Grant and Compliance Coordinator | Addis Ababa

About Mercy Corps

Mercy Corps 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.

Mercy Corps has been present in Ethiopia since 2004 working to drive bold and transformative ideas, working closely with government, the private sector and civil society actors to build a more resilient country, ensuring that programs are responsive to and influenced by participants and stakeholders. With the launch of Mercy Corps Global Strategy, Pathway to Possibility, the country office is poised to operationalize its three-year strategy with a vision to enhance the resilience of climate- and conflict-affected communities through market systems development for improved livelihoods, access to food, and safe and clean water to thrive in the face of crises. In Ethiopia, our strategy focuses in the four outcome areas: 1) Economically marginalized populations have improved and diversified livelihoods, income, and assets; 2) Pastoralists, farmers, and households have access to sustainably produced, safe, nutritious food; 3) Social cohesion and inclusive governance processes are built in crisis-affected communities; and 4) People have equitable, sustained access to clean water and sanitation for domestic and productive use. Currently, we operate in six regional states – Afar, Gambella, Oromia, Somali, Amhara and South Ethiopia. Working with a diverse base of donors that includes United States Agency for International Development (USAID), European Union, GAC, Hilton Foundation, United Nations (UN), JOA, Sweden, EKN, and other foundations, Mercy Corps Ethiopia empowers people to recover from crisis, build better lives and transform their communities for good. 

Position Title: Grant and Compliance Coordinator

Duty Station: Addis Ababa

Open Position:  2

Safeguarding Risk Level: High

Program / Department Summary

The Mercy Corps Finance Department is responsible for all financial functions, 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 Corp’s internal policies and procedures. As a support to the Program Technical 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

The Grant and Compliance Coordinator is a member of the senior finance management team and supervised by the Grant and Compliance Manager. He/she will be responsible for the day-to-day routine tasks of the Grant and Compliance Coordinator role as well as monthly, quarterly, and annual reporting. She/he is expected to produce reliable, accurate and timely financial report/information for all stake holders involved in. The post holder should be forward looking, self-driven operating under minimum supervision, and critical thinker in senior management role. Furthermore, considering the various expected systemic changes in future, the post holder should be forward looking, change oriented and able to develop/train the team capacity in the changing environment.

 Essential Job Responsibilities

1. Compliance Monitoring (30% of Time)
2. Financial Accounting and Budgeting (40% of Time)

III. Sub Grantee Management (30% of Time)

1. Compliance Monitoring [30% of Time).

 

1. Assist the Grant and Compliance Manager in ensuring that the newly recruited budget holders have received adequate level of training on donor compliance matters as well as on Mercy Corps’ internal policy and procedures. And also, organize periodic refresher training for the existing staff.
2. For Assigned grants, ensure that grant files are kept to the standard level (hard and soft copies) in a very systematic order and all the relevant information is accessible from the common (share) folders. To implement this, follow the minimum standards of filing checklist designed by HQ and add more information which may be necessary for local use. Ensure that all relevant grant related information is kept in the finance unit as a central source for any form of reference.
3. For assigned grants, lead the project specific audit work, and assist the other team members in similar tasks.
4. Make periodic and planned field visit and ensure that the donor as well as MC internal policies and procedures are implemented to adequate standard. Ensure that the field visits are completed with a standard visit report on observations and includes recommendations. Perform quarterly review work whether such recommendations are implemented in a consistent manner.
5. Support and follow up the implementation of internal audit recommendations.
6. For assigned grants, monitor the monthly Commitment Tracking sheet and performing status update including tracking Navigator GL Register for the actual costs moved from the commitment tracking sheet
7. For assigned grants, prepare VAT claims report and submit to the Grant and Compliance manager.

 

1. Financial Accounting and Budgeting (40% of Time)

 

1. Be accounts focal person for the Shell project and other grant sources as assigned by FD
2. Perform monthly BVA/BVE analysis for grants which the Grant and Compliance Coordinator is “Account Manager” and provide this information to the project Manager.
3. Based on the Authority Matrix, perform consistent and standard level financial review for documents submitted for review. During the review process, ensure that all documents are properly signed by the assigned budget holders, they are compliant with Donor policies and procedures, and compliant with Mercy Corps’ HQ and Local procedures.
4. Upon the development of new proposal, ensure that all new proposals are covering the costs to the required level and assist the project technical team in the development of such budget information. Ensure that cost to the company/organization is handled properly and assist the Grant and Compliance Manager in analyzing funding gaps.

