Consultant – Senior Subaward Compliance Officer – Ukraine Response

Background

Mercy Corps (MC) 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.

The conflict in Ukraine has resulted in mass population displacement within and outside of Ukraine. The circumstances and populations are constantly evolving and shifting with the conflict. Mercy Corps has reopened its registration and presence in Ukraine as well as offices/activities to support people in neighboring Poland, Moldova and Romania. Priority interventions include forming partnerships with local NGOs, cash assistance to populations in need, information as protection and other emergency response activities.

Consultant Objectives

Working within the Finance Department under the direction of the Finance Manager – subawards and Compliance, the Sr. Subaward Compliance Officer is responsible for ensuring adherence to and compliance with MC policies and donor rules/regulations with respect to managing subawards that Mercy Corps issues to partner organizations. The Sr. Subaward Compliance Officer is also responsible for overseeing—from subaward inception to closeout— the overall management and tracking of subawards and subrecipient reporting requirements and for ensuring the proper maintenance and organization of all subaward files.

Consultant Activities & Deliverables

SUBAWARD MANAGEMENT

• Ensure subawards are managed in accordance with Mercy Corps’ Subaward Financial Management Policy (SFMP) and donor rules and regulations.
• Work closely with consortium-level subrecipient organizations to ensure they are issuing, managing and monitoring subawards in accordance with MC and donor policies and rules/regulations.
• When used by a program, lead in the design, publication and issuance of requests for applications / calls for proposals (RFAs/CFPs) to prospective applicants and manage the administrative process of receiving RFAs/CFPs applications, providing the applications to the RFA/CFP Review Committee and clearly defining and communicating steps for selecting, negotiating and awarding subawards.
• Responsible for the review of subrecipient budgets and budget narratives for completeness, reasonableness, allowability, allocability and overall cost realism in compliance with MC and donor budget requirements.
• Ensure pre-award due diligence assessments of prospective subrecipients are conducted in accordance with the Mercy Corps Subaward Financial Management Policy (SFMP) and donor requirements. Recommend appropriate risk mitigation measures, including the incorporation of special award conditions, to the subgrant agreement and/or monitoring plan to lessen financial and compliance risks.
• Draft (when delegated by HQ), oversee and ensure subaward agreements are executed, in consultation with the relevant program manager and MC HQ department and in compliance with MC’s policies and the relevant donor’s terms and conditions.
• Ensure modifications to subawards are executed, in consultation with MC HQ departments when applicable, as needed.
• Develop subrecipient monitoring plans, conduct financial monitoring and prepare financial monitoring visit reports.
• Provide on-going training and support to subrecipients in Mercy Corps subaward financial management procedures and assist in conducting formal subrecipients training workshops and “kick-off” meetings prior to subaward implementation.
• Review subrecipient financial reports for accuracy and completeness and ensure that reports are submitted on time.
• Coordinate/direct and ensure subrecipient site visits/audits are conducted in accordance with the financial monitoring plans and ensure preparation of site visit reports.
• Follow up on all subaward compliance issues and audits and document resolutions.
• Oversee and ensure the maintenance of subaward tracking as well as financial files in accordance with the Field Finance Manual.
• Oversee and ensure the timely processing of subrecipient payments in consultation with the relevant program manager and finance department and reconcile subaward financial tracking to general ledger reports.
• Responsible for ensuring timely subrecipient 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 subrecipients, as needed with subrecipient prior approval, waiver and other compliance requests to Mercy Corps.
• Other duties as assigned by the Finance Manager – Subawards & Compliance
• 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.

Reports Directly To: Finance Manager – Subawards & Compliance

Works Directly With: Sub-awards & Compliance Team, Country Finance Manager/Director (and other in-country finance department personnel), other Finance staff, Program and Administrative Staff, HQ (MCG & MCE/NL) Compliance Departments, HQ (MCG & MCE/NL) Int’l Finance Departments.

Knowledge and Experience

• 5-10 years of experience in relevant technical field
• At least 3 years of relevant field or management experience of complex, multi-dimensional programming including administering subawards in an international environment.
• At least 3 years’ experience in grants management as well as a good understanding of USG (USAID, DOS, USDA, etc.) and European donor regulations is strongly preferred.
• A university degree in finance, accounting or a related business field is preferred.
• Demonstrated experience and skill with administrating solicitations for subawards, assessing potential subrecipients and the proven ability to oversee a team that is responsible for monitoring subrecipients.
• Strong skills and experience working with HQ compliance to obtain approvals and waivers as necessary for compliance with donor regulations.
• Strong analytical skills coupled with a solid understanding of financial and procurement systems; Prior auditing experience is considered a plus.
• Prior management experience and strong organizational skills.
• Prior experience with computerized general ledger software.
• Advanced computer skills in MS Office programs, particularly Excel.
• Effective verbal and written communication, multi-tasking, organizational and prioritization skills.
• Excellent oral and written English skills required; proficiency in Ukrainian, Polish and Romanian is
• Ability to work effectively with an ethnically diverse team in a sensitive environment.

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 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 team members are expected to support all efforts toward accountability, specifically to our stakeholders and to international standards guiding international relief and development work, while actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC’s policies, procedures, and values at all times and in all in-country venues.