As part of the Award Management Team sitting under the Impact & Resource Mobilization Department and working in close partnership with the Business Development, Technical, Research and Advocacy Teams, the Award Management Senior Officer (AMSO) will manage the financial aspects of the grants and contracts executed directly from the US Office (Washington DC and New York). The AMSO will ensure donor and contract compliance for the specified portfolio of US Government and US-Based Institution Awards as well as all Research Awards and provide technical support to the Country, Regional and US offices, Network members, and Sub-recipients with the financial aspects of the awards execution. This position reports directly to the Award Management Team Leader for the Global Awards portfolio.
The Award Management Senior Officer:
Purpose: Applies accounting concepts to manage the financial aspect of the Awards administrated by the US office.
Engagement: Communicates with internal and external stakeholders ensuring proper finance management and compliance with funding agencies regulations. Acts as an advisor to the Award Management Team Leader of Global Portfolio and to other Departments and Country Programs.
Delivery: Assesses effectiveness of programs, systems, and procedures providing substantial input to the development of forecast, casting of activities, and budgets.
Essential Job Duties
Securing Public and Private Resource Development
- Support country-specific proposal development as requested (support cost coordinator, review budget narrative and budgets, etc.); provide feedback to Country Offices and relevant stakeholders; incorporate reviewer feedback into proposal documents;
- Manage the process of developing and submitting cost proposals in collaboration with the Business Development, Technical, Research and Advocacy Teams, and sub-recipients; ensures proposal budgets are properly assembled using donor templates;
- Draft sections of proposals (budget narrative, reps and certs, etc.) as assigned;
Monitor and Manage Award Portfolio
- Work collaboratively with Country Offices, Action Against Hunger US offices, other network members, and relevant partners and sub-recipients. Serve as main point of contact on assigned awards for Country Offices and Action Against Hunger US stakeholders (i.e., TA providers, program officers, other Business Teams, Finance, Grants and Contracts, HR, etc.);
- Act as key point of contact (as needed) for donor on resources provided to Action Against Hunger and ensure timely and effective communications to donors on matters related to their resources;
- Work with Finance and relevant technical staff leads to monitor rate of spending in Country and Action Against Hunger US offices including charges such as personnel, travel, consultancy, sub-award agreements, and troubleshoot and escalate as needed; regularly update Team Leader for Global Awards on the progress of the designated portfolio of awards;
- Work with Country Offices and Finance to monitor match reporting when required by donor;
- Work with Country Offices and Finance to ensure expense charges are allowable, allocable and reasonable; and follow up to ensure errors are corrected;
- Assist with budget planning and monitor monthly budget versus actual expenditures; compile and analyze annual and budget submissions;
- Ensure all donor communications, requests, amendments, etc. are communicated effectively and quickly to the relevant Country and Action Against Hunger US offices and recorded/stored for future reference;
- Track and monitor project-specific Level of effort (LOE) reporting as needed for awards in his/her portfolio and/or departmental sharing of LOE as directed;
- Support Action Against Hunger USA to maintain knowledge management systems (ensuring award files are kept up to date in consistent manner to support backstopping and handover); Maintain award information in the Navigator system (e.g. award recognition, receivables, etc.);
- Monitor award implementation, reporting and procurements to ensure donor compliance; Prepare Draw-Down Requests for federal awards and invoices for non-federal awards;
- Estimate the annual revenues and costs for Action Against Hunger USA organizational budget for the defined portfolio of grants;
- Support the development of and manage sub-award agreements to Country Offices, Action Against Hunger US offices, other network members or partners as needed, including wire transfers and ad hoc support;
- Reconcile sub-recipient financial reports and regularly enters sub-recipient expenditures into Navigator system; Review and validate cash requests from sub-recipients;
- Assure compliance with Action Against Hunger USA’s sub-recipient monitoring policies;
- Facilitate communication and ensure timely, accurate reporting to donors;
- Review interim and final donor reports (including but not limited to Standard Form 425 for U.S. Government awards) for assigned grants and contracts for which Action Against Hunger USA is prime or sub-recipient of funds;
- Coordinate response to donor queries when needed (e.g. requests for financial information, pipeline analysis, etc.);
- Ensure completion of Action Against Hunger USA Closeout checklists and that awards in the awards management system and financial system are closed/deactivated;
- Assist the annual audit and any single audits for the designated portfolio of awards and contracts (e.g. the preparation/review of financial reports, inputs on the TRNA and Grants Receivable schedules…)
Supervisory Responsibility: Not applicable
Gender Equality Commitments
- Foster an environment that supports values of women and men, and equal access to information.
- Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.
- Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion. race, color, ancestry, national origin, age, or marital status.
- Value and respect all cultures.
Working Conditions/Environment , Travel, Physical Demands
- The duties of the job require regular attendance at least 5 days/week. The AMSO must be available to work outside normal office hours or on the weekends as required.
- The AMSO must be able to travel as required for standard domestic and international business purposes. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well as to infectious diseases.
- Bachelor’s degree or equivalent in accounting or relevant field.
Skills & Experience:
- At least 5 years working in grants and contracts financial management and/or relevant experience (USAID/FCDO/EU funded projects is preferred).
- Knowledge and experience with the US Government Office of Management and Budget's (OMB) Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (commonly called "Uniform Guidance") governing USAID (BHA) and State Department (PRM) grants is required, and knowledge experience with the Federal Acquisition Regulation (FAR) is preferred.
- Familiar with budget preparation and analysis, financial reporting preparation and presentation, and the proven ability to translate technical financial data into informative reports.
- Experience and understanding of generally accepted accounting principles, financial reporting, accounting systems, and budget development and administration is required.
- Demonstrable knowledge of rules, regulations and donor policies governing the compliance / regulatory management of awards from US Government, FCDO, EU, ECHO, UN and other agencies.
- Expertise with MS Office, especially Excel and ERP software is required.
- Ability to work in a fast-paced environment being able to adapt to various situations prioritizing multiple work assignments simultaneously.
- Strong organizational skills and detail-oriented at the same time.
- Excellent interpersonal skills.
- Genuine interest in and commitment to the humanitarian principles of Action Against Hunger.
- Must be authorized to work in the US if not US citizen.