SUBAWARDS ASSISTANT

Position Description

Location: Monrovia, Liberia.

Position Status Full-time, Note – This role is subject to funding.

Salary Level: 4

Current Team Member: No

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future.

Since 2002, Mercy Corps has worked alongside Liberians to build pathways out of poverty, poor governance, and economic hardship. Mercy Corps’ interventions have evolved based on the context and needs of the Liberian people. Today, we are focused on the following areas: good governance, youth employment and market systems development, renewable energy, financial inclusion, and health and nutrition. We work closely with the Government of Liberia, the private sector, civil society, international and local NGOs to implement our programs in 10 of the 15 counties of Liberia. Mercy Corps is one of the foremost development actors in Liberia implementing strategic and systems driven programming.

Department Summary

The Mercy Corps Finance Department is responsible for all financial functions in Liberia, including accounting, payments and banking, payroll, budgeting, financial reporting, and grant financial management and compliance. The Mercy Corps Finance Department ensures compliance with donor regulations as well as Mercy Corps’ internal policies and procedures. In its role as a support to the Program Department, the Finance Department provides timely reports and assistance to the Country Director and the Program team to ensure that financial resources are used efficiently and effectively.

General Position Summary

Working in the Finance Department under the direction of the ILA Finance and Subawards Manager, the Subawards Assistant will support the Finance and ILA program in subaward and archiving related matters ensure adequate internal controls are in place to mitigate risks in compliance with laws, regulations, donor requirements and Mercy Corps policies and procedures.

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Essential Job Responsibilities

SUBAWARDS

• Assist in review of partner (sub-recipient) monthly/quarterly financial reports for accuracy and

tracking against the subaward budget.

• Oversee financial forecasting, budgeting and cash flow of partners for the subaward.
• Assist in the financial monitoring visits of partners to verify that sub-awards are being managed in accordance with the terms and conditions of the subaward agreement. Identify issues and advise on possible resolutions.
• Assist in the financial close-out of subaward in accordance with the requirements of the sub-award agreement and MC subgrant procedures.
• Maintain sub-award tracking and documentation in accordance with the MC Field Finance Manual and Subaward Financial Management Policy.
• Assist in reviewing the sub award transactions (including major procurement contracts) and other documents for compliance with the subaward agreement. Identify and communicate any identified

compliance risks to the ILA Finance and Subawards Manager.

• Communicate expectations, promote accountability, and provide constructive feedback to partners on the implementation of program activities.

ACCOUNTING

• Quality Control of financial Documents for completeness and proper referencing before archiving • Responsible for cash and bank vouchers filing, statutory audit reports and other financial documents filing, and maintenance of filing system (hard copy & electronically) according to MC procedures;

Manage the Finance Archives and ensure monthly update of the Finance Archiving Index

• Under guidance of Senior/Finance Officer, submits the pension payment schedules to the pension funds, prints out the proof of submission & ensure all relevant documents and proof of remittances

are filed.

• Files all WHT tax payments, provides credit notes to the vendor and files copy of credit note signed off by a vendor.
• Assist in mail delivery at banks and other financial institutions, submission of cheques to the relevant gov. institutions for remittance of statutory returns
• As required, assist with pre-review of payment request documents using relevant checklists
• Responsible for compiling of monthly intercompany vouchers and assist with preparations of

documents for month end package.

• Assist with audit related requirements (timely document retrieval, filing after audit completion,

providing additional assistance as necessary)

• Maintains lease and rental agreement files.
• Assist with scanning, copying, printing and uploading of financial documents on relevant exchange folders.
• Assist in initial sorting and review of timesheets for accuracy of employee details, coding and

completeness of recorded time and required signatures.

• Ensure that all finance documents are properly labeled, filed and stored in a clear and easily

accessible manner following FFM.

STRATEGY & VISION

• Set direction by prioritizing and organizing actions & resources to achieve objectives and contribute to countrywide strategy development.
• Create and maintain systems ensuring effective and transparent use of financial resources for timely and informative reporting in line with donor and Mercy Corps policies and procedures.

TEAM MANAGEMENT

• Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
• Promote accountability, communicate expectations, and provide constructive feedback via regular performance reviews.
• Provide team members (new and old) with information, tools and other resources to improve

performance and reach objectives.

• Provide coverage and backstopping for Senior Finance Officer – accounting and Buchanan Finance Officer when on leave or under recruitment.
• 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.

SECURITY

• Ensure compliance with security procedures and policies as determined by country leadership.
• Proactively ensure that team members operate in a secure environment and are aware of policies.

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

NA

Accountability

Reports Directly To: ILA Finance Manager

Directly With: All program team, Finance team, and operational teams in Liberia.

Knowledge and Experience

• Two or more years of finance and subaward experience is required.
• A university degree in finance, accounting or equivalent is required.
• Good computer skills in MS Office programs, particularly Excel
• Prior experience with NGO/PVO is preferred.
• Excellent oral and written English skills.

Success Factors

The ability to interact effectively with international and national personnel is required. A demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary. A high professional standard of finance and procurement ethics as well as the willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential. The ability to take financial data and present it in meaningful financial reports is essential. The Subawards Assistant must be willing to travel to all Mercy Corps field offices and project sites for short and long term assignments.

In particular, the successful candidate will be willing to travel to the field locations based on the needs of the Mercy Corps program. This will mean sometimes staying and working in stressful environments with very basic living conditions, strictly following security protocols at all times and sometimes working long and irregular hours).

Mercy Corps team members represent the agency both during and outside work hours.

Team members 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.