I JOB SUMMARY

The purpose of the Senior awards specialist position is to support the awards manager in the management of awards in compliance with CARE’s programming principles and policies and all Donor, and government laws, rules and regulations. The position is required to provide CARE Ethiopia with a specialized expertise on awards and contracts management so that awards and sub awards are effectively managed through the life cycle of projects (pre award, post award, close out). The Senior specialist is also responsible for contributing to customer satisfaction (internal and external) and participating in process improvement based on feedback.

II RESPONSIBILITIES AND TASKS:

Job Responsibility #1: Award Negotiation and Start up (10%)

• Closely work with the senior cost / proposal budget specialist during the proposal budget development process
• Prepare the award agreement and agreement review and approval checklist for new awards for the review by the awards manager.
• Prepares award agreements; completes the signing of new awards or sub awards.
• Prepares new award setup & budget upload requests with the required documentation for review by Awards Manager; follows up with SSC for the timely completion of such requests.
• Provides donor codes, project Ids, budget/activity codes and other project tracking codes to key relevant actors (budget holders, finance specialists, admin assistants, procurement, Field Office finance). Provides ongoing support on same to budget holders.
• Identifies areas of concern for program and subsequent negotiation with Donors, partners and sub recipients as required. Communicate same with awards manager.
• Prepares and provides new awards quick references and/or reference guides to all involved in project fund management.
• Completes and gets approved budget checklists as per Award policy of CARE.
• Prepares the pre-IPIA or IPIA documents in close collaboration with program teams engaged in new proposal processes for review by the awards manager.
• Participates in the preparation of cost share or match proposals in support of the awards and sub awards manager.

Job Responsibility #2: Implementation, Monitoring and Reporting (65%)

• Participates in project start up meetings and orientations.
• Leads the preparation and submission of fund/cash transfer requests for assigned fund codes and follows up the same for timely collection of Donors’ advances and reimbursements.
• Reviews, analyzes and reconciles monthly grants receivable payable (GRP) position fund code assigned.
• Prepares financial and other related Donor reports (cash transfer requests, cash flow forecasts, BvAs, reconciliation reports, portfolio reporting, management reporting, dashboards, FC/PID status reports, etc.).
• Manages the communication related to reports and other award issues with awards manager and SSC.
• Monitors on going level of expenditure against individual contracts/fund codes and provides timely advice on expenditure.
• Prepares project pipelines, commitment control and financial reports and BvAs for presentation in regular project review meetings. S/he also follows up meeting action items.
• Prepares the monthly SPC allocation table against current awards.
• Participates in budget follow up meetings and supports coordination in relation to project audits.
• Prepares monthly management financial report for awards under your supervision.
• Contributes to the preparation of key communication with Donors/CMPs in relation to implementation issues.
• Provides required documentation and support for project audit undertakings; follows up audit action items for timely close out of questioned costs and/or disallowed costs.
• Provides required awards data for preparation of the CO annual operating plans, board approved budget, multiyear master budget, and periodic revision of the same.
• Follow up the awards management system is accurately maintained and up to date for all awards and sub-awards assigned for under your responsibility.

Job Responsibility #3: Donor Compliance (10%)

• Provides guidance on Donor policies, regulations and procedures to program staffs/budget holders, procurement staff, finance staff, Field Office finance, admin assistants and implementing partners.
• Closely reviews purchase requisitions and ensures that encumbrances and commitments are as per Donor rules and regulations.
• Collaborate with Finance on the timely tracking, reconciliation, reporting and refund of VAT for different donors
• Closely work with Admin Assistants and budget holders to ensure accuracy of PR charging codes. Provide feedbacks for accuracy on project charging.

Job Responsibility # 4: Awards Close- Out (10%)

• Actively represents the award unit in closeout meetings;
• Prepares closeout checklists update for the part the unit is responsible for review and submission by awards manager and budget holder.
• Reviews GRP Validation reports for final closeout of assigned projects.
• Prepares letters and correspondence related to close out procedures and processes for review and submission by awards manager.
• Share the final financial reports to SSC for GRP validation and effective close out on the People soft system,

Job Responsibility #5: Other (5%)

• Participates in the filing of all documents relevant to the award or sub award management cycle: NBD; award negotiation and start up documents; monitoring documentation and close out (includes both hard and soft copy).
• Assists in process improvements based on feedback from audit and compliance visit by donor .
• Performs other related duties as required and assigned.

III GENDER EQUALITY

• Understanding and demonstrated commitment to the importance of gender, youth, and social inclusion issues.
• Demonstrated commitment to principles of Gender Equity, Diversity, Inclusion and PSEAH (safeguarding), as evidenced in previous positions / programming

IV. Qualifications

Required:

• BA degree in accounting or equivalent combination of work experience.
• 4 years of relevant experience with the first degree or 3 years of relevant experience plus post graduate degree in a similar position.

Desired:

• Previous development and NGO experience.
• Experience with USG, ADA and other Donor contract monitoring and reporting.
• Good communication and presentatin skills.
• Well organized and proven ability to act in a professional and ethical manner.
• Good skills in computer applications.
• Firm belief in teamwork and gender equity.
• Experience with financial software, preferably ERP Experience.