CARE is a leading global humanitarian and development organization. In Pakistan, CARE started its operations in 2005 and since then has supported the Government of Pakistan’s efforts to reduce poverty and suffering of the people affected by disasters. CARE’s programs focus on helping Pakistan achieve its Sustainable Development Goals especially in the areas of Health, Education, Women’s Economic Empowerment and Emergency Preparedness and Response (EPR). Since starting operations in Pakistan, CARE has responded with life-saving support to a series of large-scale disasters. Through emergency programs, CARE International in Pakistan (CIP) has provided relief, recovery and rehabilitation support to millions of Pakistanis affected by disastrous floods, earthquakes and displacement. CIP works through its local partners and a range of stakeholders for development, as well as emergency response related interventions, which makes collaboration a key component of its work, across the country. We are a nationally inclusive organization that strives to support the most vulnerable communities all over Pakistan, with particular attention to women and girls and youth.
I. JOB SUMMARY:
Gants & Partnership Manager is responsible for the grants management, sub-grant/partners management oversight, compliance, capacity building and donor reporting. Grants & Partnership Manager will consolidate and coordinate the flow of grants and sub-grant data and the data base recording of the country office projects. This requires; ensuring accurate consolidation of all data, the effective tracking of the CO’s project’s grant and contracts portfolio, monitoring donor reporting deadlines, reminding actions related to partners and donor receivables/payables, review of grant or contract documents and monitor the match fund accurately. S/he coordinates with the partner to ensure proper implementation of grants compliance policy as per sub-grant policy manual, donor contractual agreements, and CO financial reporting. This position is responsible to collect partner organizations information during new project design with direct guidance from Assistant Country Director – Program Support. S/he is also responsible for capacity building of partner NGO's staff, reviews and check the partner organizations budgets, activity plans/work plans and other relevant documents prior to sub-agreement signing. The Grants & Partnership Manager also ensures the effective maintenance of all central grants and contract files required for audit purposes. S/he will work closely with Assistant Country Director – Program Support and review the liquidation of partners on regular basis.
II. RESPONSIBILITIES AND TASKS:
Job Responsibility #1 New Proposals, Grants, Agreements and Contracts Management
% of time: 15%
- Oversee the grants management function for entire project and extend required technical leadership to effectively manage it in compliance to donor regulations and CARE’s Award Management Policy.
- Ensure in coordination with Business Development team to properly prepare Go – No Go analysis decisions for all new funding opportunities.
- Prepare project budgets as budget lead for all the new proposals and concept notes. Ensure project budgets are developed in line to donor regulations and CARE budget policy.
- Prepare and review all new donor contract, agreements, IPIAs, BAMs in compliance to CARE’s Award Management Policy.
- Assist in maintenance of donor contracts, analyze contracts to highlight issues around compliance and share an overview with Senior Management Team (SMT) along with action plan to mitigate all compliance related risks.
- Review IPIA, donor agreement and coordinate with project team for setting up all new projects in People Soft including the donor approved budgets and new Fund Codes/Project ID (FC/PID) set up.
- Prepare and review all modifications for donor contract, agreements, IPIAs, BAMs in compliance to CARE’s Award Management Policy. Coordinate with relevant team to modify the same details in People Soft.
- Lead compliance and financial component for kick off/orientation meetings for all new projects.
- Prepare and regularly update Grant Management Dashboard to keep SMT appraised on status of all grants.
- Project and other relevant departments for their comments to finalize the IPIA and negotiate with CI/donor.
Job Responsibility #2 Sub Grants/Partnership Agreements and Sub Contracts Management
%age of time: 15%
- Oversee the sub grants/partnership management function for entire project and extend required technical leadership to effectively manage it in compliance to donor regulations and CARE’s Partnership Management Policy.
- Draft sub-grant/partnership agreements as well as modifications in compliance to donor guidelines and CARE’s Partnership Management Policy.
- Ensure FFATA compliance for all USG funded grants.
- Open individual sub-grant files for each sub-grant in adherence to CARE's Partnership Management Policy. Update regularly as required to ensure its completeness and audit readiness.
- Establish and maintain Sub Award Management Dash board specific for effective monitoring of all sub awards and for timely and effective consolidation on regular basis.
Job Responsibility #3 Partners’ Capacity Building
% of time: 15%
- Coordinate pre-award due diligence processes and organizational capacity assessments of potential partners using CARE’s standard tools;
- Coordinate the development of capacity building plan for each sub-grantee based on gaps identified during capacity assessments;
- Oversee the implementation of planned capacity building activities for partners in coordination with relevant CARE departments and measure changes in partners’ capacity levels through objectivity verifiable indicators;
- Directly conduct capacity building activities for partners, including training workshops and one-on-one mentoring of key partner staff on donor rules and regulations, reporting, program development, grants management and other relevant areas as needed;
- Participate in and contribute to the financial assessment of the partners and conduct & supervise post audit reviews, trainings and audit follow ups.
