Координатор/ка відділу грантових програм

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 war in Ukraine has resulted in mass population displacement within and outside of Ukraine. The circumstances and populations are constantly evolving and shifting with the war. 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 Sub-awards F&C Coordinator 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 Sub-awards F&C Coordinator 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.

This position will have a significant role in working with local partners to build their financial systems up, by ensuring partners have proper finance team structures, accounting systems, contracting mechanisms etc. to independently make grant transfers to participants.

Essential Job Responsibilities

Safeguarding Responsibilities

• 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.

SUBAWARD MANAGEMENT

• Ensure subawards are managed in accordance with Mercy Corps’ Subaward Financial Management Policy (SFMP) and donor rules and regulations.
• 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.
• 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.
• Review subrecipient financial reports for accuracy and completeness and ensure that reports are submitted on time.
• Coordinate and ensure subrecipient site visits/audits are conducted in accordance with the financial monitoring plans and ensure preparation of site visit reports.
• Ensure the maintenance of subaward tracking as well as financial files in accordance with the Field Finance Manual.
• Review partner fund requests and payment packages as per approval authority matrix
• 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.
• Other duties as assigned by the Finance Manager – Subawards & Compliance.

Partner capacity strengthening:

• Work closely with local partners operating with grant distribution to build and strengthen their financial systems.
• Conduct regular site visits to said partners to review progress on financial systems.
• Ensure partners have robust finance team structures for proper task delegation.
• Ensure partners have proper accounting systems.
• Ensure partners have compliant contracting mechanisms as it pertains to grant distribution.

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/ officer

 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 skills required; proficiency in Ukrainian is 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 Sub-awards F&C Coordinator 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.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient, and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development.

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

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

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 based on 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 is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct eLearning courses upon hire and on an annual basis.

As an applicant, if you witness or experience any form of sexual misconduct during the recruitment process, please report this to Mercy Corps Integrity Hotline ([email protected]).

Please, apply: Sub-Awards Finance & Compliance Coordinator | Mercy Corps Ukraine (ultipro.com)

Тільки попередньо відібрані кандидати будуть запрошені на співбесіду.

Ласкаво запрошуємо осіб з інвалідністю та ветеранів відгукнутись на цю посаду.

Mercy Corps створило робоче місце для працевлаштування осіб з інвалідністю та ветеранів, та належні умови праці для цієї вакансії, але це не обмежує коло осіб, які можуть подаватись на цю вакансію.