I. Job Summary:

The purpose of the Grants Officer Position is to work closely with the direction of the Grants, Compliance and Budget manager. S/he will work on the monthly review of all transactions of each grant and pull out the budget vs expenditure report from the system and share it along with the transaction list to Budget Holders; Review the sub grant advance on monthly basis and follow up for liquidation; Engage in preparation of donor, management and ad hoc reports; Assists program staff in periodic budget review, and preparation of budget amendments when necessary; Ensure portfolio analysis done on timely basis. S/he provides technical assistance to "sub-grantees" both NGO partners in sub-grant financial and administrative management as required; s/he maintain the hard and soft copy of all grant and sub grant files

Responsibilities / Percentage of time
Job responsibility # 1: Grants /Contracts Management (20 % time)

a) Prepare checklist for grants/contracts and in coordination with the Funding & Reporting Coordinator and Grants & Contract Manager.
b) Review grants/contracts agreements of donors as per the checklist before it is singed by the management.
c) Prepares and send fund code and project ID request to SSC with the required documentation and notify all concerned upon creation of new fund codes;
d) Request extended Project IDs when necessary and submit them to field offices along with other pertinent documents and charging instructions;
e) Keep separate documentation files for Grants/Contract agreements and ensure that all necessary documents /correspondence relating to contract are properly filed;
f) Request for fund transfers from different funding sources and ensures/follow up timely collections of donor funds.
g) Analyze the grant receivables and payables balance and provide the concrete explanation of any outstanding balances and communicate this with supervisor for collectibles
h) Support on the kickoff meeting with selected IP and ensure proper briefing on reporting templates, tools and milestones.
i) Maintain a centralized portfolio/dashboard of all active and closed grants.
Job Responsibility #2:  Budgeting (20 % time)

a) Assists his/her Supervisor in liaising with Program Department staff in the preparation of proposal and concept notes budgets ensuring that the program and finance checklists for proposal budget preparation are adhered to, and consistence with the donor budgeting guidelines;
b) Assists programmes staff in periodic budget review, and preparation of budget amendments, realignments and forecasting when necessary;
c) Support Programmes staff on the use of budget guidelines for developing annual budgets;
d) Participate and coordinate in the preparation of the annual SPC budget and subsequent quarterly revisions.
e) Make regular coordination meetings with concerned programme staff (PMs) to ensure grantee reporting are compliant with the agreement clauses and conditions.
f) Support, organize and participate in knowledge sharing and capacity development for implementing partners and programme staff as required.
Job Responsibility #3: Budget Monitoring (15 % time)

a) Prepare monthly budget versus actual (BvA) reports for all active FCs assigned to him/her and share with the responsible Programmes Manager and SSupervisor.
b) Monitor ongoing level of expenditure on individual grants/fund codes as against the budget and support Project Managers in providing timely advice of variances.
c) Ensure that expenditures are in accordance with the financial policies and guidelines of CIS and that of donors.
d) Prepare Interim report that shows actual expenditures vs. budget considering committed expenses for grants close to end and share with the program manager for follow up;
Job responsibility # 4: Reporting (20 % time)
a) Prepare monthly FUND CODE status report and inform all staff and field offices at the beginning of each month.
b) Prepare and submits PORTFOLIO REPORT to the Grants & Compliance Manager with accompanying schedules on monthly basis;
c) Produces financial, management and donor specific reports with accompanying schedules on a regular basis to different stakeholders.
d) Prepares and Share Program Cost allocation table and submit to Grants & Compliance Manager for review and action;
e) Prepare the other cost pool allocation table and share with the Grants & Compliance Manager for review and action
f) Prepare monthly UNR & GPF reports
g) Actively participate in monthly operation budget balance report.
h) Prepare regular partner Dashboard.
i) Support in providing in staff cost allocation, and gap analysis. 
j) Prepare monthly VAT reports for each USAID fund codes and submit to Grants & Compliance Manager for onwards submission to CMPs/USAID and make follow up of exemption.
Job Responsibility #5:   Sub-grant Management and Match/Cost Share Monitoring (25 % time)

a) Review sub grant agreements and ensure they are in accordance with donor and CARE’s rules and regulations
b) Monitoring of proper utilization for budgets as per the stipulated sub grant contract agreement.
c) Ensure that partner agreements, correspondences and other related transactions should be maintained in the appropriate file.
d) Provides support to Program staff on Sub-Grant Management and Community Contribution issues;
e) Reviews status of all sub-grants by activity and overall grant budget and proposal ideas where necessary for request of revision, extension, or any appropriate action accordingly;
f) Follow up on sub-grantee financial report; review the report completeness and then record the transaction in PS and apply to the existing outstanding advance.
g) Follow up and support partners to submit timely liquidation report before the grant is closed
h) Support IPs on Proper record keeping and asset management.
i) Provide capacity building support to IPs
j) Review audit reports, communicate audit findings to partners, ensure that comments on the audit reports are satisfactorily addressed by implementing partners and finalize final disbursements or request for refund and proceed for project close-out.

1. FIXED FOR ALL STAFF- Uphold CARE Values and contribute to CIS shared priorities 5%
a. Be aware of the CIS Safety and Security Management Plan (SSMP) and comply with it at all times
b. Be aware of CARE’s commitments to Gender and Diversity, and strive to uphold them
c. Promote CARE’s core values at all times
d. Other priority tasks as required by management, for overall benefit of CIS

 

- 3-5 years of experience in similar position
- BA degree in Accounting or equivalent combination of education and work experience
- Deep understanding of grants and compliance management systems
- Diversity, excellence, integrity, respect, analytical skill, building commitment, stress tolerance, collaboration, contributing to team success, customer focus and information monitoring. 
- Arabic and English 
- Ability and willingness to travel to locations outside Khartoum 
- Proficiency in excel software is a must requirement.

Desirable’s qualifications and Competencies
- A Bachelor Degree in finance, Social Science or Business Administration.
- At least 2-3 years previous experience in finance or grants management
- Time management and multitasking strongly preferred.

External candidates who are interested and meet the above requirements should submit their education and experience certificates, Cover letter & update CV to sudanjobs.