nutrition; peace building and protection.

The Position The Sub award Manager is a member of the finance team, and as such is responsible for managing the financial and operational aspects of subawards issued by Mercy Corps Sudan. S/he will also lead efforts to build the capacity of local subrecipients to meet finance and compliance requirements of the relevant program’s prime donor and other donors, so that these local organizations develop professional personnel and systems. The Subaward Manager manages the Subaward team. S/he works under the direction of the Finance Director and work closely with the Program Teams, and Monitoring and Evaluation department, and the Operations department, and consult regularly with Mercy Corps’ MCG and MCE HQ compliance and legal departments.

Essential Responsibilities

• Ensure subawards are managed in accordance with Mercy Corps’ Subaward Financial Management Manual.
• When used by a program, participate in the design of RFAs or APS, publication of RFAs/APS, issuing of RFA/APS packages to prospective applicants, manage the administrative process of receiving RFA/APS applicant and providing the applicants to the RFA/APS Review Committee.
• When used by a program, administer competitive RFA/APS processes with, for each RFA/APS, clearly defined and communicated steps for selecting, negotiating and awarding subawards.
• When used by a program, responsible for the review of RFA/APS applicants’ budgets and budget narratives for completeness, cost realism and compliance with RFA/APS budget requirements.
• Responsible for pre-award financial review and other due diligence of proposed subrecipients.
• Draft (when delegated by HQ), oversee and ensure subaward agreements are executed, in consultation with the relevant program manager and MC HQ department and in compliance with the relevant donor’s terms and conditions.
• Ensure modifications to subawards are executed, in consultation with MC HQ departments when applicable, 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 and prepare financial monitoring visit reports.
• Follow up on all subrecipient compliance issues and audits and document resolutions.
• Process subrecipient payments in consultation with the relevant program manager and Finance department.
• Responsible for subrecipient financial close-outs, including ensuring 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.
• Assist subrecipients, as needed with subrecipient prior approval, waiver and other compliance requests to Mercy Corps.
• Assist the program team with assessing subrecipient organizational needs, so that the subaward process strengthens the ability of local NGOs/CSOs to meet world class standards.
• Develop training and capacity building activities for subrecipients to strengthen their ability to apply for, receive, and manage subawards related to finance and compliance.STRATEGY AND PLANNING
  • Work with the regional senior leadership team to develop and support the regional strategy.
  • Mobilize support services and risk management resources to enable country and regional leadership teams to execute their respective strategic priorities.
  • Lead the development and administration of regional and country level reports on key finance, operations and human resources indicators.
  • Manage and administer regional core budgets in coordination with regional and global leadership.
  • Lead on measurement and analysis of regional key performance indicators to inform strategic decision making. REGIONAL SYSTEMS AND SUPPORT FUNCTIONS
    • Ensure that effective systems are in place in all country offices for the adequate management of human resources, financial and operational field support functions;
    • Review and support country team adherence to Mercy Corps and donor policies and procedures;
    • Capture and disseminate best practices on operations, finance and HR systems across country teams to ensure highest quality and standards.
    • Provide dedicated support to country teams in the event of an emergency or start up of a complex program that requires additional resources.
    • Collaborate with country finance leads in producing bi-annual master budgets.

      Supervisory ResponsibilitySenior Subawards Officer, Sub Award Officer/s

      AccountabilityReports Directly To: Finance Director Works Directly With: Finance Department (with authority for technical financial matters); Operations Department, Program Director/Managers, MCG/MCE HQ Compliance.

      Accountability to Participants and StakeholdersMercy 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

      • A BA/S or equivalent in accounting or finance required; advanced degree preferred.
      • At least 5 years of relevant field or management experience of complex, multi-dimensional programming including administering small subawards in an international environment.
      • At least 4 years’ experience in grants management as well as an understanding of USG, SIDA, SDC, and UN regulations required.
      • At least 3 years’ international experience required; international NGO/PVO field office experience is preferred.
      • 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.
      • Strong skills and experience working with donors to obtain approvals and waivers as necessary for compliance with donor regulations.
      • Prior management experience and strong organizational skills.
      • Advanced computer skills in MS Office programs, particularly Excel.
      • Effective verbal and written communication, multi-tasking, organizational and prioritization skills.
      • Excellent oral and written English skills required; proficiency in Arabic is preferred.
      • Ability to work effectively with an ethnically diverse team in a sensitive environment.
      • Previous experience in insecure environments

        Success FactorsThe successful candidate will have an ability to interact effectively across international and national program teams successfully, both in a managerial as well as training capacity. 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. The Finance Manager must be willing to travel regularly to Mercy Corps field offices and project sites. The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations. Living Conditions / Environmental Conditions The position is based in Port Sudan, Sudan and it requires up to 25 % travel to support country programs, which may include travel to insecure locations where freedom of movement is limited and areas where amenities are limited. Housing for this role is in shared housing and staff will have access to good medical services and the living situation is of a high standard.

        Ongoing LearningIn 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 & InclusionAchieving 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 & EthicsMercy 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 e learning courses upon hire and on an annual basis.