Subcontracts & Grants Manager – ESSA Project – Liberia
JOB DETAIL
PROJECT SUMMARY:
The 5-year Liberia Education Systems Strengthening Activity, will work in partnership with the Ministry of Education (MOE) to address system-wide constraints and increase the MOE’s capacity to provide decentralized and inclusive education, monitor progress, and sustain improved learning outcomes for all children and youth. The activity will support the central MOE to improve education data, resource management, and accountability, and work to improve county-, district-, and school-level governance processes and systems in Montserrado, Margibi, Lofa, Nimba, Bong, and Grand Bassa counties. The activity will target education officials and professionals at the central, county, district, and school level with its capacity development interventions with the end goal of improving education outcomes for children and youth.
JOB SUMMARY:
The Subcontracts & Grants Manager will contribute and support the overall subcontract and grants under contract financial management for the USAID- funded Education Systems Strengthening project at the FHI 360 country office. The Subcontracts & Grants Manager will lead the preparation of financial reports, risk assessments, monitor field expenses, reviews subcontract documentation, and supports procurement and other logistics for all subcontracts and GUCs. S/he will also strengthen local partner’s capacity to meet USAID requirements for direct funding.
Under the direction of the Director of Finance & Administration and supported by the Contracts Management Services (CMS) Team at FHI 360 headquarters the Subcontracts and Grants Manager will prepare and manage GUCs and subcontracts. Responsibilities include preparation of sub-contracts, small grants, and other contractual mechanisms in compliance with US Government regulations for assistance awards.
The Subcontracts & Grants Manager will work in close collaboration with the County Team Leads, supported by WAMERO/CMS, to develop and implement a grant monitoring plan to both ensure grant funds are used effectively and as intended as well as build capacity of grantees’ financial and management systems.
KEY RESPONSIBILITIES:
- Coordinate and monitor subcontracts, provide on-site technical support to sub-contractors in the administration and financial management of their subcontracts.
- Monitor sub-contractor financial and regulatory compliance, assist subs with preparing budgets, managing financial reporting, ensuring adherence to funder rules and regulations, coordinating with FHI 360 headquarters on sub-contractor management and tracking.
- Provide technical assistance to develop the capacity of partner organizations and entities in the country with grant management and compliance.
- Act as a resource for project staff on sub-contract and grants related issues. The Subcontracts & Grants Manager will:
- Provide support for all project subcontract and grant mechanisms/instruments including related financial management and regulatory compliance issues. Takes an initiative and action to quickly process, issue and monitor of a large portfolio of subcontracts and grants totaling $1- 3 USD million per year.
- Plan and manage technical assistance support and guidance to project sub- contractors and grantees on grant management, compliance, sub-contract/grant administrative and financial management, budget development, scope of work formulation and reporting to ensure subs are managing their award and executing according to the agreed upon scope of work.
- Ensures subcontractor/grant project budgets, accounting, and fiscal control procedures are implemented effectively and compliantly. Must take the initiative to correct problems and resolve issues quickly and effectively in accordance with FHI 360 grant management procedures.
- Oversee the timely completion and accuracy of monthly subcontract and grant management reports and subcontract tracking. This includes the receipt of deliverables, expenditure pipeline analysis, compliance, and other reports for submission to FHI 360 headquarters and funding agencies.
- Maintain adequate, managerial and grant management resources in-country to support monthly program operations and subproject reimbursements.
- Ensure appropriate monitoring of sub-contracts and grants to achieve financial, administrative, and programmatic goals.
- Ensures all activities related to sub-contracts and grant financial management are carried out in conformance with policies and procedures established by FHI 360 and funders.
- Ensures compliant pre-award audit of new implementation agencies and sub project budget development.
- Assumes an active role in providing guidance, instruction, and support to implementation partners in the formulation of their grants/contracts to ensure skills and competencies in grant management and compliance are executed effectively and systematic weaknesses are address and corrective action taken.
- Ensures project resources are utilized in accordance with applicable FHI 360 and donor policies and procedures.
- Oversees and provide support to internal audit functions.
- Performs other related duties as assigned by the Director of Finance and Administration.
CONTRIBUTION:
- Assure completeness of supporting documentation and accuracy of entries for financial reporting on standardized forms
- Maintain accurate and complete accounting records and audit information.
- Monitors invoice information entered in the accounts payable system.
EXPERTISE AND COMPLEXITY:
- Knowledge of basic accounting including General Ledger and office procedures
- Excellent understanding and use of mobile money payment platforms
- Interpret financial information and reports.
- Use judgment to execute duties and responsibilities.
- Familiarity in an automated accounting environment with the use of database spreadsheets
- Effective team player
- Verbal, written and editing skills.
- Relevant computer software skills, particularly Microsoft Office
- Perform detailed-oriented work with high level of accuracy.
- Report to supervisor on variances and status on regular basis
TYPE AND NATURE OF CONTACTS:
- Routine coordination with FHI employees and partners, on-site and in the field
- Work with people to coordinate work assignments with other staff, and to resolve problem situations with tact, with occasional external interaction.
MINIMUM REQUIREMENTS
- A bachelors degree in Business Administration, Accounting or related field, and 3-5 years relevant experience
- Minimum three years of progressive working experience in Finance or Contracts/Grants administration in related organizations.
- Excellent written skills in English.
- Knowledge of USAID Rules and Regulations including cost principles.
- Experience managing USAID contract highly preferred.
- Proficiency in Microsoft Office and Excel.
- Work independently with initiative to manage high volume workflow.
We offer competitive compensation and a package of exceptional benefits. Liberian nationals and candidates currently based in Liberia are encouraged to apply.
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks.
FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
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