• JOB SUMMARY

The Senior Grant Officer position supports the Grant Coordinator in overseeing CARE Sudan's Grants and Contracts management function, bridging program and finance teams. Key responsibilities include ensuring timely and accurate donor reporting, compliance with financial and grant regulations, and budgetary requirements. The officer will provide expenditure reports and analysis to budget holders, oversee sub-granting to partners, develop and monitor the budget planning calendar, and train staff on grant compliance and adaptive planning. Reporting directly to the Grant Coordinator, the Senior Grant Officer plays a critical role in grant management and compliance.

1: Management, Reporting and Financial Analysis:

• Prepare and coordinate monthly Budget Versus Actual (BvA) reports.
• Lead the preparation of monthly PAR allocations.
• Review monthly BvAs, focusing on projects with low burn rates.
• Provide Budget Holders with detailed Monthly Expenditure Reports.
• Prepare a monthly portfolio status report highlighting grants requiring immediate, short-term, and medium-term action.
• Analyze expenditure reports with budget holders, providing recommendations to address underspending, overspending, or unusual expenditure in relation to project phase.

2: Budgets and Forecasting:

• Lead budget realignment and No-Cost Extension (NCE) exercises.
• Review monthly forecasts based on Budget Versus Actual (BvA) reports.
• Support mid-year, annual, and bridge forecasting.
• Coordinate preparation of monthly operational budget balances.
• Assist program staff in developing budgets for proposal development.

3: Donor Reports and Quality Review:

• Preparation of Donor Reports as specified in the Contract Agreements.
• Ensure financial reports are compliant with donor requirements and are consistent with each other.
• Liaise with Budget Holders and provide recommendations to address any donor budget overspending underspending. 
• Preparation of the revised budget in close coordination with the budget holder.
• Maintain Filing System on each Fund Code to audit standards.

4: Staff Capacity Building:

• Conduct continuing refresher training to staff to ensure all award terms and conditions are understood.
• Provide ongoing refresher training to staff on award terms and conditions to ensure proper understanding and implementation.
• Conduct training for Budget Holders on budget monitoring.
•  Deliver training to Budget Holders on report extraction from PeopleSoft.

5: Partner Management:

• Coordinate the preparation of the PFA.
• Review the monthly Partner Dashboard and follow up where necessary.
• Coordinate monthly partner liquidation.
• Review partner advances status.

6: Cash flows:

• Review monthly projects receivable and payable status.
• Coordinate the advance request from the donors.
• Prepare monthly receivable report for the portfolio.

• PROBLEM SOLVING (Thinking Environment):

 The compliance rules and regulations are well defined by CARE and the donor, the incumbent will ensure that these are appropriately applied in the project context by a large number of field and office based staff in a fast paced and complex working environment.

• Authority:
  • Directly reports to the Grant Coordinator 
  • Coaches finance and non-finance and partner on budgeting issues and trains direct reports.
  • Budgetary responsibility: Assist preparation of Country Office annual and multi-year budgets; Develop budget of Finance Department & provides guidance to peers, partners and other budget holders.
• Contacts and Key Relationships:
  • Internal: Budget holders of all projects and departments, Program Support, Finance Manager of Sub-Offices.
  • External: Income Tax Advisor, Banks, Gov't Officials and Donor representatives.
• Working Conditions:
  • The position is located in Port Sudan and requires travel to Sub and Field Offices of CIS.

• Education: Bachelor’s degree in accounting.
• Experience: 3-5 year’s grants management preferably in INGO, experience & 1-3 years’ experience training others in budgeting and/or grants management Language, desired training of PeopleSoft.

Technical Skills: 

• Proficiency in Microsoft Office including and good skills in using financial software applications.
• Fluency in English language and written communication.
• Thorough understanding of financial accounting, reporting, and grants and contracts management processes. 
• Solid knowledge of Key donor regulations and compliance requirements (USG,EU, ECHO,CIDA,UNDP,SERILIR)
• Solid Analytical and problem solving, financial trouble shooting and audit experience.
• Excellent people management skills and interpersonal skills including the ability to develop harmonious teams in a cross cultural context.
• Demonstrated ability to plan and monitor workflows and performance in a complex environment.
• Ability to produce high quality work and balance competing priorities within demanding timeframes.
• Good understanding of fund accounting and financial analysis.
• Capacity building and facilitation skills.
• Excellent planning, organizational, analytical and decision-making skills.
• Demonstrated leadership ability to inspire and empower others.
• Sound judgment, ability to work effectively with others at all levels as well as firm belief in team work and gender equality.

Desired:

•  Knowledge of People Soft software.

Competencies:

• Respect - Behaving in a manner that reflects a true belief in and appreciation for the dignity and potential of all human beings. Gaining other people’s confidence and setting an environment of trust and openness.
• Integrity - Maintaining social, ethical, and organizational norms; firmly adhering to codes of conduct and ethical principles inherent to CARE.
• Diversity - Promoting, valuing, respecting and fully benefiting from each individual’s unique qualities, background, race, culture, age, gender, disability, values, lifestyle, perspectives or interests; creating and maintaining a work environment that promotes diversity.
• Excellence- Ensuring the product of work will reflect quality and error free work that will be acceptable to all recipients 
• Adaptability- Expected to well adjust with the country, the CO-operating environment and with the Project team to function effectively and efficiently.
• Coaching - Ability to demonstrate to enhance skills and capacity of staff working in the field and office for them continue to serve CARE in the future program activities.
• Communicating with Impact - Ability to effectively communicate a complex issue in a way that would be clearly understood by staff and the outcome would be to have positive impact.
• Developing Teams - Capacity to develop and work teams and effectively realize outcome through team work.
• Facilitating Change - Ability to act as an agent of making positive and lasting change among staff members who would remain effective staff members of CARE as this would be the focus of this incumbent.
• Managing performance for success - Develop appropriate wok plan and effectively implement to ensure success.
• Planning and Organizing - Ability to plan well and organize work plan to realize results.