Senior Sub-award and Compliance Officer

Mercy Corps is an international, non-governmental humanitarian relief and development agency that exists to alleviate suffering, poverty and oppression by helping people build secure, productive, and just communities. Mercy Corps works in more than 40 countries, and has been present in Nepal since 2005. In Nepal, Mercy Corps works to build the absorptive, adaptive, and transformative potential of vulnerable individuals and communities across the country. Through a systems-based approach to market development, financial services access, disaster risk reduction, climate change adaptation, and youth engagement, Mercy Corps builds resilience among target communities.

Mercy Corps invites applications from all interested and potential Nepali candidates for the following positions in PAHAL Program:

Senior Sub Awards Compliance Officer -1  (Kathmandu based with frequent travel to PAHAL districts)

Please refer to nepal.mercycorps.org for the full position description before applying.

“Fostering a diverse and open workplace is an important part of Mercy Corps’ vision, and we encourage people from all backgrounds, especially women and members of disadvantaged groups to apply. Mercy Corps is an Equal Opportunity Employer”.

Interested candidates are requested to submit cover letter and Mercy Corps Application Form available at http://nepal.mercycorps.org by COB July 25, 2017 to the address below: 

Only shortlisted candidates will be contacted for further selection process. Telephone enquiries will not be entertained.

Attn: Human Resources Department

[Please mention the title of the Position on the subject line of the e-mail while applying]

Email to: np-jobs@mercycorps.org

Position Title: Senior Sub-award Compliance Officer

Duty Station: Kathmandu, with frequent travel to PAHAL field offices/ sites

Position Category: Part-time AND Temporary

Salary Level: O2

Current Employee: N/A

POSITION DESCRIPTION

BACKGROUND:

Mercy Corps is an international, non-governmental humanitarian relief and development agency that exists to alleviate suffering, poverty and oppression by helping people build secure, productive, and just communities.

Mercy Corps works in more than 40 countries, and has been present in Nepal since 2005. In Nepal, Mercy Corps works to build the absorptive, adaptive, and transformative potential of vulnerable individuals and communities across the country. Through a systems-based approach to market development, financial services access, disaster risk reduction, climate change adaptation, and youth engagement, Mercy Corps builds resilience among target communities.

PROGRAM/DEPARTMENT SUMMARY:

Mercy Corps Nepal, as the prime organization, is implementing a five year program – “Promoting Agriculture, Health and Alternative Livelihood” (PAHAL) program, funded by USAID. PAHAL seeks to strengthen livelihoods, improve nutritional status and increase the capacity of vulnerable households to mitigate, adapt to and recover from shocks and stresses in communities with deep poverty and high rates of malnutrition in critical zones of the Mid-Western and Far-Western Regions of Nepal. The goal of the PAHAL program is: Vulnerable populations in the middle and high hills of Far Western and Mid-Western Nepal are food secure. The target area of the program covers 14 districts in the Mid-West and Far-West regions of Nepal. The Mid-West region comprises of 7 districts; Surkhet, Dailekh, Pyuthan, Rolpa, Rukum, Salyan and Jajarkot while the Far-West region comprises of Dadeldhura, Doti, Accham, Baitadi, Bajhang, Bajura and Darchula districts.

GENERAL POSITION SUMMARY:

The Senior Sub Awards Compliance Officer under the supervision of the PAHAL Grant Manager and work closely with Resilience Program Coordinator and the other component managers to ensure and facilitate the financial compliance of sub-awardee partners pursuant to the respective sub-award agreements which flow down Mercy Corps and donor regulations and requirements. S/he will also lead efforts to build the capacity of partner organizations.

As gender and social inclusion (GESI), governance and M&E are cross-cutting and core components of the PAHAL program, the Senior Sub-Awards Compliance Officer is required to own these components and ensure GESI sensitivity and integration, governance practices and M&E systems are integrated into his/ her area of work.

ESSENTIAL JOB FUNCTIONS:

The specific duties and responsibilities of the Senior Sub-Awards and Compliance Officer include, but are not

limited to, the following:

Technical:

