Subawards and Compliance Senior Officer

-VACANCY ANNOUNCEMENT-

SUBAWARDS AND COMPLIANCE SENIOR OFFICER

Location: Dili, Timor-Leste

Position Status: Fixed Term

Grade Level: 6

Salary: USD$ 773.00

Our growing NGO is seeking to hire a Subawards and Compliance Senior Officer who will be responsible for ensuring and facilitating the compliance of programs with donor regulations and requirements for all sub-grantees under Maloa Urban Resilience Initiative program funded by the European-Union. S/he will report to the Finance Manager and work closely with staff dedicated to the program – Program Manager, Deputy Program Manager, and Program Officers, and consult with Director of Programs. S/he will also lead efforts to build the capacity of local NGOs to meet finance and compliance requirements of donors, so that these local organizations develop professional personnel and systems.

Based in Dili, a bachelor’s degree in Accounting, Finance, Law International Development, or related field required. To succeed in this role, you will need excellent communication and problem-solving skills, as well as the ability to manage day to day accounting and finance to get important work done.

Subawards and Compliance Senior Officer Responsibilities:

SUBGRANT MANAGEMENT

Work closely with the Mercy Corps Team to ensure they follow partnership compliance processes and guidelines, and are issuing, managing and monitoring subawards in accordance with subgrant regulations.
Ensure that the program is complying with Mercy Corps procedures on subgrant management, including ensuring all relevant information is updated in Mercy Corps financial system.
Update the partnership compliance process as needed.
Participate in the development of the overall programmatic strategy and the strategy for the subawards program.
Participate in the design of subgrant calls for proposals, including publication of the call as appropriate, and participation in review committee.
Administer the sub granting process in accordance with sub granting procedures, clearly defining, and communicating steps for selecting, negotiating, and awarding subgrants.
Responsible for the review of subrecipient budgets and budget narratives for completeness, cost realism and eligibility, and compliance with subgrant requirements.
Responsible for pre-award financial review and other due diligence of apparently successful applicants.
Draft modifications to subgrants, as needed, in conjunction with Mercy Corps headquarters as necessary.
Develop and conduct subrecipient financial and compliance training workshops.
Review subrecipient financial reports for correctness and completeness and ensure that reports are submitted on time, and ensure the appropriate reporting template
Develop subrecipient monitoring plans, conduct financial monitoring of subrecipients and prepare financial monitoring visit reports.
Follow up on all subaward compliance issues and audits and document resolutions.
Maintain subaward tracking as well as financial files in accordance with the Field Finance Manual.
Process subrecipient payments and reconcile subaward financial tracking to general ledger reports.
Responsible for subaward financial close-outs, including ensuring that all requirements of the subaward agreement have been met and that subaward funds have been properly settled.
Provide compliance guidance and consultations to subrecipients on a demand-driven basis.
Assist the program team with assessing subrecipient organizational needs, so that the subaward process strengthens the ability of local NGOs/CSOs to meet world class standards.

COMPLIANCE

Ensure that the program is executed in alignment with donor agreements and the applicable donor regulations, staying abreast of changes in regulatory environment related to donor/grant compliance, update partnership process, tools, policies and procedures as necessary.
Help find creative solutions to issues that are compliant yet facilitate the achievement of organizational development objectives and partnership strategy.
Review partner procurement and program transactions, contracts and other documents for compliance requirements and ensure these requirements are met.
Ensure timely and accurate submission of vetting requests to the donor and MC HQ.
Assist subrecipients, as needed with subrecipient compliance requests to Mercy Corps. Identify and communicate compliance risks associated with program implementation.
Prepare and maintain internal and donor compliance-related reports.
Work very closely the Finance department to facilitate grant projections, disbursement, and reporting, ensuring compliant documentation, and as requested by the CD, investigate financial anomalies as per MC policies and procedures.
Support the Finance department with review of donor communications with regards to donor - subgrant compliance.

