OVERALL SUMMARY OF THE POST

The responsibility of the Grants Coordinator 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, and other donor requirements are met, etc.) and the partnership management and oversight, as per CARE relevant policies. S/he will work with respective CARE units both in CARE Uganda, Regional Management Unit (RMU) , and CARE USA headquarters as well as CARE International Member Partners (CMPs) and other respective partner organizations. The job holder will support assigned initiatives to manage an efficient budget and guide the partner staff and finance on donor requirements/guidelines. collaborates closely with Grants, Program, finance, and other support staff.

She/he will be supervised by the Grants Manager. S/he collaborates closely with Grants, Program, finance, and other support staff.

SPECIFIC RESPONSIBILITIES AND TASKS

Job Responsibility 1: Partnership management(40%)

·        Ensures transparent partner selection as per Partnership policy.

·        Ensures organizational capacity and due diligence assessments are conducted to inform final decisions on partner selection for approval by the Decision Making committee (DMC),

·        Prepares Partner agreements and all related required documentation for approval of Partners by DMC.

·        Collaboratively work with the Senior Initiative Manager to prepare a Capacity Building plan of 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, based on results from assessments and monitors progress/implementation against these plans.

·        Ensures inception and training meetings on Partnership rules & regulations and possible specific donor rules and regulations are held within 3 months of the Partnership agreement signature.

·        Ensures Partners have PIDs & and are uploaded in PeopleSoft with the right level of AIDs in a timely manner & ensures program staff are informed of these codes.

·        Prepares weekly reports on partner’s progress and challenges for management input and action.

·        Advises program and DMC on the need for modifications to agreements (e.g., extensions, earlier terminations, change of approved amounts, revisions of budgets, etc.) and supports the program in preparing the necessary documentation for approval of modification by DMC.

Job Responsibility 2: Partnership compliance and risk Management(30%).

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

·        Conduct ongoing and close monitoring of Partner 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.

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

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

·        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.

·        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.

·        Run monthly expenditure reports for partners (ensuring partners’ financial reports are captured) and submitted

to the PM for joint review and analysis.

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

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

Job Responsibility 3: Support Project and Program managers with grants for financial management (20%)

·        Ensure inception and 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 Coordinator 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.

·        Ensures timely award set up upon contract signing, PIDs are uploaded in PeopleSoft with the right level of AIDs in a timely manner & ensures program staff is informed of these codes.

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

·        Prepare cash projections for grants and submits both to CARE Uganda and donor as appropriate.

·        Recommend budget revisions for both grants as needed based on financial and expenditure reports analysis and on donor rules and regulations related to budget flexibility.

Job Responsibility 4: Promote Gender Equity and Diversity and Safeguarding Practices (5%)

·        Practice a behavior that is consistent with CARE’s core values, and promotion of gender equity and diversity goals.

·        Plays a leadership role in identifying and implementing initiatives that enhance CARE’s commitment to gender and diversity.

·        Ensure that CARE Safeguarding policies and procedures are adhered to by all and the staff that S/he supervisors both directly and indirectly.

·        Ensure that staff and related personnel under your jurisdiction are familiar with the following organizational policies and procedures and can identify when needed how these may have been breached, The CI Safeguarding policy, Protection from Sexual Harassment, Exploitation and Abuse and Child Abuse, The anti-discrimination and harassment policy, The code of conduct and the organization's Values.

Job Responsibility 5: Any other duties (5%) As requested by supervisor.

Relationships and Collaboration:

Internally in CARE Uganda, the Grants Coordinator will report to the Grants Manager in the Operations Department but will work closely with Programme & Initiative Managers in the program team. S/he will keep daily contact with the staff working in the assigned projects; with staff members in the Country Office that provide management, financial and logistical support to the Programme. Externally, the Grants Coordinator will maintain regular contact and dialogue with partners and auditors, with other INGOs supporting common partners and organizational development and capacity-building service providers that CARE and partners might want to contract.