Sub Awards Coordinator at Mercy Corps

Program / Department Summary

USAID's Office of Food for Peace recently awarded funding to a Mercy Corps-led consortium of Kenyan and international partners for a 5-year Development Food Security Activity (DFSA) in Turkana and Samburu Counties. Through a phased approach that emphasizes evidence gap analysis, as well as partnership, learning, and co-creation with government, civil society, communities, and the private sector, this program aims to drive sustained reductions in acute malnutrition in both counties. Mercy Corps’ NAWIRI consortium brings together the global leadership, research capacity, technical expertise, and implementation experience necessary to partner with local institutions to test, adapt, and scale evidence-based solutions. The program requires a robust county-centered design with government leadership, active engagement from communities, the private sector, and civil society. Together we will sustainably reduce persistent acute malnutrition for vulnerable populations in Turkana and Samburu counties.

General Position Summary

The Sub Awards Coordinator works under the guidance and supervision of the Senior Sub Awards and Compliance Manager, working closely alongside the Chief of Party, Finance and Grants Manager, Consortium members and the Mercy Corps Finance team in Kenya. Sub awards Coordinator will be based in Nairobi with significant travel to the field.

Essential Job Responsibilities

PROGRAM MANAGEMENT

• Work with the Partnership and Capacity Building Manager in identification, due diligence, and assessment of Local Implementing Partners in Mercy Corps operational counties, including preparation of partner agreements as per donor guidelines and requirements. 
• Support in the development and implementation of organizational capacity assessment tools geared towards the determination of LIP functional and programmatic capacities.
• Support the development and delivery of a joint capacity strengthening plan for sub awarded LIPs on financial, administrative, grants management and donor requirements for effective compliance and accountability.
• Lead accountability and compliance support for LIPs including development and implementation of regularized monitoring to ensure compliance with donor expectations and requirements.
• Ensure all LIP documentation, including financial reports is uploaded into donor/project/programme specific shared folders for documentation and action.

AWARD MANAGEMENT

• Conduct pre-monitoring of grant applicants to evaluate financial and administrative systems, as needed.
• Monitor all approved grants and ensure timely financial reporting is completed.
• Consult program coordinators as needed for enhanced monitoring and evaluation exercises according to Mercy Corps’ best practices and compliance requirements.
• Support in the development of Mercy Corps’ resource tools for building capacity of local NGOs and CBOs.
• Identify linkages between projects from different sectors and different geographic areas.
• Ensure close communication with sub-grantees implementing projects.
• Identify potential problems during implementation of projects by the sub-grantees and make recommendations.
• Prepare progress reports on sub-grantees.
• Conduct financial and administrative training for sub-grantees.
• Conduct periodic audits of sub-grantees.
• Following audits and subsequent discussions with the Implementation Manager and Finance and Compliance Director recommend financial and administrative training activities for sub-grantees.
• Ensure that grant activities comply with Mercy Corps and partner internal policies and procedures, as well as Donor rules and regulations.
• Participate in the development and implementation of the program’s annual work plans.
• Ensure that field staff are familiar with grants management procedures.
• Ensure that sub grantee details are updated in Navigator.

COMPLIANCE

• Ensure that the program is executed in alignment with the prime award agreement and the applicable the donor regulations, staying abreast of changes in regulatory environment related to Mercy Corps/donor/grant compliance, update Program procedures as necessary.
• Identify and communicate compliance risks associated with program implementation. Work with program teams ensure that program activities are designed to be compliant, while facilitating the achievement of the program objectives.
• Review the Program procurement and program transactions, contracts and other documents for compliance requirements and ensure these requirements are met.
• Prepare prior approval, waiver and other compliance requests to the donor. Assist subrecipients, as needed with subrecipient compliance requests to Mercy Corps.
• Prepare and maintain internal and donor compliance-related reports.
• Provide leadership and direction with regard to any grant or contract functions needed for the program’s success and to provide input on program functions.
• Ensure the compliance tracker is up to date and reviewed with the relevant departments on a monthly basis.

SAFEGUARDING

• Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work
• Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members
• Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options

SECURITY

• Ensure compliance with MCs security procedures and policies, financial reporting and management systems that ensure the safety and security of MC financial resources including cash assets and records.
• 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.

ACCOUNTABILITY TO BENEFICIARIES 

• Mercy Corps team members are expected to support all efforts toward 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.
• 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

Finance and Grants Officers as may be assigned.

Accountability

Reports Directly To: Senior Sub Awards and Compliance Manager

Works Directly With: Chief of Party, Deputy Chief of Party, Finance and Sub grants team members, MC Kenya Finance team, other program teams and technical support from Mercy Corps office in Portland, Oregon and Edinburgh, Scotland

Knowledge and Experience

• A bachelor’s degree in business administration, Finance, Economics, CPA(K) or relevant field with at least 4 years work experience in Finance and Grants Management.
• Ability to communicate technical, budgetary and program details to staff, grantees and applicants.
• Report writing with the ability to make recommendations for improvement.
• Ability to design and implement effective workflow processes and procedures.
• Knowledge and application of best practices in grant management, software and information technology skills.
• Analytical capabilities with accounting procedures and processes for structuring projects and experience in monitoring and evaluation.
• Previous experience developing and implementing projects internationally or with an NGO.
• Knowledge of Sphere standards and other training in humanitarian response preferred.