Summary
Date Posted: Friday, February 21 2025, Base Salary: Not Disclosed

JOB DETAILS:
OVERALL SUMMARY OF POST
The responsibility of the Grants Coordinator is to ensure the programme’s appropriate grant management, both the donor contract management and compliance (ensuring donor rules are applied and respected, donor reports are prepared and submitted timely and with the needed accuracy, other donor requirements are met, etc.) and partnership management and oversight, as per relevant policies. S/he will work with respective CARE units both in CARE Uganda, Regional Management Unit (RMU), CARE USA headquarters as well as CARE International Member Partners (CMPs) and other respective partner organizations. The job holder will support assigned initiatives to run efficient budget management and guide the partner staff and finance on donor requirements/guidelines. collaborates closely with Grants, Program, finance, and other support staff.

She/he will be supervised by the Grants Manager. S/he collaborates closely with Grants, Program, finance, and other support staff.

SPECIFIC RESPONSIBILITIES AND TASKS
Job Responsibility 1: Partnership management(40%)
• Ensures transparent partner selection as per Partnership policy.
• Ensures organizational capacity and due diligence assessments are conducted to inform final decisions on partner selection for approval by Decision Making committee (DMC),
• Prepares Partner agreements and all related required documentation for approval of Partners by DMC.
• Collaboratively work with the Senior Initiative Manager to prepare a Capacity Building plan of the partner but with a focus on the program support functions (administration, procurement and finance systems and policies integrity) and internal controls to ensure funds entrusted to the partner are well managed and well accounted for, based on results from assessments and monitors progress / implementation against these plans.
• Ensures inception and training meetings on Partnership rules & regulations and possible specific donor rules and regulations are held within 3 months of the Partnership agreement signature.
• Ensures Partners have PIDs & and are uploaded in PeopleSoft with right level of AIDs in a timely manner & ensures program staff are informed of these codes.
• Prepares weekly reports on partner’s progress and challenges for managements input and action.
• Advises program and DMC on need for modifications to agreements (e.g., extensions, earlier terminations, change of approved amounts, revisions of budgets, etc.) and supports program to prepare necessary documentation for approval of modification by DMC.

Job Responsibility 2: Partnership compliance and risk Management(30%)
• Ensure timely disbursement and accountability of partner reports and timely reconciliation of their accounts.
• Conduct ongoing and close monitoring of Partner performance, analyzing results versus Scope of Work jointly with program, conducting regular visits to the partner and their activities / beneficiaries, analyzing expenditure versus budget and expenditure versus realized activities, etc.
• Prepare cash projections for the partner and submit them to CARE team for planning purposes.
• Assist the partner in budgeting, maintaining accounting and financial controls. The Grants Coordinator has both a controlling and a trainer/capacity building role vis-à-vis partners.
• Work with an audit approach and regularly test the integrity of the partners’ internal controls by personally conducted spot checks and audits of submitted and reported expenses and by recommending and / or organizing audits by other colleagues from CARE (e.g., RMU, global roving auditors) and / or external audit firms when required.
• Physically visit the partner and conduct & document spot checks of reported expenses and verify integrity of processes, conducted activities and documentation. Any concern, suspicion of fraud or fraud will immediately be reported as per CARE’s anti-fraud and anti-corruption policy.
• Run monthly expenditure reports for partners (ensuring partners’ financial reports are captured) and submitted to the PM for joint review and analysis.
• Prepare donor financial reports in a timely manner and with required accuracy in required format.
• Review and contribute to the narrative reports to ensure consistency with financial information and partner reports and information.

Job Responsibility 3: Support Project and Program managers with grants financial management (20%)
• Ensure inception and close out meetings are held and documented as per CARE policy with participation of all relevant departments (program team, administration, finance, HR) so that a common understanding of each new initiative is built quickly across all relevant departments of CARE; During these meetings, the Grants Coordinator will present the specific donor rules and regulations that all staff and partners will need to abide with, with a focus on financial management and budget flexibility, procurement rules, any special per diem rates, any special requirements .
• Ensures timely award set up upon contract signing, PIDs are uploaded in PeopleSoft with right level of AIDs in a timely manner & ensures program staff are informed of these codes.
• Prepare donor financial reports in timely manner and with required accuracy in required format.
• Prepare cash projections for grants and submits both to CARE Uganda and donor as appropriate.
• Recommend budget revisions for both grants as needed based on financial and expenditure reports analysis and on donor rules and regulations related to budget flexibility.

Job Responsibility 4: Promote Gender Equity and Diversity and Safeguarding Practices (5%)
• Practice a behavior that is consistent with CARE’s core values, and promotion of gender equity and diversity goals.
• Plays a leadership role in identifying and implementing initiatives that enhance CARE’s commitment to gender and diversity.
• Ensure that CARE Safeguarding policies and procedures are adhered to by all and the staff that S/he supervisors both directly and indirectly.
• Ensure that staff and related personnel under your jurisdiction are familiar with the following organizational policies and procedures and can identify when needed how these may have been breached, The CI Safeguarding policy, Protection from Sexual Harassment, Exploitation and Abuse and Child Abuse, The anti-discrimination and harassment policy, The code of conduct and the organizations Values.

Job Responsibility 5: Any other duties (5%) As requested by supervisor
Relationships and Collaboration:
• Internally in CARE Uganda, the Grants Coordinator will report to the Grants Manager in the Operations Department but will work closely with Programme & initiative Managers in the program team. S/he will keep daily contact with the staff working in the assigned projects; with staff members in the Country Office that provide management, financial and logistical support to the Programme. Externally, the Grants Coordinator will maintain regular contact and dialogue with partners and auditors, with other INGOs supporting common partners and organizational development and capacity building service providers that CARE and partners might want to contract.

Authority:
• The Grants Coordinator has responsibility for financial Programme monitoring and control. S/he has authority to recommend for Programme & Initiative Manager’s approval of partners’ financial reporting and payments of new instalments.


Minimum Qualification and experience:
• A bachelor’s degree in business administration, Finance, Accounting or BCOM is required. Professional Accounting qualifications like CPA, CIMA, and ACCA Level are a MUST.
• A master’s degree is an added advantage.
• Minimum of five (5) years of experience in financial management of development projects or at a middle or senior management level in accounting, auditing, and grant management. Experiences with working in a partnership approach and supporting civil society.
• Excellent verbal and written communication skills in English.
• Computer literate (email, word processing, spreadsheets,)
• Highly motivated to maintain a regular dialogue with CARE’s partner organizations.
• Skills in teamwork, facilitation, and training. Knowledge of INGO operations and sub-grantee management is an added advantage.
• Sensitive and committed to Gender Equity and Diversity.

Required Competencies
• Timely decision Making
• Problem Solving


Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

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