Grants, Contracts and Reporting Manager

Organization:

CARE International in Lebanon

Department/Division:

Support

Unit:

Finance

Last Update:

February 2018

Category:

Manager

Work Location:

Beirut

Supervisor:

Deputy Country Director – Program Support

Posting Restrictions

None

Job Summary:

The function of the position is to ensure the effective and efficient financial management of the Grants and Contracts of the Country Office (CO). The role is responsible for supervising awards management, Grant cycle from assessment and selection of partners till closeout and post award activities, accurate and timely donor budgets, partner organizations budgets, financial reports, project audits and internal financial visibility through timely and accurate budget monitoring.

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Direct reports:

Reporting officer (TBD), Awards management officer

Working Conditions:

This position will be located in Beirut, with visits to other relevant offices and suppliers. Additionally, travel to the field offices is required as necessary. Working areas include but are not limited to Beirut & North Lebanon

Salary:

Depending on experience

Detailed Responsibilities & Tasks

Responsibility #1: Sub-grants / Sub-awards Management

• Support and participate in the entire process to assess, do the due diligence, make recommendations of partners, and suggest areas for capacity building and organizational improvements.
• Lead partner organizations sub-grant agreements negotiation and finalization, to include budgets, reporting schedules, payment schedules, final proposal and amendments, if any.
• Ensure all partner grants reports are submitted on time, promptly reviewed and followed up for feedback actions to be implemented in coordination with the project manager.
• Coordinate with Account payable to ensure timely partner payments
• Prepare end of award letters detailing accepted, disallowed and queried costs, and where applicable any balances owed to partners and ensure the timely processing of payments to partners,
• Regular visits to partners to provide guidance and mechanisms to develop and maintain a robust financial system, controls to ensure efficiency, reliability and transparency of financial data in accordance with CARE guidelines.
• Conduct trainings to partners on financial and grants management
• Support program teams on the sub-award closeouts and post sub-award activities

Responsibility #2: Project Audits, Support in Compliance and Risk management

• Develop a schedule of project audits, and Project audit preparation plans
• Coordinate and have partner audits facilitated in a timely manner
• Develop audit based corrective action plans and follow up for its implementation
• Have check lists developed and followed for ensuring donor compliance
• Assess risk and suggest recommendations for risk management
• Support program team in understanding compliance requirements, and donor regulations
• Ensure archives of important project documentation are in place for easy and ready retrieval at all  times. Support any donor due diligence processes

Responsibility #3: Award Management Support

• Set up a consolidated cash forecast based on BVA forecast on and review on a monthly basis
• Ensure the full list of budget codes is up to date and shared amongst support and program teams
• Preparing SPC allocation on the active awards
• Be the focal point for finance related matters with the CARE Program teams
• Support Program Team with proposal budgeting and analysis in line with Country Office master budget and CARE Budget policy
• Ensure budgets demonstrate value for money
• Prepare project BVAs on a monthly basis and ensure adjustments form previous months have been actioned
• Prepare forecasts based on program team inputs and based on the BvAs
• In coordination with the reporting officer, support and review donor financial reports to be in line with donor compliance requirements
• Develop budgets for new awards, considering overall financial situation of the CO

Responsibility #4: Team Management, Capacity Building and Upward Communication

• Manage the performance of the Grants, Contracts and Reporting team. This includes supervision, guidance, and coaching.
• Complete the performance management activities.  
• Support direct reports with the management of their team
• Mentoring and training staff on budgets and reporting
• Inform and discuss at least on a monthly basis with CARE France country offices controlling CO manager current finance related matters