Sub-Award and Compliance Manager at Mercy Corps

The Sub-award & Compliance Manager is responsible for managing the programmatic, financial, and operational aspects of all sub-awards issued under all programs across Mercy Corps Nigeria. Working with an increasingly wide and diverse set of local and international partners at all levels of public, private and civil society, there is a need to strengthen programmatic and financial support to partners to enable more robust growth and development of sub-grantees. Compliance with the donor regulations and Mercy Corps internal policies and procedures is a critical part of the capacity building process and essential to enable sub-grantees to develop strong systems that will help in the delivery of programmatic interventions.

The Sub-award & Compliance Manager oversees the Sub-award team. S/he works under the direction of the Finance and Compliance Director and works closely with staff from the Operations team, Finance team, Program teams and Monitoring and Evaluation Managers. In addition, the Sub- grant and Compliance Manager will establish strong links to our Global and European Headquarters through regular consultation with Mercy Corps’ compliance and legal departments in both Edinburgh (EDI) and Portland (PDX).

Essential Job Responsibilities

SUBAWARDS MANAGEMENT

• Participate in the development of the overall programmatic strategy and the strategy for the sub-awards program.
• Ensure sub-awards are managed in accordance with Mercy Corps’ Sub-award Financial Management Manual.
• Participate in the design of new initiatives that require partnership strategies and manage the relationships with prospective partners.
• Administer competitive processes in accordance with the sub-award financial management manual that clearly defines and communicates steps for selecting, negotiating, and awarding sub-awards.
• Responsible for the review of sub-award applicants’ budgets and budget narratives for completeness, cost realism and compliance with budget requirements.
• Responsible for pre-award financial review and other due diligence of apparently successful applicants.
• Work closely with consortium-level sub-recipient organizations to ensure they are issuing, managing, and monitoring sub-awards in accordance with the sub-award manual.
• Ensure that all sub-grantees are complying with the procedures in the sub-awards manual, and that the annexes are fully utilized.
• Draft modifications to sub-awards, as needed.
• Review sub-recipient financial and programmatic reports for correctness and completeness and ensure that reports are submitted on time.
• Develop sub-recipient monitoring plans, conduct financial and programmatic monitoring of sub-recipients. Visit sub-recipients and produce regular financial and programmatic monitoring visit reports.
• Follow up on all sub-award compliance issues, audits and document resolutions.
• Create and update/maintain sub-award cards and ensure sub-award expenditure reports are entered into Navigator.
• Maintain sub-award files in accordance with the Field Finance Manual and Sub-Grant Manual.
• Process sub-recipient payments and reconcile sub-award financial tracking to general ledger reports.
• Responsible for sub-award financial close-outs, including ensuring that all requirements of the sub-award agreement have been met and that sub-award funds have been properly settled.
• Assist the program team with assessing sub-recipient organizational needs, so that the sub- award process strengthens the ability of local NGOs/CSOs to meet world-class standards.
• Develop a planning and reporting schedule and timelines to ensure programs and activities are planned and deliver good value for money.
• Develop and reviews financial management system and tools.
• In cooperation with program officers, ensures that project partners have the necessary cash-flow to implement the program and that requests for funds are processed in an accurate and timely manner.
• Oversee the budgeting and reporting process supporting budget holders to produce quality budgeting information that aligns with the strategy and program activity planning.
• Regularly review and revise organizational policy/procedures to ensure they are in line with current and future operational strategy.
• Work closely with PaQ team to ensure the inclusion of ethics, safeguard policies, CARM and communication guidelines are embedded in each partnership
• Bridge gap between finance, programs, and Sub-award within Mercy Corps.

PARTNERSHIP AND PARTNER CAPACITY BUILDING

• Provide strategic program guidance and technical support for sub-grant award capacity building through the provision of support to partner organizations as required and in coordination with the relevant program team.
• Conduct the capacity assessment of identified organizations using Mercy Corps’ Organizational
• Capacity Index (OCI) tool and using OCI findings, support partner organizations to create capacity development plans.
• Refine organizational development tools and recommend best approaches for partner capacity development based on existing Mercy Corps knowledge and experience.
• Deliver training to build partner capacity and technical competencies.
• Develop subproject documents, work plan and budgets with relevant parties from programs, finance and contracts and grants.
• Develop a monthly/quarterly meeting schedule showing regular meetings
• Provides technical and managerial support to the entire projects through the design, implementation, key personnel, and sub-awardees determination
• Develop training and capacity building activities for sub-recipients.
• Provide compliance guidance and consultations to sub-recipients on a demand-driven basis.
• Support peer-to-peer knowledge sharing and peer mentorship opportunities, including field site visits and learning events.
• Provide technical guidance to develop/strengthen partner organization’s administrative and financial management systems and structures.
• Work closely with consortium-level sub-recipient organizations to ensure they are issuing, managing, and monitoring sub-awards in accordance with the sub-award manual.

COMPLIANCE

• Ensure that sub-awards are executed in alignment with the prime award agreement and the applicable donor regulations, staying abreast of changes in the regulatory environment related to donor/grant compliance.
• Identify and communicate compliance risks associated with program implementation. Work with program teams to ensure that program activities are designed to be compliant, while facilitating the achievement of the program objectives.
• Review 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 sub- recipients, as needed with sub-recipient 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.
• Provide regular compliance guidance and consultations to sub-recipients on a demand-driven basis.
• Develop and conduct sub-recipient financial and compliance training workshops.

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 AND 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.

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.

Supervisory Responsibilities
Direct: Deputy Sub-award and Compliance Manager.

Indirect: Sub-award Compliance coordinator, Senior Sub-Award partnership Officer (2), Senior Sub-Award Officers (1), Sub-award & Compliance Officer/Assistant, Sub-award and compliance Intern

Accountability

Reports Directly To: Finance and Compliance Director

Works Directly With: Finance Department, (with authority for technical financial matters); Operations Department, CoPs/DCoPs/Program Directors/Program Managers, MCG/MCE HQ Compliance, and others.

Accountability to Participants and Stakeholders

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.

Knowledge and Experience

• A BA/S or equivalent in accounting or finance is required; advanced degree (Master) preferred.
• At least 7 years of relevant field or management experience in 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, FCDO, EU and ECHO regulations required.
• At least 3 years of international experience required; international NGO/PVO field office experience is preferred.
• Demonstrated experience and skill with administrating solicitations for sub-awards, assessing potential sub-recipients and the proven ability to oversee a team that is responsible for monitoring sub-recipients.
• 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 Nigeria’s local languages is preferred.
• Ability to work effectively with an ethnically diverse team in a sensitive environment.
• Previous experience in insecure environments or contexts.