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Budget and Grants Specialist at CARE

  • Full Time
  • Lilongwe
  • Salary: 00


CARE International is a leading humanitarian organization dedicated to fighting poverty and social injustice with a special emphasis on women and girls. CARE International is a global force and a partner of choice within a worldwide movement dedicated to ending poverty in over 100 countries. We are known everywhere for our unshakable commitment to the dignity of people. CARE partners contribute to the empowerment of the most marginalized and vulnerable rural women and girls to exercise their rights.

CARE is looking for suitably qualified person to fill the vacant position of BUDGET AND GRANTS SPECIALIST based at Country Office, Lilongwe

Position description

The Budget and Grants Specialist (BGS) will lead, manage and direct overall Grants and Contracts management function of CARE International in Malawi, providing links between program, administration, and finance teams.

The Budget and Grants Specialist will also ensure timely and accurate financial reporting to donors on main grants, ensuring that all operational aspects are in compliance with CARE Financial and Donor grant compliance regulations and budgetary requirements. The BGS will actively participate in the country office efforts to proactively seek new funding opportunities, working to ensure that program and finance teams are supported during proposal development to develop accurate budgets that contribute their fair share to the Country Office Shared Project Costs.

Specific Roles and Responsibilities

The successful candidate will be expected to perform the following specific duties:

  • Keeping up to date with changes in relevant CARE International policies and procedures (e.g. Grants Management policy etc.) & proactively ensure relevant staff are made familiar with such changes.
  • Liaise with the CO staff in developing new proposals, coordinate and participate in start-up and inception meetings for new awards and in reviewing of grant and contract documents before signing.
  • Work with CARE Member Partners in developing and signing of IPIAs ensuring that that the terms and conditions are understood by the Country Office team.
  • Ensuring that Donor requirements for each project are fully understood and the implications for how grants are managed are known by CARE staff.
  • Coordinate with Program Staff on status of Pipeline Projects & Prepare pipeline reports and pipeline budgets.
  • Preparation of Monthly grants and contracts Payable/Receivable Status and ensure follow up is made with donors on overdue donor balances.
  • Coordinate with the Financial Controller and relevant program staff to prepare and submit all required forms to SSC for award and sub grants setup in the system (e.g. fund code, project ID, top line budgets, activity ID, etc.).
  • Disseminate to appropriate staff new Fund Codes/Project ID/Activity ID/ for the new awards and sub grants or any changes thereof.
  • Review Donor Reports as specified in the Contract Agreements.
  • Ensure narrative reports and financial reports are compliant with donor requirements and are consistent with each other.
  • Liaise with Budget Holders and provide recommendation to address any donor budget overspending /under spending.
  • Assist Program Staff in preparing budgets for proposal development and ensuring these budgets cover their fair share of SPC.
  • Support Program Staff to request FCs, PIDs from Shared Services Centre and upload budgets in a timely manner in PeopleSoft.
  • Liaise with Shared Service Centre (SSC) on budgets (FC/PID/AID upload to Peoplesoft & ensure all budgets are prepared and uploaded into the system (PeopleSoft) in a timely manner.
  • Conduct training to Budget Holders in use of PeopleSoft (e.g. expenditure report extraction and use, chart of accounts, etc.) and in general sound grants and financial management.

Minimum Required Qualifications, skills and relevant work experience

  • At least a Bachelor’s Degree in Accounting /Finance Management and a full professional qualification such as ACCA, CPA, CIMA, ICSA etc. or its equivalent or an MBA but with bias of Finance or accounting with at least 5 years of relevant professional experience.
  • At least 5 years’ experience in grant and Contracts Management, sub grants and budget management at similar level, of which at least three in an international NGO.
  • Proficiency in Microsoft Office including and good skills in using financial software applications.
  • Fluency in English language and written communication.
  • Thorough understanding of financial accounting, reporting, and grants, sub grants and contracts management processes.
  • Solid knowledge of Key donor regulations and compliance requirements (USG, EU, ECHO, UN, DFID,).
  • Solid Analytical and problem solving, financial trouble shooting and audit experience.
  • Excellent people management skills and interpersonal skills including the ability to develop harmonious teams in a cross-cultural context.
  • Demonstrated ability to plan and monitor workflows and performance in a complex environment.
  • Ability to produce high quality work and balance competing priorities within demanding timeframes.
  • Good understanding of fund accounting and financial analysis.

Method Of Application

Applicants who meet the required qualifications and experience should send their applications through email to [email protected] addressed to the attention of:

The Country Director
CARE Malawi
P/Bag A89

Closing date for receipt of applications is 30 May 2024. Only short-listed candidates will be contacted.
CARE has zero tolerance to sexual exploitation and abuse and has a Protection from Sexual Exploitation and Abuse (PSEA) Policy which outlines expected behaviors and responsibilities of all staff and CARE related personnel (consultants, vendors, partners, project participants, etc.). All potential candidates will be required to complete a Self-Declaration Form and those successful will be expected to sign up to the Code of Behavior contained in the PSEA Policy.

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