The Ugandan Jobline

• Keeping up to date with changes in relevant
  CARE International policies and procedures (e.g. Grants Management policy,
  Sub grants management policy, etc) & proactively ensure relevant staff
  are made familiar with such changes;
• Work closely with the CO staff in developing
  new proposals, participate in start-up and inception meetings for new
  awards and in reviewing of grant and contract documents before signing,
• Work with CMPs in developing and signing of
  IPIAs ensuring that that the terms and conditions are understood by the CO
  team & partners;
• Ensure that Donor requirements for each project
  are fully understood and the implications for how grants and sub grants
  are managed are known by CARE staff and partners;
• Ensure that CARE Staff and Partners fully
  understand what is expected of them in managing sub grants according to
  best practice
• In charge of monitoring compliance with best
  practice (including carrying out visits to sub offices and partners and
  monitoring reporting information) and taking assertive corrective action
  as required; reporting any difficulties to the appropriate accountable
  manager
• Work with other units of Care International
  in ensuring compliance and provide link with SSC Budget and Grants Team,
• Oversees that project close out processes are
  implemented as per policy and well documented.

• Work closely with CARE Program
  Coordinators  and project  Managers in order to understand projects
  implementation plans and potential partnering requirements
• Ensuring that assessments of organizational
  capacity and due diligence have been carried out for all of CARE  Uganda’s potential & current
  partners, according to relevant policies and procedures and also occasionally
  participates directly in these assessments;
• Based on results from above assessments,
  supports program teams to make well informed, transparent and documented
  partners’ selection decisions for submission to Decision Management Team
  (DMC) approval;
• Ensures results from assessments are used to
  develop organizational capacity building plans of partners and oversee and
  document the implementation of these plans during the life of the sub
  grant;
• As member of the CO Sub grants Decision
  Management Committee, reviews that sub grant agreement  files submitted for DMC approval (e.g.
  new MOU to be signed, an amendment to be signed, etc) are complete
  (including all documents required as per policy);
• The jobholder will be managing the utilisation
  of the sub-grantee database, ensuring that Program Coordinators/Project
  Managers  are using it effectively;
  responding to requests for reports and decision-making information from
  accountable managers
• Maintain a sub grants tracker for funds
  disbursed and liquidations received. An aging analysis of the remaining
  funds should be prepared on a monthly basis

• Coordinate with Program Staff on status of
  Pipeline Projects & Prepare pipeline reports and pipeline budgets;
• In charge of the preparation of monthly grants
  and contracts Payable/Receivable Status
• Coordinate with the Finance Director and
  relevant program staff to prepare and submit all required forms to SSC for
  award and sub grants setup in the system (e.g. fund code, project ID, top
  line budgets, activity ID, etc.)
• Maintain the Pamodzi chart field for FCs,
  PIDs and AIDs up to date
• Disseminate to appropriate staff new
  FC/PID/Activity ID/ for the new awards and sub grants or any changes
  thereof
• Provide Budget Holders with detailed Monthly
  Expenditure Reports
• At the beginning of each month, prepare
  portfolio status report, highlighting grants & sub grants  that need action immediately, as well as
  in short and medium term.
• Critically examine expenditure reports with
  budget holders and provide recommendations to address under spending,
  overspending or unusual expenditure in relation to project phases.

• Review Donor Reports as specified in the
  Contract Agreements
• Ensure narrative reports and financial
  reports are compliant with donor requirements and are consistent with each
  other
• Work closely with Budget Holders and provide
  recommendation to address any donor budget overspending /under spending
• Preparation of revised budgets in close
  coordination with budget holders, as needed
• Work with internal and external auditors
  providing all required information to support audit processes

• Support Program Staff in preparing budgets
  for proposal development and ensuring these budgets cover their fair share
  of SPC;
• Support Program Staff to request FCs, PIDs
  from Shared Services Center and upload budgets in a timely manner in
  PeopleSoft;
• Liaise with Shared Service Center (SSC) on
  budgets (FC/PID/AID upload to Peoplesoft & ensure all budgets are
  prepared and uploaded into the system (PeopleSoft) in a timely manner
• Work closely with / report to RMU & SSC
  on all Grants related queries and reports
• Ensure semi-annual budget guidelines are
  disseminated to all budget holders and updated as required (e.g. to ensure
  SPC percentage is always accurate in budget guidelines)
• Prepare budget Templates and disseminate to
  all users.
• Assist and coordinate annual budget
  preparation for Restricted Projects;
• Consolidate and submit quarterly budget
  revision based on changes in quarterly work plans and pipe line
  reports  as per CARE financial
  calendar;

• Carry out (continuing refresher) training to CARE
  and partner staff to ensure all award terms and conditions are understood
  and implemented properly.
• Conduct training to Budget Holders in use of
  PeopleSoft (e.g. expenditure report extraction and use, chart of accounts,
  etc) and in general sound grants and financial management;
• Develop and oversee the roll-out of tools,
  training interventions, learning materials and other strategies which will
  improve CARE and partner staff capacity & compliance
• As mentioned under responsibility 2, plays a
  critical role in developing partners’ capacity building plans and
  overseeing progress against these plans;

• Communicating to the grants team a clear and
  exciting vision for the work of CARE and for the role of the Unit
• Ensuring that each member of the team fully
  understands the outcomes that are expected of them and that they are aware
  of best practice in their areas of technical specialism
• Ensuring that work is planned and organised
  in a way which will meet the needs of CARE staff and partners in the most
  cost effective manner possible; ensuring that team members are given
  appropriate workloads and are working efficiently
• Supporting team members to enable them to
  give of their best e.g. by encouraging and praising good performance,
  coaching, assisting staff to prevent or resolve problems, providing
  resources, tools and equipment
• Responsible for monitoring and reviewing
  performance and, in particular, conducting periodic appraisals, holding
  staff accountable for meeting success criteria and delivering any
  improvement goals which have been identified; taking decisive action in
  the case of poor performance
• Ensuring that staff are adequately trained
  and developed for their roles e.g. by analysing staff training needs,
  organising the delivery of training or coaching, coordinating the sharing
  of experience

• The ideal candidate for the Care
  International Program Quality & Learning Manager job opportunity must hold
  a BA degree in accounting /finance management  and a full professional  qualification  such as ACCA, CPA, CIMA, ICSA etc. or
  its equivalent OR a Master’s degree in a relevant qualification like
  accounting, Finance or an MBA but with bias of Finance or accounting
• A minimum of five years’ experience in
  grants, sub grants and budget management at similar level, of which at
  least three in an international NGO;
• Broad knowledge and experience with
  accounting software package People Soft. 
  Knowledge of a similar Accounting package can be an added advantage
  
• Computer literacy i.e. proficiency in
  Microsoft Office including and good skills in using financial software applications
  
• Broad knowledge and understanding of
  financial accounting, reporting, and grants, sub grants and contracts
  management processes.
• Broad knowledge and understanding of key
  donor regulations and compliance requirements (USG,EU, ECHO,DANIDA,UNFPA)
• Excellent 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
• Proven 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
• Good 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;
• Firm belief in teamwork, gender equality,
  sensitivity to HIV/AIDS, conceptual understanding of participatory
  approach and sustainable development.
• Knowledge of People Soft software is desired
• Fluency in English language and written
  communication;

• 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.
• Gender Equity and 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

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