Deputy Finance Manager – Grants and Compliance

About Catholic Relief Services: Catholic Relief Services (CRS) carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. Our Catholic identity is at the heart of our mission and operations. We welcome as a part of our staff and as partners people of all faiths and secular traditions who share our values and our commitment to serving those in need. CRS has worked in Uganda since 1965, initially providing emergency assistance to Sudanese refugees living in the north. Over the years, CRS has expanded its programming to address needs across the country. CRS’ projects in Uganda currently include agriculture and value chain, landscape restoration and climate change adaption, health and health systems strengthening, microfinance, and DRR, humanitarian response and recovery. CRS Uganda implements its programs through partnerships with other organizations, including the Catholic Church, faith-based organizations, international and Ugandan NGOs, government ministries, private sector companies and academia, for maximum impact and sustainability. CRS Uganda employs around 180 staff and has its main office in Kampala, with sub-offices in Moroto, Yumbe, and Kikuube districts. With our more than 30 partners, we served over 1m Ugandans in 2021.

Job Summary: The Deputy Finance Manager will provide overall management of sub-grants, trainings in program and financial management, offer support to local implementing partners on sub-grant management and assist in reviewing subgrants agreements. S/he will ensure compliance to regulations, accepted accounting practices and manage partner cash advances and liquidations. The position will build the partners’ capacity to ensure improved compliance with donor requirements and to manage the grant. S/he will assist the partners in the budget development process and perform budget analysis duties as assigned by the Finance Manager. S/he assists in the interpretation of USAID and other donor regulations for local partners and Grants and Compliance Officers. S/he coordinates the assessment and identification of needs for training in compliance, budgeting and financial management and their implementation.

Job Roles and Responsibilities: Grants Management & Compliance:

1. Serve as the partner point of contact on grant management and compliance issues.
2. Assist with the preparation of standard grant agreements for partners and maintain individual partner files.
3. Ensure the maintenance of all files, records and documents relating to the project.
4. Coordinate the development and implementation of grant management capacity building activities such as trainings at partner level.
5. Regularly monitor all local partners’ capacity in meeting grant reporting and compliance regulations, report the findings to the Finance Manager and initiate corrective measures.
6. Supervise the financial monitoring of sub recipients and approve Monitoring Visit Reports.
7. Assist in coordination of meetings/trainings related to grant reporting and compliance
8. Regularly monitor the capacity of grants and compliance officers to monitor and comply with regulations and initiate steps to improve the same.

Budgeting:

1. Lead preparation of proposal budgets.
2. Review partners’ budgets and provide comments/recommend approval by Finance Manager.
3. Monitor partner budgets and expenses at least monthly and compare actual expenditure against cash forecast to ensure adequate cash holding partner level.
4. Assist the Finance Manager to build the capacity of Grants Officers to support part ers on budgeting

Partners’ Financial Support:

1. Ensure that the Grants Officers provide direct technical support in all aspects of finance for Partners.
2. Regularly monitor and assess each partners’ ability to accurately record and post all financial transactions and provide feedback to Grants Officers and partners.
3. Advise on GAAP and basic accounting records to be maintained at partners.
4. Identify partners’ training needs and recommend to the Finance Manager training curriculum to address the needs. Internal Control Assessments and Site Visits:
5. Conduct together with Grants Officers partner financial management assessment using CRS Internal Control and Monitoring/ information gathering tools, as required.
6. Regularly visit the partner to monitor the performance of partner finance officers and provide support.

Internal Control Improvement Plan:

1. Schedule, track and ensure completion of assessments of all sub-recipients as per SRFM policy
2. Ensure all assessments and partner documents are posted on Gateway
3. Ensure sub-recipients complete an ICIP and submit it to CRS before/by due date
4. Conduct review and work with SR to revise ICIP as necessary
5. Ensure monitoring to subs are done as per timetable which is prepared based on SRFM
6. Provide targeted and customized follow-up support and assistance to 3-4 priority subs in order to implement and complete ICIP.
7. Provide follow-up support and assistance to other subs as requested.

Financial management:

1. Ensure that advances to partners are liquidated in a timely manner.
2. Render support in the review of liquidation reports and partner advances within the sub-grant budgets ensuring that all liquidations are processed according to grant and CRS guidelines.
3. Ensure that all project assets with partners are verified and reconciled on a regular basis.
4. Maintain and track sub-recipient agreements and amendments, obligated amounts and update grant files.
5. Ensure that partners with inadequate internal controls provide support documentation as required by the SRFMP

Staff management:

1. Lead, direct, mentor and coach Grants Officers.
2. Assist in setting annual grants and compliance targets and ensure that specific tasks are built in every grants staff performance plan.
3. Motivate, develop, coach, and appraise subordinate staff in accordance with CRS Performance Management System (PMS) and Catholic Social Teachings (CST)

Typical Background, Experience & Requirements: Education and Experience: • Suitable candidates will hold a bachelor’s degree in Finance, Administration or Accounting, MBA preferred. • At least five years’ experience working with a large NGO, of which three years managing subgrants, especially USG. • Sound coordination skills and a demonstrated ability to multi-task. Strong personnel management, administrative and financial skills. Ability to review and analyze partner budgets. • Strong diplomatic skills and proven ability to work in a multi-partner program. • Proven experience in building, strengthening, and sustaining management and financial capacity. • Excellent English language oral and written communication skills. Proficiency in Microsoft Office suite, including Word, Excel,

PowerPoint, and Outlook. • Excellent interpersonal, oral, and written communication and negotiation sills. Fluent written and spoken English. • Extremely flexible and have the ability to cope with stressful situations. Ability to maintain performance expectations and strong working relationships. • Past experience with and enthusiasm for on-the-job training. • Computer literacy skills i.e., Knowledge of Microsoft Office software (Word, Excel, Outlook, and Internet) required. • Desire to work effectively in a team, oriented environment. • All CRS staff should possess the following values: Serves with Integrity, Models Stewardship, Cultivates Constructive Relationships and Promotes Learning. • Ability to travel within rural Uganda.

Required Languages – English fluency, including excellent oral and written skills, required

Key Working Relationships:

Internal: Head of Operations, Finance Manager, Finance Staff, Program staff External: Partners

Agency-Wide Competencies (for all CRS staff) These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results. • Integrity • Continuous Improvement & Innovation • Builds Relationships • Develops Talent • Strategic Mindset • Accountability & Stewardship

DISCLAIMER CLAUSE: This job description is not an exhaustive list of skills, effort, duties and responsibilities associated with the position. Our Catholic identity is at the heart of our mission and operations. Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. We welcome as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need. CRS’ processes and policies reflect our commitment to protecting children and vulnerable adults from abuse and exploitation By applying to this job, I understand and acknowledge that CRS requires its staff to treat all people with dignity and respect and to actively prevent harassment, abuse, exploitation, and human trafficking. Further, I understand that if I am a successful candidate, I will be subject to a comprehensive background check, and my personal/professional references will be asked to evaluate my behaviors related to the above safeguarding related topics.

CRS is an Equal Opportunity Employer