1. Job Summary: 

The primary responsibility of the Grants Coordinator is to oversee the Grants and sub-awards function and support the program and finance departments in developing and enhancing financial systems and procedures related to budgeting, grants, and contracts management. 

The main function of this position is to assist in developing donor-specific project budgets and necessary revisions, aid in preparing accurate and timely monthly financial reports for projects, monitor project expenses against approved budgets, manage communications on contractual issues with donors compliance and CI Members, ensure timely submission of financial reports to program managers and donors, maintain consistency of sub-grant budgets with donor-approved grant budgets, and support grants officers and partners in reviewing all supporting documents related to sub-grant advances. 

This position will also involve drafting, reviewing, and modifying sub-grant agreements, as well as overseeing the overall management of sub-awards.

Additionally, the role will ensure the effective maintenance of all central grants and contracts archiving files. He/she will advise on project start-up contracting needs and provide strong guidance and support in project close-out procedures and reporting.

The incumbent will coordinate with and assist internal and external audit teams as required.

This position will report to the Grants and Contracts Manager, while h/she will be responsible to supervise grants officers.

1. Donor reporting, compliance, and fund collection (40%)

 • Compile the CO donor reporting schedule for projects through reviewing donor agreements/IPIA and sub-grants agreements, updating the agreement and sub-grants databases regularly, and working with finance and program teams to ensure the quality and timeliness of all financial donor report submissions.
• Ensure that financial exposures and non-compliance with CARE’s and donors’ regulations are brought to the attention of the DCP-P, Finance Director, and respective Project Managers.
• Coordinate the collection of contracts receivables from CI Members (or return of unspent funds to CI Members) and donors based on the IPIAs and donor contracts. Ensure that all cash receipts are accurately recorded.
• Support the Grants and Contracts Manager in reviewing the donor agreements, sub-grants, and contracts.
• Prepare the monthly budget versus expense reports for each grant and provide the necessary reports to project managers/budget holders by the agreed-upon timeline of each subsequent month.
• Initiate the request for FCs & PIDs and budget setups as needed, and revise the budget setups and reforecast as required.
• Support the Grants and Contracts Manager in the preparation of donor budgets prior to submission of proposals to donors
• Assist in preparing for internal and external audits in coordination with the compliance and finance teams.
2. Maintain records and filing of CO grants and sub-grants (20%)

 • Ensure all grant/contractual information is securely archived yet available as and when required.
• Support the preparation and review of the contracts and IPIAs, and point out potential risks, missing or erroneous information
• Open and maintain individual grants and sub-grant files for each in adherence to CARE's agreement and sub-agreement management policy and CARE USA’s retention policy and procedures. Update regularly as required.
• Oversee filing and database maintenance for sub-award agreements.
3. Support Proposal Development and Budgeting (20%)

 • Support proposal development processes by providing technical guidance on agreement formulation and due diligence.
• When appropriate, support the development of new sub-grants or partners filed agreements, budgets with data information backing, and coordination with respective program managers and team leads.
• Support reviews that ensure proposal budgets/budget amendments are in line with donor regulations.
• Recommend or facilitate opportunities to help build staff and partner capacity in budget formulation/management.
• Prepare quarterly and yearly budget information/templates needed by CARE USA and the Regional Team.
4. Sub-grants Management and Capacity Building (15%)

 • Oversee grants officers in the process of reviewing expenditure reports submitted by partners.
• Conduct monthly spot checks for CARE partners and ensure that any financial or contractual gaps are identified and addressed.
• Conducting needed capacity building and orientations for CARE grants team and partners.
5. OTHER RESPONSIBILITIES AS ASSIGNED (5%)

 • Support other functions within the Finance and Grants Department when required.

 

Authority:
Direct reports to Grants and Contracts Manager

IV. Contacts and Key Relationships:
Internally: Finance Team, Grants Team, and Programs department. 
Externally: CI-Members, Donors like UN agencies.  

V. Working Conditions:
Based in Port Sudan 
Authority:

Direct reports to Grants and Contracts Manager 

 

IV. Contacts and Key Relationships:

Internally: Finance Team, Grants Team, and Programs department. 

Externally: CI-Members, Donors like UN agencies. ÂÂ

 

 

V. Working Conditions:

Based in Port Sudan 

Required Qualifications and Competencies:
Education: Bachelor’s degree in Finance, Business Administration, or a combination of education and work experience.
Desired
• Master's Degree in related field.

Experience:
o At least 5 years of professional experience in a related field.
o Good communication and presentation skills.
o Strong skills in budgeting and overall financial management.
o Well-organized with the ability to act in a professional and ethical manner.
o Firm belief in teamwork, participatory approach, and sustainable development.
o High level of expertise in using Microsoft Word and Excel
o Excellent communication and writing skills; detail oriented, and strong multi-tasking
o Excellent interpersonal skills, capable of working independently to complete tasks and produce high-quality output.
o Proactive in problem-solving, initiating actions, and making operational decisions.

Authority:
Direct reports to Grants and Contracts Manager

IV. Contacts and Key Relationships:
Internally: Finance Team, Grants Team, and Programs department.
Externally: CI-Members, Donors like UN agencies.
V. Working Conditions:
Based in Port Sudan

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