III. Sub Grantee Management (30% of Time)

1. Conduct sub grantee pre-award assessments and recommend modifications to the sub grant agreement and/or monitoring plan to lessen financial and compliance risks.
2. Assist in the preparation and review of sub grant agreements.
3. Provide on-going training and support to sub grantees in Mercy Corps sub grant financial procedures and assist in conducting formal sub grantee training workshops.
4. Review sub grantee financial reports for correctness and completeness and ensure that reports are submitted on time.
5. Assist in sub grantee site audits and prepare site visit reports.
6. Follow up on all sub grant compliance issues and audits and document resolutions.
7. Maintain sub grant tracking as well as financial files in accordance with the Field Finance Manual.
8. Process sub grantee payments and reconcile sub grant financial tracking to general ledger reports.
9. Assist in sub grant close-outs ensuring that all requirements of the sub grant agreement have been met and that Sub grant funds have been properly settled.

STRATEGY & VISION

• Recognize opportunities for innovative action and create an environment where alternative viewpoints are welcomed.
• Set direction by prioritizing and organizing actions & resources to achieve objectives and contribute to countrywide strategy development.
• Develop and organize activities to secure resources for programs and convince stakeholders to provide support.

 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.

 FINANCE & COMPLIANCE MANAGEMENT

• Ensure compliance with donor and Mercy Corps regulations related to emergency programming.
• Draft and/or review scope of work to hire and manage any technical consultants, including review for technical efficacy and contract budget.

GEDSI (GENDER, EQUALITY, DIVERSITY AND SOCIAL INCLUSION)

• Adherence of gender minimum standards
• Allocate budget for GESI related activities and staff capacity building on GESI
• Make sure GESI issues are properly reflected during program management
• Support the organization’s commitment to age and gender inclusive team building process
• Promote an inclusive and equitable workplace culture
• Support Staff Capacity Building on Increase staff knowledge of GEDSI
• Coordinate with GEDSI Technical Team Improve gender-responsiveness of program /Project MEAL system
• Increased commitment to Gender Equality Diversity and Social inclusion

Supervisory Responsibility

Describe the staff member’s responsibility for directing the work of others, please list these staff member’s position Grant and Compliance Assistant.

Accountability

Reports Directly To: Grant and Compliance Manager

Works Directly With: Text      Finance, and Program teams.

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Knowledge and Experience

• Five years and more progressive experience in the non-profit organization and mainly experience gained in the INGO is required.
• Mandatory experience in managing USAID, Shell, and EU grants at least for two consecutive years
• First Degree or preferably master’s degree in business administration, Accounting, Finance or related discipline. Compensating Education + Experience can be considered.
• Demonstrated competency with computerized general ledger software
• Advanced computer skills in MS Office programs, particularly in Excel
• strong organizational skills
• Prior grant management experience will be a plus
• Excellent oral and written English skills

Success Factors

• Must be confident, self-starter, an independent thinker and have strong organizational, interpersonal and communication skills, team oriented
• Good computer skills (especially Microsoft Excel, Word, and Outlook)
• Ability to interact effectively with international and national personnel is required; demonstrated ability to work effectively with diverse group of people
• High professional standard of administration ethics as well as willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential.
• Demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary
• Demonstrated cultural sensitivity and appropriate flexibility.
• Emotional maturity and physical stamina.
• Demonstrated experience in managing Matrix Reporting is needed
• Willing to travel to Mercy Corps field offices and project sites (20%+ of time.)

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

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 on the basis of 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.

All qualified individuals are invited to apply for the advertised position. All applications, including a CV, three references, and all applicable official papers, must be sent electronically.

Only candidates that are short-listed will be acknowledged and called for interviews.

“Mercy Corps is an equal opportunity employer promoting gender, equity and    diversity. Qualified female and young candidates are strongly encouraged to apply. We are committed to empower women and youth.”

DEADLINE FOR ALL APPLICATIONS: December 05 2024 / 4:00 PM