Organisation: Mercy Corps
Duty Station: Kampala,
Uganda
Reports to: Director of
Finance
Mercy Corps is an international non-profit organization which
implements high-quality, analytical development prorammes in very difficult
places. We have been operating in Uganda since 2006 and currently implement
development programs in the Acholi and Karamoja sub-regions of Uganda with
funding from USAID, EC, SDC, and USDA.
Job Summary: The Grants and Contracts Manager will be
responsible for all grants budgeting, budget monitoring and reporting, monitor
and make sure grants spending’s are as per the donor and Mercy Corps
regulations, review and monitor sub grants and sub grantees to ensure spending’s
are in compliance with the terms and conditions of the sub grant agreement. The
incumbent will also be responsible for tracking sub grants and sub grantee
requirements and for maintaining all sub grants and contracts financial files.
He / she keenly tracks contracts and procurements for all grants and programs.
Key Duties and Responsibilities:
- Conduct sub grants pre-award assessments
and recommends for substantial involvements and compliance requirements
and modifications to the sub grant agreement and/or monitoring plan to
lessen financial and compliance risks. - Expeditiously follow up, collect and
review sub grantees financial reports and fund requests, keep up-to-date
records and report all sub grantees financial status. Review sub grantees
financial reports for correctness, completeness, timeliness and
compliance. - Perform site financial review or audit and
report findings with recommendation to the supervisor, communicate agreed
upon findings to the sub grantees and follow up its implementation. - Manage all subgrants close-outs ensuring
that all requirements of the subgrant agreement have been met and that
subgrant funds have been properly settled. - Follow up all grant compliance issues and
document all required information. - Provide on-going training and support to
subgrantees and Mercy Corps program and finance staff on Mercy Corps and
respective donor’s rules and regulations. - Responsible for Grant and budgets
management and production of monthly budgets vs actual reports in a timely
manner. - Closely monitor all grants to ensure that
no grants are overspent or under spent. Prepare regular expenditure
projections to ensure that the budgets at all times have sufficient funds
to cover fixed costs of the office and program expenses for the duration
of the grant. Verify correct coding of expenditure - Regularly review and track all
grants/budget purchases and contracts and other commitments. Update the
contracts and communicate monthly. - Follow up VAT regulations for the VAT/DUTY
taxes exemptions, reimbursements and reporting to USAID and other donors
as per their specific requirements. - Identify any shortfalls in shared cost
budget coverage and ensure new budgets cover the appropriate percentage of
shared costs. - Actively participate in preparation of
operating and grant budgets. - Train field managers on budget tracking,
review burn rates and provide advise if spending is not happening
according to plan. - Make frequent field visit and work with
the program manager to ensure grant implementation is on course. - Ensuring donor regulations are adhered to
for all aspects of the operations - Maintain all donor files and ensure they
are well labeled, fully updated with all contracts, submitted reports,
governing clauses and all other relevant documents. - Ensure all grants are closed in a timely
manner and that all financial reports are submitted on time. Follow the
finance manual to be in full compliance with Mercy Corps’ requirements. - Be adaptable and flexible to take board
new tasks and new assignments as requested from time to time. - Ensure compliance with GAAPs, Ugandan and
US law and standard accounting practice. - Conduct himself/herself both
professionally and personally in such a manner as to bring credit to Mercy
Corps and to not jeopardize its humanitarian mission. - Support other finance functions when ever
need arises. - Perform any other tasks to be assigned by
the supervisor.
Qualifications, Skills and Experience:
- The ideal candidate should preferably hold
a BA/S or equivalent in accounting or finance is required. - Eight or more years’ experience in grants,
financial and contracts management. - Adequate understanding of donor rules and
regulations is required. - A minimum of three years’ international
NGO/PVO experience is preferred. - Demonstrated experience and skill with
budget preparation and analysis, financial reports preparation and
presentation and proven ability to translate technical financial data into
informative reports. - Strong accounting skills and experience,
including management of the general ledger, journal entries, payroll,
payables and balance sheet. - Advanced computer skills in MS Office
programs, particularly Excel - Prior management experience and strong
organizational skills - Excellent oral and written English skills
- Possess the ability to support
programmatic objectives with timely and meaningful financial information
is essential. - Proven ability to multi-task, meet
deadlines and process information in support of changing program
activities is necessary. - An impeccable professional standard of
finance and procurement ethics as well as the willingness and ability to
enforce compliance with Mercy Corps and donor policies and procedures is
essential. - Willing to travel regularly to Mercy Corps
and sub grantees field offices and project sites approximately 50%.
All suitably qualified and interested candidates should send their
applications including a cover letter clearly stating the salary requirements,
updated CV (with three professional referees), and copies of academic
qualifications/certificates to the HR/Admin Manager, Kampala Head Office on
4th Floor Embassy Plaza, Plot 1188-1190 Ggaba Road. The E-mail applications with
cover letter should be sent to: tomcuganda@ug.mercycorps.org.
Deadline: 14th May
2015
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