Senior Subaward Specialist

I.  JOB SUMMARY

The purpose of the Senior Subawards Specialist is to work collaboratively with CARE implementation partners, country office (CO) program management, and other CO staff for smooth and effective management of sub awards to implementing partners. The position is responsible to oversee the management of sub award agreements in compliance with CARE’s programming principles and policies and Donors and government laws rules and regulations, in particular the partner .

The position is required to liaise with relevant stakeholders, particularly technical teams, finance and Senior award specialist and Award mangers  to ensure  representation  in  all partnership platforms including the partner selection.

S/he also manages sub awards through the provision of expertise and technical support as outlined in CARE’s sub agreement management policy. The post holder is also responsible for ensuring customer satisfaction (internal and external) and initiating process improvements based on feedback from partners survey and other feedbacks.

RESPONSIBILITIES AND TASKS:

Planning and Identification of the Partner:

• Review the pre-teaming agreement with the sub award before or during the proposal stage
• Share the minimum Eligibility Requirements (MER) with potential partners
• Document partner’s eligibility requirements.
• Conducts the Due Diligence with Senior Partnership advisor, senior award specialist and the respective program team

Sub Award funding agreement Negotiation and Start up 

• Advices on alternative financial management matters related to all new sub award agreements based on the partner risk level (i.e., Advance and reimbursement ).
• Prepare the sub -award agreements for sub -recipients in line with CARE’s sub agreement management policy and advice on different contracting mechanisms and financial management matters related to sub award management.
• S/he is responsible to review sub award agreements as per the sub award agreement checklist and flags issues of organizational concern for revision/negotiation.
• Reviews the partner PID for cost only related to partner is posted if any other cost posted advise the respective finance team to do the correction.
• Coordinates with budget holders for sub award project start up; Provide the new awards quick references and/or reference guides for  partners in relation to the sub award.
• Ensure that CARE and the partner should develop and agree upon a mutual monitoring process and plan that identifies the financial monitoring activities

Implementation, Capacity Strengthening and Monitoring (40%) 

• Ensures that the sub awards management system is accurately maintained and up to date for all sub-awards.
• Ensures that requests for fund transfers from all partners are submitted in a timely manner as per funding schedules/terms of payment and follows up for timely disbursement of advances and reimbursements.
• Provides technical guidance in relation to sub award implementation, modifications, monitoring and reporting.
• Remind all partners on the reporting dates before one week of the reporting deadline
• Review of financial reports to ensure effective progress toward program objectives and monitoring through desk reviews and site visits at partner office aim at validating the financial reports with the partner detail transaction and supporting documents.
• Manages the periodic financial report and liquidation of partners with in the CARE internal liquidation deadline day.
• Prepares annual financial monitoring visits plan with Partners to make sure the partner gets adequate supportive supervision.
• Prepares sub grant dashboard and other sub grant related reports
• Capacity building: periodically assess capacity gaps and plan for capacity development to partners
• Coordinates the overall communications with Sub grantees
• Coordinates the completion and timely update of supportive financial monitoring plan of the CO;
• Ensures that supportive supervision and/or financial monitoring are conducted as per the approved monitoring plan.
• Manages communications with partners in relation to implementation issues and coordinates and provides responses to Donors or CMPs queries as required.
• Prepare the sub grant dashboard on monthly basis for reporting to the management on the status of each subgrant agreement during the fiscal year .
• Manages the filing of financial reports and liquidation documents of partners (both in hard copy and soft copy)

Awards and Sub Awards Close- Out 

• Ensures completion of close out checklists are prepared as per the award management policy of CARE and follows up the timely deactivation of closed sub awards in the awards management system.
• Coordinates the partner balance      reconciliation and validation for final close out.
• Participates in close out meetings of awards if it involve sub award agreement .
• Prepare letters and correspondence related to close out procedures and processes for review by the Head of award management.

 Others

• Participates in CO single or overall audits.
• Compiles and files all documents relevant to the sub award management cycle: Due Diligence; sub award agreement and start up documents; monitoring documentation and close out (includes both hard and soft copy).
• Performs other related duties as required and assigned.

PROBLEM SOLVING (Thinking Environment)

• The level of problem solving this position will face is level one. What has to be done and how to do it are clearly defined and the incumbent will face identical or similar problems;

GENDER EQUALITY

• Understanding and demonstrated commitment to the importance of gender, youth, and social inclusion issues.
• Demonstrated commitment to principles of Gender Equity, Diversity, Inclusion and PSEAH (safeguarding), as evidenced in previous positions / programming