Job Responsibility #4 Partnership Practices
% of time: 15%
- In coordination with CARE’s headquarters and regional offices, develop and roll out partnership management tools, guidelines and other resources as needed to effectively manage partnerships;
- Improve partnership practices by periodically assessing CARE Pakistan partnership management approach taking into account both CARE and partners’ perspectives, capture lessons learned and best practices, and make recommendations for improvement;
Job Responsibility #5 Donor Reporting and Monitoring/Review
% of time: 15%
- Conduct partners’ coordination, monitoring and field support missions to project sites of assigned grants portfolios;
- Coordinate the finalization of partner and donor reports ensuring consistency between narrative and financial reports and that they meet quality standards in terms of language, consistency of information and structure;
- Review partners’/consortia members’ budget and highlight critical financial issues such as under/over spends to finance and budget holders, and follow up in writing when discussed verbally;
- Keep track of project review meetings and support partners’/consortia members in conducting regular joint meetings in a life cycle of a grant with 12 month period;
- Monitor grant payment schedules and income requests for respective portfolio, working closely with finance to ensure this is done in a timely manner;
- Support project leads in preparation of forecasts and costed work plans to ensure effective and timely implementation of all project activities.
- Prepare monthly budget verses actual analysis for all the ongoing projects to keep SMT appraised on spending status of all projects.
- Coordinate with project leads to support them in realignment of forecasts and budgets due to unavoidable circumstances.
- Analyze and review sub grants performance with regard to financial reviews and audit observations.
- Coordinate for reviews of sub-grantees financial reports for timeliness and completeness; Coordinate with all relevant stakeholders for follow ups for resolution of the question costs / uncertified costs of sub-grantee;
- Review and analyze sub-grant cost proposals and ensure alignment with mother grant budgets for finalization;
Job Responsibility #6 Donor Compliance
% of time: 05%
- Support and advise programme colleagues with queries related to donor compliances on grant within portfolio and ensure appropriate donor templates are readily available;
- Support opening and close out of grants, including grant opening meetings and close out meetings in respective portfolio;
Job Responsibility #7 General Administration & Audits
% of time: 15%
- Monitor grants and subgrants receivables and payables and follow up with appropriate Managers to enable collection of grants receivables.
- Ensure all key grant documents for a grant is available within the Grants department by maintaining a standardized information management/filling systems;
- Support the Grants and Compliance Officers to ensure and upto date maintenance of Grants Tracker;
- Ensure all award and sub award files are maintained in both hard and electronic form in compliance to CARE’s Award Management Policy.
- Facilitate fully all donor or CMP audits for ongoing as well as old grants as applicable.
- Coordinate with the sub-grant pre-audits and external audits;
Job Responsibility #8 Any other task
% of time: 05%
- The duties and responsibilities described above are subject to change, depending on organizational needs.
- Safety and Security is everyone’s responsibility within CI through full compliance and accountability (as per Principle of the CARE International Safety & Security Principles).
III. PROBLEM SOLVING (THINKING ENVIRONMENT)
This is senior level position and requires thorough analysis of problems faced in day to day work, problem definition and development of alternative solutions.
IV. QUALIFICATIONS (KNOW HOW)
Bachelor’s degree in Accounting/ Finance or ACCA and/or related field.
- Master’s degree in Accounting/ ACCA, CA, CIMA
- Certifications related to financial/ contracts management.
- Minimum 5-8 years’ professional experience in managing non-profit grants and contracts;
- Experience in large and/or consortium grants and developing programs in a humanitarian / development setting;
- Experience of working with international donors such as; USAID, BPRM, BHA, ECHO, FCDO, EU, UN and other European donors as well as Corporate Donors and Foundations.
- Experience of performing financial analysis and producing expenditure reports that supports effective decision making.
- Experience of using financial systems/accounting applications.
- Experience of working with INGOs in a similar role will be preferred;
C) Technical Skills:
- Good understanding of international donor compliance frameworks;
- Skilled in budget preparation, budget monitoring and review of partner expenses;
- Strong budgeting and financial forecasting skills, including experience in preparing business plans;
- Good knowledge of basic accounting and auditing standards and principles;
- Wide experience in effective strategic level communication and coordination with national partners, central and local authorities, NGO partners, and other relevant stakeholders;
- In-depth knowledge of international development programming;
- Demonstrated ability to work effectively as part of a team or independently;
- Ability to extensively travel for project monitoring and provide on-site technical support to field teams;
- Highly developed interpersonal skills including influencing, negotiation and capacity building;
- Fluency in English and Urdu (written and spoken); fluency in other local language will be an added advantage;
- Excellent computer skills (MS office). Advance level MS Excel skills.
- Communicating with Impact;
- Operational Decision-Making;
- Planning & Organizing;
- Problem solving skills;
- Good oral and written communication skills;
- Negotiations skills;
- Ability to work in partnership with other INGOs.
V. DUTY STATION AND LEVEL OF TRAVEL REQUIRED
The individual will be based in Islamabad, with frequent travelling to project implementation sites, and partners’ offices.
CARE International in Pakistan is an equal opportunity employer; only individuals who are shortlisted will be contacted for an interview. CARE has a zero-tolerance approach toward sexual harassment, exploitation and abuse, and child abuse.
Note: Individuals can apply using Brightspyre or send their resumes directly to [email protected] clearly mentioning the position title in the subject line of the email, before the stated deadline. Please share your current as well as salary expectation along with the CV.
Women are highly encouraged to apply.