Location: Addis Ababa, Ethiopia
Deadline: 26 Aug 2023
Job Description
About Mercy Corps
Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action helping people triumph over adversity and build stronger communities from within. Now, and for the future.
Mercy Corps has been operating in Ethiopia since 2004. In partnership with civil society organizations, academic institutions, private sector, and the government, Mercy Corps Ethiopia has reached more than five million Ethiopians with interventions to save lives and build secure livelihoods. Our programs emphasize market-driven solutions, reinforce social bonds, and help communities build resilience to the impacts of climate change. Currently in six regional states – Afar, Amhara, Gambella, Oromia, Somali, and South Nations, Nationalities and People’s Region (SNNPR), and in Dire Dawa Administration and the capital city of Ethiopia, Addis Ababa – Mercy Corps Ethiopia is driven by the mission to contribute the emergence of a peaceful, resilient, and prosperous Ethiopia which is inclusive of youth and women. Our strategic directions focus in promoting inclusive and dynamic markets; promoting peace and social cohesion through strengthening formal/informal governance structures and citizen engagement; improved natural resource governance; and integrated humanitarian response.
Position Title: Grants and Compliance Coordinator
Duty Station: Addis Ababa
Open Position: 2
General Position Summary
The Mercy Corps Finance Department is responsible for all financial functions, including accounting, payments and banking, payroll, budgeting, financial reporting, and grant financial management and compliance. The Mercy Corps Finance Department ensures compliance with donor regulations as well as Mercy Corps’ internal policies and procedures. In its role as a support to the Program Department, the Finance Department provides timely reports and assistance to the Country Director and the Program team to ensure that financial and finance linked resources are utilized efficiently and effectively.
The Grant and Compliance Coordinator is a member of the senior finance management team and supervised by the Finance Manager. He/she will be responsible for the day-to-day routine tasks of the Grant and Compliance Coordinator role as well as monthly, quarterly, and annual reporting. She/he is expected to produce reliable, accurate and timely financial report/information for all stakeholders involved in. The post holder should be forward looking, self-driven operating under minimum supervision, and critical thinker in their role. Furthermore, considering the various expected systemic changes in future, the post holder should be forward looking, change oriented and able to develop/train the team capacity in the changing environment.
This job requires 30% travel to the project sites directly managed by Mercy Corps as well as by sub grantees. The two main objectives of the travel are 1) Capacity Building 2) Compliance and Monitoring (internal audit nature) of donor rules as well as MC internal policies and procedures.
Essential Job Responsibilities
ESSENTIAL JOB FUNCTIONS:
- Compliance Monitoring (30% of Time)
- Financial Accounting and Budgeting (40% of Time)
- Sub Grantee Management (30% of Time)
- Compliance Monitoring [30% of Time).
- Assist the Finance Manager in ensuring that the newly recruited budget holders have received an adequate level of training on donor compliance matters as well as on Mercy Corps’ internal policy and procedures. And also, organize periodic refresher training for the existing staff.
- For Assigned grants, ensure that grant files are kept to the standard level (hard and soft copies) in a very systematic order and all the relevant information is accessible from the common (share) folders. To implement this, follow the minimum standards of filing checklist designed by HQ and add more information which may be necessary for local use. Ensure that all relevant grant-related information is kept in the finance unit as a central source for any form of reference.For assigned grants, lead the project specific audit work, and assist the other team members in similar tasks.
- Make periodic and planned field visits and ensure that the donor as well as MC internal policies and procedures are implemented to adequate standard. Ensure that the field visits are completed with a standard visit report on observations and includes recommendations. Perform quarterly review work whether such recommendations are implemented in a consistent manner.
- Support and follow up the implementation of internal audit recommendations.
- For assigned grants, monitor the monthly Commitment Tracking sheet and perform status update including tracking Navigator GL Register for the actual costs moved from the commitment tracking sheet.
- Financial Accounting and Budgeting (40% of Time)
- Be Grant focal person for different Awards as assigned by FD
- Perform monthly BVA/BVE analysis for grants which the Grant and Compliance Coordinator is assigned and provide this information to the project Managers.
- Based on the Authority Matrix, perform consistent and standard level financial review for documents submitted by sub recipients for review. During the review process, ensure that all documents are properly signed by the assigned budget holders, they are compliant with Donor policies and procedures, and compliant with Mercy Corps’ HQ and Local procedures.
- Upon the development of new proposals, ensure that all new proposals cover the costs to the required level and assist the project technical team in the development of such budget information. Ensure that costs to the company/organization is handled properly and assist the Finance Manager in analyzing funding gaps.
III . Sub Grantee Management (30% of Time)
- Conduct sub grantee pre-award assessments and recommend modifications to the sub grant agreement and/or monitoring plan to lessen financial and compliance risks.
- Assist in the preparation and review of sub grant agreements.
- Provide on-going training and support to sub grantees in Mercy Corps sub grant financial procedures and assist in conducting formal sub grantee training workshops.
- Review sub grantee financial reports for correctness and completeness and ensure that reports are submitted on time.
- Assist in sub grantee site audits and prepare site visit reports.
- Follow up on all sub grant compliance issues and audits and document resolutions.
- Maintain sub grant tracking as well as financial files in accordance with the Field Finance Manual.
- Process sub grantee payments and reconcile sub grant financial tracking to general ledger reports.
- Assist in sub grant close-outs ensuring that all requirements of the sub grant agreement have been met and that Sub grant funds have been properly settled..
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 & 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.
Accountability to Beneficiaries
- Mercy Corps team members are expected to support all efforts toward accountability, specifically
to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.
SUPERVISORY RESPONSIBILITY: Finance Assistance
Accountability
REPORTS DIRECTLY TO: Finance Manager
WORKS DIRECTLY WITH: Mainly with the OPERATIONS, HR and Finance Team in Addis Ababa country head office and Area Office team , the role requires working with diverse group in the country team.
Knowledge and Experience
- Five years and more progressive experience in the non-profit organization and mainly experience gained in the INGO is required.
- Mandatory experience in managing USAID ,EU, UN & SIDA grants at least for two consecutive years
- First Degree or preferably Master’s degree in business administration, Accounting, Finance or related discipline. Compensating Education + Experience can be considered.
- Demonstrated competency with computerized general ledger software
- Advanced computer skills in MS Office programs, particularly in Excel
- strong organizational skills
- Prior grant management experience will be a plus
- Excellent oral and written English skills
SUCCESS FACTORS:
- Must be confident, self-starter, an independent thinker and have strong organizational, interpersonal and communication skills; team oriented
- Good computer skills (especially Microsoft Excel, Word, and Outlook)
- Ability to interact effectively with international and national personnel is required; demonstrated ability to work effectively with diverse group of people
- High professional standard of administration ethics as well as willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential.
- Demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary
- Demonstrated cultural sensitivity and appropriate flexibility.
- Emotional maturity and physical stamina.
- Demonstrated experience in managing Matrix Reporting is needed
Willing to travel to Mercy Corps field offices and project sites (30%+ of time
Ongoing Learning
In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development.
Diversity, Equity & Inclusion
Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.
We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.
Equal Employment Opportunity
Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.
We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.
Safeguarding & Ethics
Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.
All interested candidates are encouraged to apply for the position advertised. All applications must be submitted electronically including a CV, three references, and all relevant official documents.
Only candidates that are short-listed will be acknowledged and called for interviews.
“Mercy Corps is an equal opportunity employer promoting gender, equity and diversity. Qualified female and young candidates are strongly encouraged to apply. We are committed to empower women and youth.”
DEADLINE FOR ALL APPLICATIONS: 26 August 2023/ 4:00 PM