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.

The program

Mercy Corps has been operating in Ethiopia since 2004, working in rural, peri-urban and urban areas in five regional states - Somali, Oromia, Afar, Southern Nations Nationalities and Peoples, Amhara - and the capital city of Addis Ababa. We engage in both development and humanitarian work, and seek to integrate approaches, programs, and geographies as much as possible.  Our partners include government, academic institutions, development and private sector actors, civil societies and communities.

Position Title: GRANT AND SUBAWARD MANAGER

Duty Station: Addis Ababa

Open Position:  1

The program

Mercy Corps has been operating in Ethiopia since 2004, working in rural, peri-urban and urban areas in five regional states - Somali, Oromia, Afar, Southern Nations Nationalities and Peoples, Amhara - and the capital city of Addis Ababa. We engage in both development and humanitarian work, and seek to integrate approaches, programs and geographies as much as possible.  Our partners include government, academic institutions, development and private sector actors, civil societies, and communities.

Resilience in Pastoral Areas (RIPA) program is a five-year USAID-funded initiative that aims to improve the resilience capacities of households, markets and governance institutions across 22 woredas in the Somali, Afar and Oromia regions. RiPA is designed across four major technical themed components with targeted activities and a ‘Crisis Modifier’ which will allow implementation to pivot the adaptive management approach and respond to humanitarian needs in ways that support, not undermine, long-term development and resilience objectives.

General Position Summary

The Grant & subaward Manager is a member of the RIPA project senior management team and as such is responsible for managing the financial and operational aspects of subawards issued by RIPA, 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 and other donors, so that these local organizations develop professional personnel and systems.  S/he works under the direction of the Chief of Party and work closely with staff dedicated to the program - Deputy Chief of Party, Technical Directors, Finance Director and Monitoring and Evaluation Manager, and the Operations department, and consult regularly with Mercy Corps’ MCG HQ compliance and legal departments.

Essential Job Responsibilities

 Sub Awards Management:30%

● 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 RIPA subaward manual.

●Ensure that RIPA is complying with the procedures in approved RIPA subawards manual, and that the annexes are being used as applicable.

● Update the RIPA subawards manual as needed with input from MC HQ, assist COP with requesting USAID approval of any updates

● 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.

●Administer competitive RFA/APS processes in accordance with the RIPA 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.

● Review subrecipient financial reports for correctness and completeness and ensure that reports are submitted on time.

●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. 

RIPA Partners Support:50%

● Work on the effective implementation of the USAID forward principles on the partners where this is applicable.

●Ensure that partners do have the required programmatic as well as non-programmatic systems in place to effectively implement and monitor the RIPA project

● Develop and conduct subrecipient financial and compliance training workshops.

●  Before the COP sings off, make sensibility checking that the fund request from the partner is appropriate and any compliance issue mentioned in form 11.5A is resolved before the funds are released or approved.

 ● Develop subrecipient monitoring plans, conduct financial monitoring of subrecipients and prepare financial monitoring visit reports. Share the report to the COP, Finance team and as require the report to the IR leaders as well.

● As required, support the RIPA project team in the coordination process of the partners related business

●Collaborate with the Finance team, in the management of any outsourced monitoring vist on consortium and Non-consortium Partners.

● As required, whatever form of audit happens to the partners, collaborate with the needed support from MC team members or partners.

●As required, contribute to the revision process of any sub-award financial monitoring manual

● Provide support for the finance team and IFM in the filling and documentation process of the partners information.

 Compliance:15%

●  Ensure that RIPA is executed in alignment with the prime award agreement and the applicable USAID regulations, staying abreast of changes in regulatory environment related to donor/grant compliance, update RIPA 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 RIPA procurement and program transactions, contracts and other documents for compliance requirements and ensure these requirements are met.

● Ensure timely and accurate submission of approval requests to the donor and MC HQ.

● 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.

●  Provide leadership and direction with regard to any grant or contract functions needed for the program’s success and to provide input on program functions.

●  Ensure the compliance tracker is up to date and reviewed with the relevant departments on a

monthly basis.

 RIPA Program General support:5%

●   Provide generic program support business for COP and all IR leaders.

●  Provide specific program support business where the COP and IR leaders may require in agreement processing or other related aspect of the program work.

● As required, provide support and guidance for the RIAP program/Admin officer

●  Together with the IR team, follow up programmatic report submission by all partners.

Team Management

· Develop the capacity of the team, deepen understanding of their roles and assist with career development.

· Assist team members with information, tools and resources to improve performance & reach objectives.

· Promote accountability, communicate expectations and provide constructive feedback informally and formally via regular one on ones and performance reviews.

· Create and sustain a work environment of mutual respect where team members strive to achieve excellence.

· Hire, orient and lead team members as necessary.

Influence & Representation

· Interface with the (donor) representatives to convey information about programs as appropriate.

· Participate in sharing best practices with NGOs and governmental agencies.

· Consistently demonstrate flexibility, resilience and ability to maintain positive relationships and composure, even under difficult circumstances.

·  Maintain high ethical standards and treat people with respect and dignity.

· Demonstrate an awareness of his/her own strengths and development needs.

Accountability to Beneficiaries

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.

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.

Job Requirements

Knowledge and Experience

• 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 sub awards in an international environment.

•  At least 4 years’ experience in grants management as well as an understanding of USAID regulations required.

• At least 2 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 English is preferred.

• Ability to work effectively with an ethnically diverse team in a sensitive 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.

How to Apply

Register using THIS LINK

All interested candidates are encouraged to apply for the position advertised. All applications must be submitted electronically including a CV, three references, and all relevant official documents.

 Only candidates that are short-listed will be acknowledged and called for interviews.

 “Mercy Corps is an equal opportunity employer promoting gender, equity, and    diversity. Qualified female and young candidates are strongly encouraged to apply. We are committed to empower women and youth.”

 DEADLINE FOR ALL APPLICATIONS: 07 July 2023/ 4:00 PM