Finance officer/sub-grants– Partnership Program

Organization:

CARE International in Lebanon

Department/Division:

Program Support

Unit:

Partnership Programme

Category:

Officer– National

Work Location:

Beirut

Supervisor:

Program Support Coordinator

Job Summary:

The function of the Sub-Grants Officer is to ensure the effectiveness for consolidating and coordinating the flow of Sub-Grants data of the Central Hub. The SGO is responsible for managing Sub-Grants, capacity building of partners in Financial Reporting, Financial Management and Donor Compliance. The Position will be responsible for maintaining creative linkages between budget, contracts and project management, ensuring effective compliance, implementation of CARE sub-agreement policy & related’ procedures. The SGO ensures that CARE International financial accountabilities to Donors are adhered to in a timely manner and quality delivery. The SGO provides direct, proactive, hands-on budget management support / analyzed financial information to the Program Support Coordinator, Budget Holders and Partners. The SGO will support with ensuring proper start-ups, running and closeouts of sub-agreements. This position will also be responsible for coordinating assignments of FCs, PIDs and Activity IDs for new award. 

The SGO position is based in Beirut’s office with possible travel to the Country Office in Amman for the purpose of attending training and update workshops related to the job.

Working Travel:

The position will be based in Beirut, with potential travel to Amman.

Employment Start Date:

May 2019

Duration of Contract:

6 months, renewable depending on funding

Contract Type:

Fixed term

Other contract elements:

Benefits: Social security/Health Insurance & Transport allowance.

Any extension of this contract is dependent on performance review.

Education & Certification:

Bachelor’s degree in Accounting/Finance 

Proven Experience:

At least 3 years of professional experience in related field.

IT / Software / Technical Skills:

Microsoft Word & Excel

Hands-on experience in using financial softwares such as PeopleSoft

Language Skills:

Language                Speaking                                Reading                  Writing

Arabic                     Fluent/Mother tongue               Professional           Professional

English                    Professional                             Professional           Professional

Competencies

CARE Core Competencies:

• Respect - Behaving in a manner that reflects a true belief in and appreciation for the dignity and potential of all human beings. Gaining other people’s confidence and setting an environment of trust and openness.
• Integrity - Maintaining social, ethical, and organizational norms; firmly adhering to codes of conduct and ethical principles inherent to CARE.
• Commitment to Service – this competency is woven throughout all aspects of the employee’s performance.
• Excellence - Setting high standards of performance for self and/or others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed; ensuring interactions and transactions are ethical and convey integrity.
• Diversity - Promoting, valuing, respecting and fully benefiting from each individual’s unique qualities, background, race, culture, age, gender, disability, values, lifestyle, perspectives or interests; creating and maintaining a work environment that promotes diversity.
• Analytical Skill.
• Building Commitment.
• Stress tolerance.
• Collaboration.
• Contribution to team success.

Other desired Competencies:

• Accountability
• Building Commitment.
• Stakeholders Focus - Making stakeholders and their needs a primary focus of one’s actions; developing and sustaining productive stakeholders’ relations.

Detailed Responsibilities & Tasks

Job Responsibility # 01: Partner/Sub-Grants contractual/financial management

1. Assist on Preparing the Partner’s agreements/Contracts and on the internal review, negotiations and finalization of the sub grant agreements.
2. Participate in projects start-ups with (co) facilitation of relevant sessions
3. Provide direct, proactive, hands-on budget management support by providing monthly analyzed budget information / expenditure report to the Program Support Coordinator, Project Managers and Partners.
4. Carry out periodic sub-grantee (partner) monitoring and financial reviews and ensure advance justifications are monitored in line with CARE and contractual obligations entered in PeopleSoft.
5. Open individual sub-grant files for each in adherence to CARE’s sub-agreement management policy
6. Ensure regular maintenance of sub grant files, both electronic and hard copy.

Job Responsibility # 02: Capacity Assessment and Training of Partners

• Participate in annual partner risk assessment and also assess prospective organizations for selection as partners
• Identify capacity gaps of partners and staff and feed back in Capacity Building plan to ensure building capacities accordingly.
• Participate in sub-contracts / sub-grant agreements startup/management workshop after signing the sub-contracts/ sub-grant agreement and before the project start-up/implementation
• Promote quality & accountability practices among all cooperative/strategic/implementing partners

Job Responsibility # 03: financial management             

• Review Partner Funds transfer request and coordinate with the program team in ensuring the validity of the request.
• Review Partner submission of Financial Reports and ensure timely, accurate and complete submission of the financial data as well as liquidation of partner advances. Coordinate resolution of all related issues identified
• Monitor Partner financial performance through conducting desk reviews.
• Book the sub award expenses in the system and ensure clearances of the receivable/payable balances to sub recipients.
• Maintain all sub-grants Data. Maintain a manual Tracker used to reconcile partner financial data in PeopleSoft
• Coordinate the partner close out including supporting the preparation of the final financial report that agrees with the narrative reports, assets validation, audits, etc

Job Responsibility #04:  Support integration between Program, PROGRAM QUALITY and Finance     

1. Maintain communication channels and interaction spaces between Program, and Finance staff to ensure adequate level of integration and responsiveness towards CARE partners & sub-grantees;
2. Liaise with the Partnership Advisor to ensure issues of partner performance are mainstreamed in the Partnership Framework and activities as guided by the partnership strategy.