Subawards Compliance Senior Officer – Grant Compliance Support Unit

Location: Any Mercy Corps Office, Remote or Hybrid

Position Status: Full-time, Exempt, Regular

Salary Level: DOE

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.

Department Summary

The Grant Compliance Support Unit (GCSU) provides support to Mercy Corps’ field operations in the area of compliance with donor regulations. Our mission is to increase the level of knowledge and the availability of tools and resources to promote the highest possible standards of transparency, efficiency and donor compliance.

General Position Summary

The Subaward Compliance Senior Officer will provide support for donor regulations compliance, and in particular subaward compliance, to Mercy Corps’ field and HQ operations, including financial, program and administrative staff, to increase the level of knowledge and promote compliance with donor regulations. The Subaward Compliance Officer serves as primary support for the subaward administration and compliance function, with an emphasis on drafting compliant subaward agreements and modifications.

Essential Job Responsibilities

SUBAWARD SYSTEMS AND PROCESSES:

• With review and input from Mercy Corps’ Legal, Finance and Program Departments, develop and maintain subaward agreement and modification templates for Mercy Corps Global’s prime donors. Ensure the timely update of these templates for all new donor regulations and administrative requirements as well as new Mercy Corps policies or requirements.
• Develop and maintain a set of generic templates for small, fixed amount and in-kind subaward agreements.
• Advise Country Programs on the appropriate usage of different subaward types.
• As assigned, lead the development of program-specific subaward manuals in close coordination with the applicable program team.
• Provide guidance to country programs, International Finance (IF) and Regional Program Team (RPT) on the appropriate use of subawards versus contracts or consulting agreements. Advise the New Initiatives team or other proposal developers on the usage and implications of various partnering mechanisms in support of proposal development.
• In coordination with field and HQ staff, draft subaward agreements and modifications based on agreed procedures. Ensure subaward agreements include all relevant prime award clauses and flow down all relevant prime donor regulations. Review and confirm any proposed special award conditions with the Country Offices prior to agreement finalization.
• Ensure that any new terms and conditions incorporated by modification into Mercy Corps’ prime awards are flowed down by modification into subawards.
• Assist with negotiating subaward agreements and modifications, as needed.
• Ensure the completion of the Pre-award Assessment of Financial Responsibility and other required pre-award due diligence checks for subawards in accordance with established procedures. Monitor compliance with Mercy Corps’ ineligibility and compliance checking procedures (IC&C) for subawards and subrecipients.
• Provide periodic trainings, via webinar or in-person, on subaward requirements and procedures.
• Develop and maintain subaward monitoring tools and templates.
• Oversee process for ensuring required audits of subawards are completed. Responsible for reviewing audit reports and drafting Notifications of Management Decision regarding audit findings, in coordination with Country Programs.
• Assist Country Programs with drafting Notices of Corrective Action and subaward suspension and termination notices, as needed.
• Support subaward close-out process for US and some international subrecipients.
• Support FFATA reporting process and ensure the timely and accurate submission of all required FFATA reports. Develop and maintain written guidance related to FFATA and develop any tools or templates necessary for data collection, reporting or compliance.
• Stay up to date on new or changed donor regulations and other compliance requirements, especially focused on how they will affect subawards. Inform affected staff and update subaward documents and tools as needed for new or changed donor requirements.
• Assist with the maintenance of the Subaward Financial Management Policy. Develop and maintain all tools and templates related to the financial and regulatory aspects of subaward administration to help support and improve compliance with policies and procedures.
• Support and lead assigned MCG “Subawards in Navigator” functions.

DONOR COMPLIANCE:

• Assist with delivering finance training conferences and/or programs as assigned, including assistance with USG rules and regulations trainings, periodic webinars, regional finance conferences and the Worldwide Finance Conference.
• As assigned, assist with compliance related special projects, such as the researching of new donor requirements, supporting donor inquiries or responses, or developing compliance systems.
• As assigned, assist audit responses related to subaward issues in coordination with the GCSU, Legal and International Finance teams. Deploy to the field to assist in the gathering of documentation or to support in-country audits as needed.

OTHER**:**

• Other duties as assigned or requested.

ORGANIZATIONAL LEARNING

• As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

ACCOUNTABILITY TO BENEFICIARIES

• Mercy Corps team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

Supervisory Responsibility

None

Accountability

Reports Directly To: Interim Director of Grant Compliance, Grant Compliance Support Unit

Works Directly With: Field personnel, including Country Finance Managers, Country Directors and Program Managers; International Finance; Program Operations; Internal Audit; GPL; and HQ Accounting.

Minimum Qualifications & Transferable Skills

• BA/S or equivalent in finance or a relevant field.
• 4+ years of progressive grant management experience in a medium to large international organization, including responsibility for grant management, compliance systems, and subaward administration, is required.
• Strong knowledge of the rules and regulations governing the management of US Government grants (particularly USAID, DOS and USDA) and other donor-funded grants is required.
• Demonstrated experience and understanding of generally accepted accounting principles, financial reporting, accounting systems, budget development and administration is required.
• Effective verbal and written communication, analytical, organizational and prioritization skills as well as presentation skills are necessary.
• Employment overseas and experience working for an NGO with high levels of USAID funding is preferred.

Success Factors

Proven ability to successfully communicate concepts, procedures and objectives and initiate and maintain positive relationships with field staff, program staff and donor agencies is necessary. The ability to read, understand and interpret detailed award terms and conditions as well as maintain a detailed knowledge of the regulations will be a critical success factor. A high level of attention to detail in all aspects of his/her work is a necessity. The SCO must be able to conduct his/herself with a high degree of integrity and objectivity while also working towards an overall objective of positively promoting compliance.

Living Conditions / Environmental Conditions

Some travel (up to approximately 20%) may be required to field locations, including program locations that may include insecure or harsh environments. Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/STA to a field posting. Staff are expected to conduct themselves in a professional manner and respect local laws, customs and MC’s policies, procedures, and values at all times and in all in-country venues.

Fostering a diverse and open workplace is an important part of Mercy Corps’ vision. Mercy Corps is an Equal Opportunity Employer regardless of background. We are committed to creating an inclusive environment.

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 and have signed on to the Interagency Misconduct Disclosure Scheme. 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.

As a safeguarding measure, Mercy Corps screens all potential US-Based employees. Any offers of employment or continued employment are dependent on the successful completion of the screens which include, but are not limited to our Background Check and Interagency Misconduct Disclosure Scheme processes.

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.

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.

Covid-19 Vaccine Policy for US-Based Employees

Mercy Corps has determined that, in an effort to protect the health, safety, and well-being of all Mercy Corps employees working in the United States, all U.S.-based employees must be fully vaccinated for COVID-19, regardless of prior COVID-19 infection status.

This policy will be revised as needed to comply with federal, state, and local requirements, and to respond to changing guidance from public health authorities.

For new employees this requirement goes into effect within 10 business days of employment. Team members that travel are expected to comply with host-country requirements, including vaccinations. Failure to comply may impact your employment. Proof of vaccination or exemption must be provided.