Grants and Sub Grants Specialist

  • Full Time
  • Kathmandu
  • Applications have closed

Website Care Nepal


Functional Title: Grants and Sub Grants Specialist

Responsibility Level/ Grade: Central Level Staff
Department/ Project/ PN: Finance
Workstation: Central Office, Kathmandu
Kathmandu Incumbent’s Name: To Be Determined
Supervisor/ Principal Evaluator: Finance and Administration Manager

USAID Adolescent Reproductive Health (ARH) is an adolescent co-led initiative to empower girls and boys, 10-19 years and including the most marginalized, to attain their adolescent reproductive health (ARH) rights. The goal of the program is to support adolescents to reach their full potential by; ensuring they receive correct and appropriate reproductive health (RH) information and guidance to decision-making skills, creating an environment conductive to making healthy reproductive health decisions and facilitating translation of these decisions into healthy behaviors.

The Grants and Sub Grants Specialist will be responsible for Preparation of budgets, modifications, financial reporting, Sub award management, financial monitoring, capacity building of Kathmandu based partners and coordinates with province level finance, Operation officers.

R1. Enhance the financial management efficiency and capacity of consortium Partner’s Organization

  • Ensure full implementation of the financial management part of the sub grant agreement at all level of the partner organization.
  • Enhance capacity of staff as well as partners organization on the financial management including budgeting, advance management, auditing and cash management.
  • Perform Financial Capacity Assessment of the Partners.
  • Ensure timely disbursement of payment to partners.
  • Work closely with project team in the preparation of annual budget and revision for new sub agreement/ revision.
  • Ensure compliance with donor’s rules and regulations as well as the audit requirements.
  • Implement strict internal control system in coordination with the CO.
  • Year End Fiscal Year Closing in coordination of CO.
  • Maintain confidentiality of administrative and financial information as per CARE policy.
  • Perform site visit of partner’s organization for mentoring, guiding and coaching in the area of financial management to ensure efficiency.
  • Conduct periodic financial review of partner organizations as per the approved plan and submit the finding and observations report timely to supervisor & the respective program.
  • Prepare action plan in coordination with partner’s management and ensure that the partners implement the recommended action.
  • Ensures adequate communication on donor policies and procedures to all relevant staff of partners.
  • Maintain the partner’s database and share this report regularly with the Head office.
  • Maintain separate file for sub grantee and keep all the documents as required by the Sub grant Management policy.
  • Flag critical issues of partner to the supervisor/ Grant & Sub grants Manager for Senior Management attention.

R2. Role in people soft

  • Ensure that all the entries related to sub grantee’s monthly/quarterly liquidation within the portfolio are timely entered into the system considering the closing deadline.
  • Ensure that all the information mentioned in the financial report are properly reviewed in line with the programmatic achievements in consultation of the field program staff/budget holder.
  • Plan for the fund to be disbursed to the partner and make request to CO accordingly.
  • Make entries related to fund request/disbursement to the partner after proper scrutiny of the planned activities so that significant amount will not be kept for longer period in partner’s account.
  • Perform age analysis of the partner advance within the portfolio and do necessary follow up to collect the money if exceeds the limit.
  • Extract the report for the unpaid vouchers every month and check if any vouchers remain unpaid for more than 30 days.

R3. Sub Grants agreements, DDA, reporting and Financial Monitoring

  • Assess the existing template and processes followed for partner’s financial monitoring and develop relevant tools like reporting template, checklist, questionnaire for the monitoring team etc.
  • Review the sub award checklist to ensure accuracy of budget and other financial info and facilitate in sub granting procedure.
  • Ensure that partners’ expenses are liquidated in a timely manner and ensure timely disbursement of funds to the partners.
  • Support in DDA of the sub grantee and Preparation of sub grant dashboard.
  • While developing the tools, ensure that the tools developed by the Award management Solutions (AMS) department are well considered.
  • Carry out the financial monitoring of partners as per the approved plan, perform assessment of the internal control mechanism and finalize report and provide support
  • Ensure that close out monitoring visit is completed before the grants close out and all the questioned/disallowed costs if any are adjusted.
  • A follow up mechanism should be established (Remotely or site visit) in such a way that all the recommendations/actions determined because of the monitoring visit are fully implemented by all partners.
  • Ensure that the monitoring results are presented to the Senior Management Team (SMT) and Decision-Making Committee (DMC) at least on a quarterly basis with support from Director- Finance and Administration
  • Provide regular training, as relevant, to the staff of sub grantees and if required mobilize team members for on-the-job training. Support in capacity building of the sub grantees.

R4. Periodic follow up

  • All the action points out of the monitoring visit should be timely followed up.
  • All the action pints identified during DDA should be followed up.
  • All the action points identified by the program team during the monitoring visit are followed up.

R5. Coordinate and maintain liaison with partners, FO-AP, Budget Holders, Program and Program Support Team

  • Strengthen good working relationship with partner ‘s management and staffs,
  • Maintain good working relationship with FO-AP under the theme and geography.
  • Work closely with Partnership, Sub Grant and Accountability team in CO.
  • Maintain working relationship with program and program support team.

R6. Upholding CARE’s Core values and ensuring its principles

  • Link and demonstrate CARE Nepal’s core values, programming principles, strategic objects, gender equity and equality in programming and behaviors
  • Comply and exercise organizational values and culture
  • Help to promote rights and good governance
  • Responsible for gender responsive behavior in all actions and decisions

Secondary Responsibilities and Task
Primary responsibilities of other positions/ team members within the grants and sub grant monitoring unit will be secondary responsibility for this position. Supervisor/Department head will assign these secondary responsibilities as per the need and priority within the department.
Any other duties/responsibilities as per the need/priority of mission in consultation with supervisor.

Spending Authority: None
Supervision: None

Working conditions:
Based in Kathmandu with estimated 30% travel to project implementing districts.

Preferred Qualification and Experience:
Master’s Degree in Business Administration/Studies, NGO Management, Social Science and any other equivalent degree with at least 3 years of relevant experience in the area of sub grant management/ Partnership management.

Skills and knowledge:

  • Required knowledge of budgetary analysis i.e., Budget Vs Actual.
  • Excellent knowledge of budgeting principles (especially on contract management) and clear understanding of donor’s financial policies, guidelines, rules, regulations, and reporting requirement
  • Expert knowledge of audit, review, and verification techniques
  • Report writing skill along with basic formatting skill required to prepare report.
  • Communication skills including strong verbal and written language skills in both English and Nepali.
  • Interpersonal and facilitation skills.
  • Strong coordination, networking, and advocacy skills.
  • Computer skills, including knowledge of relevant software e.g., Microsoft office and others


  • Analytical thinking – Able to analyze and draw conclusions on the budget and actual data of project.
  • Initiative – Deals with situations and issues proactively and persistently.
  • Teamwork and People Management – Able to work effectively with other people within a work group
  • Writing – Able to communicate ideas and information in writing to ensure that information and messages are understood and have the desired impact
  • Communicating and sharing ideas and information – Able to present findings/recommendation and express opinions confidently.
  • Planning and organizing – Able to define work goals and objectives; develop and execute work plans; and contribute to the achievement of work group objectives.

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