FINANCIAL MANAGEMENT

Coordinate with the Program Managers to ensure that the subgrant payments are included in CFP follow the payment schedule or as necessary Finance department (Grants and Compliance Manager, Financial Analysis/Budgeting Coordinator) to ensure effective cash flow monitoring and smooth implementation of Mercy Corps programs.
Review payment schedule to partners and send the notification to finance department, including investigate delays. to ensure efficient transfer of funds to subrecipients.
Work with Programs Teams and Finance Manager to ensure effective budget management with regards to subrecipient budgets and forecasts.
Review grant BvAs (subgrant information) as required.
Review subrecipient payment schedule as per agreement and phased budgets are in place for all partners and are in line with BVAs.

Coordinate with Finance Manager with regards to donor compliance and audits.
Support the Finance Team on new proposals (providing subgrant budget information) as required.

CAPACITY DEVELOPMENT

Review capacity development plans of subrecipients.
Provide training and guidance as appropriate to team members about subgrant and compliance processes.
Participates in lessons learned as required.

PAYMENTS/TRANSFERS TO PARTNERS

Review proposed cash transfer mechanism (and alternative cash transfer mechanism) for each partner.
Review partner payment tracker and follow up on delays. This includes coordination with Finance Department (Senior Finance Officer).

Assist as required with cultivating and maintaining relationships with current and future transfer providers, including preparation or review due diligence for future transfer providers.

Subawards and Compliance Senior Officer Requirements:

BA/S or equivalent in Accounting, Finance, Law International Development, or related field required.
4+ years of progressive financial management experience, including supervisory experience required. Remote management is an advantage, as is management experience of complex, multi-dimensional programming including administering small grants in an international environment.
Experience in subgrant design, negotiation, and administration is required.
Proven success managing the administration and compliance of US and EU donors in grants management, financial management and reporting, audit process, and rules and regulations required.
Proven experience managing complex teams in difficult environments.
Knowledge of Mercy Corps’ systems and procedures is highly preferred.
Demonstrated experience and ability to represent the organization and negotiate and defend Mercy Corps’ interests with a diverse range of international and local organizations and other groups professionally and appropriately.
Effective verbal and written communication, multi-tasking, organizational, and prioritization skills are necessary.
Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members is required.
Experience working in complex political environments, and accordingly under dramatically more complex USG regulations.
Experience with emergency response programs and staff training and mentoring is preferred.
Experience living and working in Timor Leste is preferred.
Fluency in written and spoken English is essential and preferred.
Covid-19 Fully vaccinated is required

Who is 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 works in places of transition, where conflict, disaster, political upheaval, or economic collapse present opportunities to build more secure, productive, and just communities. Providing emergency relief in times of crisis, we move quickly to help communities recover and build resilience to future shocks and promote sustainable change by supporting community-led and market-driven initiatives.

Diversity is powerful. To achieve transformational change, we seek out team members with different origins, beliefs, backgrounds and ways of thinking. Diversity helps us unlock complexity. WOMEN ARE ENCOURAGED TO APPLY.

To view the full Position Description for this vacancy, click here: FULL PD

Interested applicants should send their CV and cover letter to: timorleste-hr@mercycorps.org or by hand to HR Department in Palm Business & Trade Centre Surik Mas, Fatumeta, Bairro Pite, Dom Aleixo, Dili Timor Leste. Only shortlisted candidates will be contacted

Mercy Corps is committed to the community members we work with and the beneficiaries we serve. As part of this commitment, Mercy Corps has zero tolerance for violations of our Code of Conduct (Sexual Abuse of Beneficiaries and Community Members (PSEA), Anti-Trafficking Policy, Child Safeguarding Policy, Mercy Corps Ethics Complaint and Whistleblower Policy, Sexual Misconduct in the Workplace Policy, Discrimination, Harassment and Bullying Policy, and Anti-Fraud and Corruption). Applicants are required to sign the HIRING COMPLIANCE DECLARATION FORM and submit it together with CV and application letter to Mercy Corps.

CLOSING DATE; July 06, 2022