I. Job Summary: 

The purpose of the Grants Officer Position is to work closely with the direction of the Grants Coordinator. 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.

1: Grants /Contracts Management:

• Prepare checklist for grants/contracts and in coordination with the Funding & Reporting Coordinator and Grants & Contract Manager.
• Review grants/contracts agreements of donors as per the checklist before it is signed by the management.
• Prepares and send fund code and project ID request to SSC with the required documentation and notifies all concerned upon creation of new fund codes.
• Request extended Project IDs when necessary and submit to field offices along with other pertinent documents and charging instructions.
• Keep separate documentation files for Grants/Contract agreements and ensure that all necessary documents /correspondences relating to the contract are properly filed.
• Request for fund transfers from different funding sources and ensures/follow up timely collections of donor funds.
• Analyze the grant receivables and payables balance and provide the concrete explanation of the balance to be outstanding.
• Support on the kickoff meeting with selected IP and ensure proper briefing on reporting templates and tools.
• Maintain a centralized portfolio of all active and closed grants.

2: Budgeting:

• Assists the Program Department staff and actively participates in the preparation of budget and proposals ensuring that the program and finance checklists for proposal budget preparation are adhered to, and consistence with the donor budgeting guidelines.
• Assists programs staff in periodic budget review, and preparation of budget amendments, realignments and forecasting when necessary.
• Support all Program staff on how to use budget guidelines for developing annual budgets.
• Participate and coordinate in the preparation of annual SPC budget and subsequent quarterly revisions.
• Make regular coordination meetings with concerned program staff (PMs) to ensure grantee reporting are compliant with the agreement clauses and conditions.
• Support, organize and participate in knowledge sharing and capacity development for implementing partners and program staff as required.

3: Budget Monitoring:

• Prepare monthly budget versus actual (BvA) reports for all active FCs assigned to him/her and share with the responsible Program Manager and Senior Management Team members.
• Monitor ongoing level of expenditure on individual grants/fund codes as against the budget and provide timely advice of variances.
• Ensure that expenditures are in accordance with the financial policies and guidelines of CIS and that of donors.
• 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.

4: Reporting:

• Prepare monthly FUND CODE status report and inform all staff and field offices at the beginning of each month.
• Prepare and submits PORTFOLIO REPORT to the Grants Coordinator & Grants Manager with accompanying schedules on monthly basis.
• Produces financial, management and donor specific reports with accompanying schedules on a regular basis to different stakeholders.
• Prepares and Share Program Cost allocation table and submit to the Grants Coordinator & Grants Manager for review and action.
• Prepare the other cost pool allocation table and share with the Grants Coordinator & Grants Manager for review and action
• Prepare monthly UNR & GPF reports.
• Prepare monthly VAT reports for each USAID fund code and submit to the Grants Coordinator & Grants Manager for onward submission to CMPs/USAID and make follow up of exemption.

5: Sub-grant Management and Match/Cost Share Monitoring:

• Review sub-grant agreements and ensure they are in accordance with donor and CARE’s rules and regulations
• Review Sub-grant financial reports/documents, prepare sub grant analysis & process the required journal entries and follow up of sub grant advance settlement.
• Monitoring of proper utilization for budgets as per the stipulated sub grant contract agreement.
• Ensure that partner agreements, correspondences and other related transactions should be maintained in the appropriate file.
• Provides support to Program staff on Sub-Grant Management and Community Contribution issues.
• 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.
• 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.
• Follow up and support partners to submit timely liquidation report before the grant is closed.
• Support IPs on Proper record keeping and asset management.
• Provide capacity building support to IPs.
• 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.

•  Budgetary responsibility: 

            No

•  Contacts and Key Relationships:

        The Grants Officer works under direct supervision of the Grants, contract and budget manager, with close working relationship         with the Country Finance Manager, ACDs, Funding & Reporting Coordinator, Program Managers.

• Working Conditions:
• As stated in the terms of contract and the CIS HR manual.
• Regular, travel and 20% of time.

1. 3-5 years of experience in similar position.
2. BA degree in accounting or equivalent combination of education and work experience.
3. Deep understanding of grants and compliance management systems.
4. Diversity, excellence, integrity, respect, analytical skill, building commitment, stress tolerance, collaboration, contributing to team success, customer focus and information monitoring. 
5. Fluent in English and Arabic. 
6. Ability and willingness to travel to locations outside Port Sudan.
7. Proficiency in excel software is a must requirement. 

Uphold CARE Values and contribute to CIS shared priorities:

1. Be aware of the CIS Safety and Security Management Plan (SSMP) and comply with it at all times.
2. Be aware of CARE’s commitments to Gender and Diversity and strive to uphold them.
3. Promote CARE’s core values at all times.

Other priority tasks as required by management, for overall benefit of CIS.