Director of Sub-Awards and Compliance (National role) At Mercy Corps

About Mercy Corps

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

The Program / Department / Team

The Mercy Corps Sub-award and Compliance Department supports all financial and compliance aspects of sub granting. In its role as a support to the Regional Program Department, the Sub-award and Compliance Department is responsible for ensuring sub recipients are compliant with donor regulations as well as Mercy Corps’ internal policies and procedures. It supports the Program team to ensure that financial resources are used efficiently and effectively. The Department is involved in pre-award and due diligence processes, contracting, financial report support, reviews, and approvals, payments, capacity development, compliance reviews and audits, close-out. The Department is also a main actor in ensuring Sub-award strategy is embedded in programming, by providing on-the-job and ad-hoc support to Partners on all finance and compliance related issues in order to ensure compliance and also importantly to build the financial and compliance capacity of partners.

The Position

The Sub Awards and Compliance Director is a key position in the program, responsible for ensuring and facilitating the compliance of programs with donor regulations and requirements for all sub-grantees. S/he will report to the Country Finance Director and work closely with staff dedicated to the program, Finance and Operations teams, and consult regularly with Mercy Corps’ Portland HQ and Mercy Corps’ Europe HQ compliance and legal departments. S/he will also lead efforts to build the capacity of local NGOs to meet finance and compliance requirements of donors, so that these local organizations develop professional personnel and systems.

Essential Responsibilities

Strategy and Vision

Recognize opportunities for innovative action and create an environment of empowerment;
Set direction by prioritizing and organizing actions and resources to achieve objectives
Participate in the development of the overall programmatic strategy and the strategy for the partnership and sub-awards programs;

Coordination and Representation

Communicate with partners and sub recipients as the finance/compliance representative;
Participate in sharing best practices with NGOs and governmental agencies working in similar environment;
Coordinate with other Mercy Corps Middle East finance, compliance, and programs teams;
Represent Mercy Corps to donors, consortium partners, auditors and other organizations, with regards to sub award, due diligence and audit matters;

Sub award Management

Ensure the Mercy Corps team follows partnership compliance processes and guidelines, and are issuing, managing and monitoring sub-awards in accordance with sub award regulations and Mercy Corps Sub award Financial Management Manual, and approved exceptions for Middle East context;
Provide leadership on changes and updates to the partnership compliance process as needed;
Participate in the design of sub-award calls for proposals, including publication of the call as appropriate, and participation in review committee;
Provide leadership on implementation of the sub-awarding process in accordance with sub-awarding procedures, clearly defining and communicating steps for selecting, negotiating and awarding sub-awards;
Review and approve due diligence documents and sub-award budgets for completeness, cost realism and eligibility, and compliance with sub-grant requirements;
Select/develop the sub-award agreement type; prepare the sub-award agreement and modifications to sub-awards as required;
Approve financial monitoring visit reports and financial reports as accepted by Mercy Corps;
Financially review sub-award payments, and ensure sub-award tracking is up-to-date;
Approve sub-award financial close-outs, including ensuring that all requirements of the sub-award agreement have been met and that sub-award funds have been properly settled;

Compliance & Risk Management

Ensure that the program is executed in alignment with donor agreements and the applicable donor regulations, staying abreast of changes in regulatory environment related to donor/grant compliance; update partnership process, tools, policies and procedures as necessary;
Identify solutions to issues that are compliant, yet facilitate the achievement of organizational development objectives and partnership strategy;
Review partner procurement and program transactions, contracts and other documents for compliance requirements and ensure these requirements are met, and provide compliance guidance and consultations to sub-awards;
Ensure timely and accurate submission of vetting requests to the donor and MC HQ, and prepare prior approval, waiver and other compliance requests to the donor on behalf of both Mercy Corps. Identify and communicate compliance risks associated with program implementation;
Prepare and maintain internal and donor compliance-related report, and coordinate with Finance department with regards to donor compliance and audits;
Provide leadership and direction (in conjunction with other leadership) with regard to any grant or contract functions needed for the program’s success and to provide input on program functions.
Lead on the management, investigation and reporting of allegations of sub recipient fraud and corruption, including management of the Compliance Officer for Ethics, communication and coordination with HQs, Integrity Team and Middle East SMT.

