Senior (Sr.) Subaward Compliance Officer (Candidates must have the rights to live and work in Poland)

Position Description

Location Krakow

Position Status Full-time

About Mercy Corps

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.

Program / Department Summary

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.

General Position Summary

Working within the Finance Department under the direction of the Finance Manager – Subawards & 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.

Essential Job Responsibilities

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.

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.

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/participants

• Mercy Corps team members are expected to support all efforts toward accountability, specifically to our beneficiaries/participants and to international standards guiding international relief and development work, while actively engaging beneficiary/participant 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.

Supervisory Responsibility –

Subaward Compliance Assistant

Accountability

Reports Directly To: Finance Manager – Subawards & Compliance

Works Directly With: Sub-awards & Compliance Team, Country Finance Manager (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

• At least 3 years of relevant field or management experience of complex, multi-dimensional programming including administering subawards in an international environment.
• At least 2 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 and Polish are required.
• Ability to work effectively with an ethnically diverse team in a sensitive environment.

Success Factors

The successful candidate will have an ability to interact effectively across international and national program teams successfully, both in a managerial as well as training capacity. S/he will be able to support programmatic objectives with timely and meaningful financial information, have a demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities. An impeccable professional standard of finance and compliance ethics and the willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential. The ability to effectively monitor subgrantee compliance as well as to provide support and training for subgrantee personnel is critical. The Sr. Subaward Compliance Officer must be willing to travel regularly to Mercy Corps field offices and project sites. 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.