Job Summary:

The responsibility of the grants partnership officer is to ensure the program’s appropriate grant management, both the donor contract management and compliance (ensuring donor rules are applied and respected, donor reports are prepared and submitted timely and with the needed accuracy, other donor requirements are met, etc) and the sub-grants management and oversight, as per CARE relevant policies. S/he will work with respective CARE units both in CARE Uganda and respective partner organizations.  The job holder will support assigned initiatives to run efficient budget management and guide the partner staff and finance on donor requirements/guidelines.She/he will be supervised by the Head of Grants and Compliance. S/he collaborates closely with Grants, Program, finance, and other support staff.

 Key Responsibilities and Tasks 

1.      Prepares weekly reports on subgrants' progress and challenges for management input and action.

2.      Ensure timely disbursement and accountability of partner reports and timely reconciliation of their accounts.

3.      Conduct ongoing and close monitoring of subgrantee performance, analyzing results versus Scope Of Work jointly with the program, conducting regular visits to the partner and their activities/beneficiaries, analyzing expenditure versus budget and expenditure versus realized activities, etc. Prepares modifications to partner agreements and submits to management for approval.

4.      Prepare cash projections for the partner and submit them to the CARE team for planning purposes.

5.      Follow up with the finance and procurement team to ensure that service providers and beneficiaries are timely reimbursed or paid for activities that relate to the programs funded by CARE.

6.      Assist the partner in budgeting, maintaining accounting, and financial controls. The Grants partnership officer has both a controlling and a trainer/capacity-building role vis-à-vis partners; 

7.      Develop a Capacity Building plan for the partner but with a focus on the program support functions (administration, procurement, and finance systems and policies integrity) and internal controls to ensure funds entrusted to the partner are well managed and well accounted for.

8.      Work with an audit approach and regularly test the integrity of the partners’ internal controls by personally conducting spot checks and audits of submitted and reported expenses and by recommending and/or organizing audits by other colleagues from CARE (e.g. RMU, global roving auditors) and/or external audit firms when required. 

9.      Physically visit the partner and conduct & document spot checks of reported expenses and verify the integrity of processes, conducted activities, and documentation.  Any concern, suspicion of fraud, or fraud will immediately be reported as per CARE’s anti-fraud and anti-corruption policy;

10.   Ensure close-out meetings are held and documented as per CARE policy with the participation of all relevant departments (program team, administration, finance, HR) so that a common understanding of each new initiative is built quickly across all relevant departments of CARE;  During these meetings, the grants partnership officer will present the specific donor rules and regulations that all staff and partners will need to abide with, with a focus on financial management and budget flexibility, procurement rules, any special per diem rates, any special requirements (e.g. stamping invoices, etc);

11.   Run monthly expenditure reports for subgrants (ensuring partners’ financial reports are captured) and submitted to the PM for joint review and analysis;   

12.   Prepare donor financial reports in a timely manner and with the required accuracy in the required format;

13.   Review and contribute to the narrative reports to ensure consistency with financial information and partner reports and information;

14.   Any other duties as assigned by the supervisor.