• Work closely with the consortium partner organizations to ensure they are managing their awards in
• accordance with their sub-award agreements and as documented in the PAHAL Sub-Award Manual.
• Ensure that the PAHAL program is complying with the procedures as approved in the PAHAL Sub-Awards
• Manual and that the annexes are being used as applicable.
• Update the PAHAL Sub-Award Manual as needed with input from MC HQ.
• Participate in the design of RFAs, publication of RFAs, issuing of RFA packages to prospective applicants, manage the administrative process of receiving RFA applications and providing the applications to the RFA Review Committee.
• Administer competitive RFA processes in accordance with the sub award manual, with, for each RFA, clearly defined and communicated steps for selecting, negotiating and awarding sub awards.
• Responsible for the review of RFA applicants’ budgets and budget narratives for completeness, cost realism and compliance with RFA budget requirements.
• Responsible for pre-award financial review and other due diligence of apparently successful applicants.
• Select sub award agreement type, draft sub award and negotiate agreements with selected sub-recipients.
• Draft modifications to sub awards, as needed.
• Develop and conduct sub-recipient financial and compliance training workshops;
• Review sub-recipient financial reports for correctness and completeness and ensure that reports are submitted on time.
• Develop sub-recipient monitoring plans, conduct financial monitoring of sub-recipients and prepare financial monitoring visit reports.
• Follow up on all sub award compliance issues and audits and document resolutions.
• Maintain sub award tracking as well as financial files in accordance with the Field Finance Manual.
• Set-up and maintain sub awards within the financial system as per the Navigator Sub Award Guidelines
• Ensure program approval is received for sub-recipient advance requests and perform compliance review.
• 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.
• Provide compliance guidance and consultations to sub-recipients on a demand-driven basis.
• 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.
• Conduct cost price analysis, support budget review and negotiation, and other due diligence necessary to support the sub award modification process.

Compliance:

• Ensure that the PAHAL program is executed in alignment with the Cooperative Agreement, applicable USAID
• regulations, and Mercy Corps policies, staying abreast of changes in regulatory environment related to donor/grant compliance; update PAHAL specific policies and procedures as necessary.
• Help find practical solutions to ensure resolutions to issues are compliant, yet facilitate the achievement of program objectives.
• Review PAHAL sub-award transactions, and other sub grantee associated documents for compliance requirements and ensure these requirements are met.
• Prepare prior approval, waiver and other sub grantee compliance requests to the donor on behalf of Mercy Corps. Assist sub-recipients, as needed with sub-recipient compliance requests to Mercy Corps. Identify and communicate sub grantee compliance risks associated with program implementation.
• Prepare and maintain internal and donor sub grant compliance-related reports.
• Support the facilitation of sub award grant projections, disbursements, and reporting, ensuring compliant documentation and, as requested by the COP and/or the Country Director, investigate financial anomalies as per Mercy Corps policies and procedures.
• Provide leadership and direction with regard to any partner sub grant or sub contract functions needed for the program’s success and to provide input on program functions.

Others

• 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.
• Contribute to PAHAL team building efforts, work with team members to identify and solve problems and, ensure the inclusion of all team members in relevant decision making processes.
• Other duties as assigned by the supervisor.

ORGANIZATIONAL LEARNINGS: As part of Mercy Corps’ agency-wide Organizational Learning Initiative, all team members are responsible for spending 5% of their work time in formal and/or non-formal professional learning activities.

ACCOUNTABILITY TO BENEFICIARIES: Mercy Corps team members are expected to support all efforts towards 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: Region based Sub-Awards and Compliance Officers

REPORTS DIRECTLY TO: Grants Manager, PAHAL

WORKS DIRECTLY WITH: PAHAL Senior Management Team, Finance and Compliance Director, In-country PALM Team, Program, and Finance Department

ACCOUNTABLE TO: Position Description, Grants Manager, Chief of Party PAHAL,; National Staff Policy Handbook; Code of conduct and Mercy Corps policy and procedures.

KNOWLEDGE AND EXPERIENCE:

• Bachelors’ degree in Business Management, or other related discipline.
• 3-5 years of relevant experience in administering small grants in an international/local environment.
• Experience in sub awards design, negotiation, and administration is required
• Proven success managing the administration and compliance of US government funding, particularly with the management of large USAID funded sub award mechanisms of a comparable size. Strong organizational skills and demonstrated ability to multi-task and process information into action as to not delay program activities
• Effective verbal and written communication, multi-tasking, organizational, and prioritization skills are necessary.
• Experience working in complex political environments, and accordingly under dramatically more complex USG regulations
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
• Strong analytical skills coupled with a solid understanding of financial and procurement systems. Ability to work effectively with an ethnically diverse team in a sensitive environment
• Fluency in written and spoken English essential;

SUCCESS FACTORS:

A Senior Sub-Awards Compliance Officer will ensure and facilitate compliance of programs with donor regulations and requirements for all sub-grantees. S/he will have demonstrated ability to lead and communicate effectively with team members of varied work styles, follow procedures, and meet deadlines with flexibility and creativity in planning and problem solving and a proven ability to learn quickly, take initiative, and be accountable for results. S/he will be able to understand the larger picture while remaining focused on the details.

S/he will have the ability to work independently and as part of a team, a knowledge of procurement and tendering and a curiosity about and sensitivity to new cultures are all essential. The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.