Subaward Officer

  • Full Time
  • Jumla

Website Mercy Corps


Subaward Officer

Employment Type: Full-time
Salary Grade: O1
Job Location: Jumla, Nepal

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future. Mercy Corps has been operating in Nepal since 2005, implementing programs in food security, agriculture, market development, financial services, girl’s education, climate change adaptation and disaster risk reduction. We take a systems-based approach in our programming, with the aim of improving the lives and potential of vulnerable individuals and communities across Nepal.

Program / Department Summary

Mercy Corps Nepal has been implementing BHAKARI program funded by USAID’s Bureau for Humanitarian Affairs since October 1, 2020 with a goal to enhance food and nutrition security, reduce future humanitarian caseload, and improve the resilience of communities to recurrent shocks in 6 districts (Mugu, Jumla, Kalikot, Surkhet, Achham and Dailekh, with cluster hubs in Surkhet and Jumla) in the Karnali River Basin area. The Bhakari program is somewhat built upon many of the successes of the Nepal team’s previous Food for Peace program which ended in January 2020, the PAHAL program, but with some new districts and a much heavier emphasis on emergency response. It includes program components of agriculture and market systems, disaster risk reduction, water for productive use, natural resources management, and a large emphasis on a gender and social inclusion approach, all with a highly integrated multi-sectoral approach.

General Position Summary

Working under the supervision of the Partnership Manager the Subaward Officer oversees and monitors subaward partners in their cluster/field office area including facilitating and tracking of cash disbursements, partner financial reporting, conducting financial monitoring of partners and ensuring proper financial close out of all Subawards. They are responsible for promoting the understanding of and compliance by partners with subaward agreement conditions. The Subaward Officer will also build the financial capacity of the partner to properly account for and report on the use of the subaward funds.

Essential Job Responsibilities

  • Review partner (sub-recipient) monthly/quarterly financial reports for accuracy and tracking against the subaward budget.
  • Assist partners in the financial system set up their subaward and provide guidance in operating the financial system effectively and generating the required financial reports for the subaward.
  • Oversee financial forecasting, budgeting and cash flow of partners for the subaward.
  • Work continuously to improve the financial management capacity of both finance and non-finance staff of local partners. Orient program staff on techniques/tools that can be used to ensure a reasonable and realistic planning/budgeting process for the subaward.
  • Conduct financial monitoring visits of partners to verify that sub-awards are being managed in accordance with the terms and conditions of the subaward agreement.
  • Identify issues and advise on possible resolutions. Follow up on prior monitoring visit findings to ensure recommendations are being adopted and corrective actions taken by the partner in a timely manner.
  • Monitor subaward expenditure of local partners and coordinate with the Partnership Manager for any required subaward modifications.
  • Assist in preparing required policies & procedures related to sub-award management and orient program staff.
  • Responsible for financial close-out of subaward in accordance with the requirements of the sub-award agreement and MC subgrant procedures.
  • Provide technical backstopping to local partners on effective financial & compliance management and arrange capacity building training as required &relevant. Identify and communicate compliance risks associated with program implementation.
  • Maintain sub-award tracking and documentation in accordance with the MC Field Finance Manual and Subaward Financial Management Policy.
  • Review sub-award transactions (including major procurement contracts) another documents for compliance with the subaward agreement. Identify and communicate any identified compliance risks to the Partnerships Manager. Prepare and maintain internal compliance-related reports.
  • Coordinate with MC program/technical staff to effectively plan and provide technical assistance to partners, and closely monitor implementation of their activities in accordance with the objectives of the BHAKARI program.
  • Communicate expectations, promote accountability, and provide constructive feedback to partners on the implementation of program activities.


  • Ensure compliance with security procedures and policies as determined by country leadership.
  • Proactively ensure that team members and community operate in a secure environment and are aware of policies.


  • Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants and to international standards guiding international relief and development work, while actively engaging participating communities as equal partners in the design, monitoring and evaluation of our field projects.
  • Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC’s policies, procedures, and values at all times and in all in-country venues.


  • Mercy Corps as a humanitarian agency is expected to respond as and when crisis and humanitarian situation engulfs. As an MC employee all staff are expected to be part of humanitarian and emergency response in addition to their regular roles and responsibilities.
  • Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
  • Conduct themselves both professionally and personally in such a manner as to bring credit to Mercy Corps and not to jeopardize its humanitarian mission.
  • Other duties as assigned by his/her supervisor and or Country Director.

Supervisory Responsibility
Supervisory Responsibility: N/A

Accountability: Partnership Manager, Director of Finance & Compliance, Position Description; National Staff Policy Handbook; Code of conduct and Mercy Corps policy and procedures.

Reports Directly to: Partnership Manager

Works Directly with: Finance and Compliance Director (with authority for technical financial and compliance matters), Chief of Party, Cluster Coordinator, Program Leads, Sub award Officer-Surkhet Cluster, Director of Programs, Partner Organizations, other support team members.

Knowledge and Experience

  • Bachelors’ degree in Accounting, Business / Finance Management, or other related disciplines.
  • At least 2 years of relevant experience in administering small grants in an international/local environment.
  • A solid understanding of financial and procurement organizational systems and procedures.
  • Experience in subaward design, negotiation, and administration is required
    Prior experience with USAID funded projects and knowledge of USAID grant conditions is preferred.
  • Effective verbal and written communication, multi-tasking, organizational, and prioritization skills are necessary.
  • Strong analytical, communication and organizational skills with attention to detail.
  • Ability to work effectively with an ethnically diverse team in a sensitive environment

Success Factors

The Subawards Officer will have demonstrated ability to lead and communicate effectively with team members of varied work styles, follow procedures, and meet deadlines with flexibility and creativity in planning and problem solving and a proven ability to learn quickly, take initiative, and be accountable for results. They will be able to understand the larger picture while remaining focused on the details. They will have the ability to work independently and as part of a team, a knowledge of procurement and tendering and a curiosity about and sensitivity to new cultures are all essential.

The most successful staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development.

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact. We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct e-learning courses upon hire and on an annual basis.

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