SUB AGREEMENTS OFFICER - 2 POSITIONS

CARE is a leading humanitarian organization dedicated to fighting poverty and social injustice with a special emphasis on women and girls. CARE Tanzania is part of CARE. With the vision to seek a world of hope, tolerance, and social justice, where poverty has been overcome and people live in dignity and security. CARE International is a global force and a partner of choice within a worldwide movement dedicated to ending poverty. We are known everywhere for our unshakable commitment to the dignity of people. CARE Tanzania and partners contribute to the empowerment of the most marginalized and vulnerable rural women and girls to exercise their rights.

Job Summary
CARE Tanzania is implementing the Pesa Kwa Wote Program (PKW) to extend financial services to the rural poor population using Village Savings and Loans (VSL) methodology. The proposed program will be for four and a half years. The basic function of the position is monitoring of sub-grants and Partner Organizations for PKW to ensure compliance with sub-agreements and CARE Tanzania sub-agreement chapter. The sub-grant officer is also responsible for tracking sub-grants and sub-grantees requirements and for maintaining all sub-grant files in accordance with sub-agreement chapter requirements. Other functions are facilitating and supporting the sub-grantees on sub grants management and financial reporting, facilitating capacity building trainings and providing assistance in the budget preparation and tracking. Other functions will include advising his/her Supervisor regarding strategic steps for realizing the program initiative’s goal.

S/he is expected to maintain effective working relationships with other CARE staff working with other CARE program initiatives and impact groups.

Key Responsibilities and Tasks

Job Responsibility #1: Sub Grants management
65 % time
• Conduct due diligence and other pre-award assessments as required by CARE Tanzania Sub-Agreement Chapter.
• Review budgets requested by sub-grantees in their proposals and financial reports submitted by sub-grantees and follow up timely submission of partner’s quarterly liquidation for grants.
• Work with the finance department to maintain proper and accurate records on partner’s disbursed funds and liquidated expenses.
• Validate partner’s grant expenditure and assist them to prepare accurate financial reports.
• Review sub-grantee financial reports for correctness and completeness and ensure that reports are submitted on time.
• Provide training on grants management and financial management to partners in order to enhance their capacity.
• Track the sub-grantee outstanding advances, expenditures and disbursements and ensure recovery of unspent advances or disallowed expenditures happens on time.
• Prepare sub-grant manual sub-ledgers and reconcile to PeopleSoft sub-ledgers.
• Process disbursement of funds to sub-grantees to facilitate timely implementation of their projects.
• Maintain all sub-grantees’ files and ensure are in compliance with sub-agreement chapter requirements.
• Work with Sub-agreements Manager to develop a simple grants monitoring and evaluation tools in accordance with CARE/Donor regulations.
• Follow up on all sub-grant compliance issues and audits and document resolutions.
• Facilitate audits by providing logistical support to CARE internal auditor or external auditor to the programme and implementing partners.
• Participate in audit and evaluation process for the programme
• Assist in sub-grant close-outs ensuring that all requirements of sub-agreement chapter have been met and that sub-grant funds have been properly settled.
Job Responsibility #2: Administrative and Logistics Support
15% of time
• Inform supervisor timely on any issue that need attention by him/her during implementation.
• Maintain program initiative’s contract with the donor and sub-agreements with implementing sub-grantees
• Provide relevant facilitation and logistics preparations to all meetings or trainings.
• Prepare all programme documents, filing and storing them in relevant files.
• Follow up procurement of program initiative requests.

Job Responsibility # 3: Support Program Initiative implementation
15% of time
• Participating in stakeholders’ program workshops to implementing CSOs and in follow up/review meetings.
• Represent CARE Tanzania at workshops, meetings or seminars relevant to the programme as requested by the supervisor of this position.

Job Responsibility # 4: Promote Gender Equality (including)
All the time
• Practice a behaviour that is consistent with CARE’s core values and promotion of gender and diversity goals.

Job Responsibility # 5: Perform Other Duties as Assigned (including) 5% of time

• When applicable, participate in emergency response and recovery efforts in the event of an emergency in his/her program area.
• Keep up to date with developments in assigned technical/functional area, including best practice examples and ensure ongoing personal development and learning.

