02 Subaward & Compliance Assistant – Mercy Corps Retour vers les opportunités

Position Title: Subaward & Compliance Assistant

Department: Finance

Duty Station: Tunis 

Position Category:  Full-time AND Regular

PROGRAM/DEPARTMENT SUMMARY:

The Mercy Corps Finance Department is responsible for all financial functions in Tunisia, including accounting, payments and banking, payroll, budgeting, financial reporting, and grant financial management and compliance. The Mercy Corps Finance Department ensures compliance with donor regulations as well as Mercy Corps’ internal policies and procedures.  In its role as a support to the Program Department, the Finance Department provides timely reports and assistance to the Country Director and the Program team to ensure that financial resources are used efficiently and effectively.

GENERAL POSITION SUMMARY:

Working in the Finance Department under the direction of the Subaward & Compliance Officer, the Subaward & Compliance Assistant is responsible for monitoring subgrants (subawards) and subgrantees to ensure compliance with the terms and conditions of the subgrant agreement, for tracking subgrants and subgrantee requirements and for maintaining all subgrant financial files. The Subawards & Compliance Assistant also assists in ensuring compliance with policies and procedures and grant requirements.

ESSENTIAL JOB FUNCTIONS:

Subgrant management

1. Participates in conducting subgrantee financial pre-award assessments.
2. Assists programmatic team in the preparation of sub grant annexes (scope of work, budget, workplan).
3. Participates in preparing subgrant agreements and amendments
4. As one of the subgrant focal points, ensures the communication of documentation to HQ for validation or information, prepares annexes of Sub-grant agreements managed by HQ, as well as Due Diligence packages. Submits, after review, appropriate documentation to HQ about international partners (payment requests, financial report, etc.) for final validation
5. Creates subaward card in Navigator for new partners, and records updates to the subaward card in Navigator ensuring that the subaward card and other Navigator information are up to date
6. Assist in the preparation of training and support to subgrantees in Mercy Corps on subgrant financial procedures and assists in conducting formal subgrantee training workshops.
7. Reviews subgrantee financial reports for correctness and completeness and follows up with subgrantees to ensure that reports are submitted on time.
8. Assists in subgrantee site audits and prepares site visit reports.
9. Follows up on all subgrant compliance issues and audits and documents resolutions.
10. Maintains subgrant tracking as well as financial files in accordance with the Field Finance Manual.
11. Monitors partner balances through partner tracker and JET reports.
12. Updates partner tracker weekly and shares it updated on Drive.
13. Ensure that sub-grant files are archived in accordance with the Field Finance Manual.
14. Process subgrantee payments and book financial reports in Navigator (statistical ledgers). Reconciles subgrant financial tracking to general ledger reports.
15. Ensure subgrant accounting data is accurate in the accounting software.
16. Assist in the preparation of sub-grant closeout package.

Compliance

17. Staying abreast of donor policies and guidelines and enforcing them as required.
18. Assist in developing grants and government regulations compliance documentation and participate in providing training to MC staff and to partners staff in Tunis and in field-MC/partners offices
19. Respond to internal queries regarding compliance to applicable regulations.
20. Setting up and maintaining the Finance Department’s grant and subaward files.
21. Ensure archiving (electronic and physical) is compliant with Mercy Corps standards.
22. Assist in preparing audit documents for, and assist during, internal/external audits. Participate as needed in any internal/external audit responses with the finance team
23. Assist in developing and maintaining the subaward and compliance set of quality documents.

Other

24. 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.
25. Participate in the weekly finance meeting held by the Finance Manager, and to the weekly team office meeting held by the Country Director.
26. Other duties as assigned.

SUPERVISORY RESPONSIBILITY: None

REPORTS DIRECTLY TO: Subaward & Compliance Officer

WORKS DIRECTLY WITH: Finance & Compliance Manager, Deputy Finance Manager, Finance Officer, Finance Assistants, Programme Managers, other team members

SUCCESS FACTORS

The successful candidate will have an ability to interact effectively across international and national program and finance 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, and meet deadlines and process information in support of changing program activities. An impeccable professional standard of finance and procurement ethics and the willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential. The Finance Manager 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.

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.