Financial Management

Ensure effective budget management with regards to sub-award budgets and forecasts, including current grants and new proposals (work with Programs Teams and Finance department);
Review grant BvAs (sub-award information) as required, and review schedule of fund transfers and phased budgets are in place for all partners;
Review cash flow requirements relating to sub-award payments, and coordinate with the Finance department to ensure effective cash flow monitoring, efficient transfer of funds to sub-awards, and smooth implementation of Mercy Corps programs;
Provide leadership on maintenance and cultivation of relationships with current and future transfer providers, including preparation or review due diligence for future transfer providers;

Team Management

Create and sustain a dynamic and participatory work environment of mutual respect where team members strive to achieve excellence;
Promote accountability, communicate expectations and provide constructive feedback via regular performance reviews;
Supervise, hire and orient new team members as necessary. Provide team members with information, tools and other resources to improve performance & reach objectives;
Contribute to country team-building efforts, help team members identify problem solving options and ensure the integration of all team members into relevant decision-making processes;
Ensure that all staff receive appropriate communications regarding their compliance assignments and responsibilities;
Develop, update as necessary and deliver training programs and materials and ensure all staff are aware of the compliance requirements related to their position;
Provide training and guidance as appropriate to team members about sub-granting and compliance processes;

Other Responsibilities

Member of Middle East Extended Senior Management Team (ESMT), including attendance at quarterly ESMT meetings;
Member of Middle East Risk Management Committee, including review and decision making surrounding risks, due diligence, incidents and investigations.

Supervisory Responsibility

Sub-Award & Compliance Coordinator

Sub-Award Finance Coordinator

Accountability

Reports Directly To: Country Finance Director

Works Directly With: Area Directors , Director of Program , SMT , ESMT , Grants department ,PM’s, other Finance staff, Program team, HQ Compliance team, All Mercy Corps departments and staff as well as staff from partner(s) organizations.

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualification & Transferable Skills

BA/S or equivalent in Accounting, Finance, Law International Development or related field required;
7+ years of progressive financial management experience, including supervisory experience required. Remote management is an advantage, as is management experience of complex, multi-dimensional programming including administering small grants in an international environment;
4+ years of sub award financial management experience
Experience in sub grant design, negotiation, and administration is required;
Proven success managing the administration and compliance of US and EU donors in grants management, financial management and reporting, audit process, and rules and regulations required;
Proven experience managing complex teams in difficult environments;
Knowledge of Mercy Corps’ systems and procedures is highly preferred;
Demonstrated experience and ability to professionally and appropriately represent the organization and negotiate and defend Mercy Corps’ interests with a diverse range of international and local organizations and other groups;
Effective verbal and written communication, multi-tasking, organizational, and prioritization skills are necessary;
Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members is required;
Experience working in complex political environments, and accordingly under dramatically more complex USG regulations;
Experience with emergency response programs and staff training and mentoring is preferred;
Fluency in written and spoken English essential;

Success Factors

A successful candidate will have demonstrated ability to lead and communicate effectively with team members of varied work styles, follow procedures, and meet deadlines with flexibility and creativity in planning and problem solving and a proven ability to learn quickly, take initiative, and be accountable for results. S/he will be able to understand the larger picture while remaining focused on the details and be able to balance upholding adherence with finance and compliance standards with facilitating the implementation of a complex program. An ability to work independently and as part of a team, a knowledge of procurement and tendering and a curiosity about and sensitivity to new cultures are all essential.

Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and Mercy Corps’ policies, procedures, and values at all times and in all in-country venues.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct eLearning courses upon hire and on an annual basis.