Problem Solving

Two levels of decision making will be applied. Mostly Level 1 and occasionally level 2. What has to be done and how to do it are clearly defined, and the incumbent will face identical or similar problems on a regular basis,
Examples of level 1 decisions include:
• Most of the decisions use template already prepared and CARE grants advance policies and regulations. Examples in level one include reviewing partner’s financial reports.
• Soliciting sub-grantees to submit financial reports with relevant original supporting documents on time for review.
• Filing documents.
• Dispatching/disseminating information to partners.

Examples of Level 2 decisions include:
• Correcting the partners’ documents submitted to CARE.
• Ascertaining unapproved partner’s expenditures and making decision while in the field.

Qualifications (Know-How)

Education/Training
Required
• A Degree in Business Administration/Finance/Accountancy/Commerce; Extensive knowledge of sub-grants management will be an asset;

Experience
Required
• A minimum of 5 years experience working as sub grants officer;
• Experience in working with the iNGO/local/central government in a similar position.

Technical Skills
Required
• Personal integrity living up to CARE Tanzania’s core values of commitment, accountability, respect, effectiveness and diversity;
• Ability to work and communicate with a range of stakeholders including policymakers and government officials, NGOs, community representatives;
• Strong ability to engage with communities and capability in being proactive to organize community activities using community mobilization methodologies and practices
• Knowledge and understanding of gender analysis in rural communities
• A high level of individual initiative, planning and good judgment. High competency in database and using/applying analytical software;
• Conversant with adult learning methodology with excellent ability to build capacity;
• Demonstrated ability to make judgment calls and decisions with respect to monitoring and evaluation activities, within delegated authority, that impact significantly;
• Good monitoring skills
• Concentration, accuracy and attention to details are required.
• Excellent written and oral communication skills, with a fluent writing style and good knowledge and practical use of both English and Kiswahili Solid report-writing skills
• Solid report-writing skills
• Computer literacy with excellent knowledge of Microsoft Suite;
• Ability to thrive in team environments, with a strong understanding of diversity and other cultures

Competencies
• Excellence: Sets high standards of performance for self and/or others; successfully completes assignments; sets standards of excellence rather than having standards imposed; ensures interactions and transactions are ethical and convey integrity.
• Respect: Behaves 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.
• Diversity: Promotes, values and respects each individual’s unique qualities, background, race, culture, age, gender, disability, values, lifestyle, perspectives or interests; creates and maintains a work environment that promotes diversity.
• Integrity: Maintains social, ethical, and organizational norms; firmly adheres to codes of conduct and ethical principles inherent to CARE.
• Planning and Organizing: Establishes courses of action for self and others to ensure that work is completed efficiently and effectively in accordance with CARE’s core values.
• Communicating with Impact: Diplomatically, logically and clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the recipient / audience and helps them understand and retain their message.
• Strengthening Partnerships: Identifying and utilizing opportunities within and outside of CARE Tanzania to develop effective strategic relationships between one’s area and other areas/departments/units or external organizations to achieve CARE’s objectives.
• Adaptability: Effectively manages changing environments in the organization; maintains effectiveness when dealing with multiple and conflicting priorities across different cultural settings or during emergency and crisis situations.
• Initiating Action: Takes prompt action to accomplish objectives; takes decisive action to achieve goals in times of uncertainty or in fluid contexts; is proactive.
• Building Commitment: Uses appropriate interpersonal styles and techniques to gain acceptance of ideas or plans; modifies one’s own behavior to accommodate tasks, situations, and individuals involved.
• Contribute to Team Success: Actively participates as a member of a team or work unit to move the team/unit toward the completion of shared goals.


Our diversity is our strength; we encourage people from all backgrounds and experiences, particularly women, to apply

APPLICATION INSTRUCTIONS:

Apply through hrm@co.care.org to Country Director by 14 May 2014 with a motivation letter, detailed CV with 3 Referees

Apply before: 14 May 2014