Sub Awards and Compliance Specialist – Mercy Corps Ethiopia

Accounting and Finance

Mercy Corps Ethiopia

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.

Mercy Corps has been operating in Ethiopia since 2004. In partnership with civil society organizations, private sector, and the government, Mercy Corps Ethiopia has reached more than five million Ethiopians with interventions to save lives and build secure livelihoods. Our programs emphasize market-driven solutions, reinforce social bonds, and help communities build resilience to the impacts of climate change. Currently in six regional states – Afar, Gambella, Oromia, Somali, Amhara and South Nations, Nationalities and People’s Region (SNNPR) – Mercy Corps Ethiopia is driven by the mission to contribute the emergence of a peaceful, resilient, and prosperous Ethiopia which is inclusive of youth and women. Our strategic directions focus in promoting inclusive and dynamic markets; promoting peace and social cohesion through strengthening formal/informal governance structures and citizen engagement; improved natural resource governance; and integrated humanitarian response.

 Position Title: Sub Awards and Compliance Specialist

Duty Station: Addis Ababa

Open Position:  1

Program Summary

STEDE- the program aims to strengthen socio-economic development and better economic and employment opportunities for refugees and host communities in the Jijiga area (Somali Regional State) by supporting and piloting the implementation of Ethiopia’s refugee pledges, in particular those related to local integration of refugees, expansion of Out-of-camp policy and Documentation pledges.

RIPA-The Resilience in Pastoral Areas Project will improve the resilience capacities of households, markets and governance institutions across the Somali, Afar and Oromia regions, collectively contributing to enhanced food security and inclusive economic growth for over 178,000 households.

The LI-WAY (Livelihoods Improvement for Women and Youth in Addis Ababa) Program aims to contribute to sustainable poverty reduction and stability for 200,000 women and youth, of which at least 50% are women and 75% youth, in Addis Ababa. It will achieve this through the facilitation of inclusive and integrated urban livelihood development.

General Position Summary

The Subaward & Compliance Specialist is a member of the Finance team for Mercy Corps’ STEDE/RIPA/Li-WAY, and as such is responsible for managing the financial and operational aspects of subawards issued by STEDE/RIPA/Li-WAY, compliance with the donor regulations and working collaboratively with other program team members to ensure compliance with Mercy Corps internal policies and procedures. S/he will also lead efforts to build the capacity of local subrecipients to meet finance and compliance requirements of USAID, SIDA,and EU and other donors, so that these local organizations develop professional personnel and systems. S/he works under the direction supervisor of the Grants and compliance manager and work closely with staff dedicated to the program, Finance Manager and Monitoring and Evaluation Manager, and the Operations department, and consult regularly with Mercy Corps HO.

 Essential Job Responsibilities

Sub Awards Management:

• Participate in the development of the overall programmatic strategy and the strategy for the subawards program.
• Work closely with consortium-level subrecipient organizations to ensure they are issuing, managing and monitoring subawards in accordance with the STEDE/RIPA /LI-WAYsubaward manual.
• Ensure that STEDE/RIPA/LI-WAY is complying with the procedures in approved STEDE/RIPA/LI-WAY subawards manual, and that the annexes are being used as applicable.
• Update the STEDE/RIPA/LI-WAY subawards manual as needed with input from MC HO, assist COP/CM with requesting USAID and EU approval of any updates
• Participate in the design of Request for Applications (RFA) or Application for Solicitation (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.
• Administer competitive RFA/APS processes in accordance with the STEDE/RIPA /LI-WAY subawards manual, with, for each RFA/APS, clearly defined and communicated steps for selecting, negotiating and awarding subawards.
• 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 apparently successful applicants.
• Coordinate selection of subaward agreement type, draft subaward and negotiate subaward agreements with selected subrecipients.
• Draft modifications to subawards, as needed.
• Develop and conduct subrecipient financial and compliance training workshops traveling at Field level
• Review subrecpient financial reports for correctness and completeness and ensure that reports are submitted on time.
• Develop subrecipeint monitoring plans, conduct financial monitoring of subrecipients and prepare financial monitoring visit reports.
• Follow up on all subaward compliance issues and audits and document resolutions.
• Create and update/maintain subaward cards and enter subaward expenditure reports in Navigator.
• Maintain subaward files in accordance with the Field Finance Manual.
• Process subrecipient payments and reconcile subaward financial tracking to general ledger reports.
• Responsible for subaward 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 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. 

 Compliance:

• Ensure that STEDE/RIPA/LI-WAY is executed in alignment with the prime award agreement and the applicable USAID and EU regulations, staying abreast of changes in regulatory environment related to donor/grant compliance; update STEDE/RIPA/LI-WAY 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 STEDE/RIPA/LI-WAYF 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.

INFLUENCE & REPRESENTATION

• Identify, build and manage collaborative partnerships with consortium partners, sub-grantees, donors, local governments and other stakeholders.
• Communicate effectively to ensure overall project targets and donor obligations are met.

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.

GEDSI (GENDER, EQUALITY, DIVERSITY AND SOCIAL INCLUSION)

• Understand and aware GDI related priorities of the country office and contribute for the realization of priorities (continually work to understand and be aware of the gender diversity and inclusion priorities of the country office and contribute in the execution)
• Promote gender equal and inclusive workplace culture in a day-to-day interaction with a team member, partners and program participants.

Security

• Ensure compliance with security procedures and policies as determined by country leadership.

• Proactively ensure that team members operate in a secure environment and are aware of policies.

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.

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.

Knowledge and Experience

• A BA/S or equivalent in accounting or finance, management, economics required; advanced degree preferred.
•  At least 3 years of relevant field or management experience of complex, multi-dimensional programming including administering small subawards in an international environment.
• At least 3 years’ experience in grants management as well as an understanding of USAID, SIDA, EU regulations required.
• 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. 
• Prior management experience and strong organizational skills.
• Advanced computer skills in MS Office, (Word, Excel, PowerPoint, Outlook)
• Effective verbal and written communication, multi-tasking, organizational and prioritization skills.
• Excellent oral and written English skills required.
• Ability to work effectively with an ethnically diverse team in a sensitive environment.

Success Factors

The successful candidate will have an ability to interact effectively across all program and finance teams successfully. 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.

Lien