Position: Partnership Support Coordinator (National Position)

Job location: Gulu Office

Starting date: October 2024

Vacancy closing date: 26th September 2024

Duration position: 1 year renewable contract

Working hours: Fulltime (40 hours per week) – 50% field

About ZOA

We are here for people who have lost everything due to armed conflict or natural disaster.

ZOA, as an international NGO, supports people who have lost everything due to armed conflict or natural disaster. Together, we can come to their aid in emergencies and remain faithful to communities as they recover – providing new opportunities for them to help themselves again. The work of ZOA is coordinated from the Netherlands. We are active in multiple countries in Africa, South America, the Middle East Region, and Asia. We work with approximately 900 employees worldwide and with (local) partners. We invite you to join our team of committed colleagues.

Our work in Uganda

In Uganda, ZOA has offices in Kampala, West Nile (Arua), Acholi (Gulu), and Karamoja (Amudat). ZOA Uganda works both in relief and recovery on the themes of food security & livelihoods, education, and conflict management with a special focus on land Rights.

ZOA Uganda is looking for a Partnership Support Coordinator to be based in Gulu Office.

Your challenge

The Partnership Support Coordinator will work with the operations team under the direction of the MoO/FM, the Partner Support Coordinator will work closely with Partners to ensure exhaustive financial reporting in compliance with donor and ZOA policies and procedures.

Your main tasks and responsibilities

Subgrant Management

• Manage partner relations with various project partners in (Acholi region and West Nile), including
• Responsible for inductions for new finance staff on the field locations, and continuous training on partnership support.
• Work independently to support the process of sub granting, including:
  • Review of Partner Pre-award assessment as per ZOA Subaward procedures.
  • Provide technical input in the preparation of Partner agreements to ensure that agreements are in compliance with donor requirements
  • Review of partner budgets
  • Review for the preparation of the supporting document matrix.
  • Review during the financial reporting phase, follow up on issues and find solutions.
  • Provide support on payment procedures and alternatives.
  • Attend partner kick off and close out meetings.
• Monitor timely submission of partner financial reports and payment requests and provide information to Finance Manager on submissions and delays.
• Ensure Partner balances UpToDate and accurate as a monitoring tool for wider use and provide monthly reports to Finance Manager using this tool. Provide financial review for partner payments in line with the AAM financial review authority.
• Ensure the ZOA team follows partnership compliance processes and guidelines, and are issuing, managing and monitoring sub-awards in accordance with sub-grant regulations.
• Provide leadership on changes and updates to the partnership compliance process as needed.
• Participate in the design of sub-grant calls for proposals, including publication of the call as appropriate, and participation in review committee.
• Provide leadership on implementation of the sub-granting process in accordance with sub-granting procedures, clearly defining and communicating steps for selecting, negotiating and awarding sub-grants.
• Review due diligence documents and sub-award budgets for completeness, cost realism and eligibility, and compliance with sub-grant requirements; Select/develop the sub-grant agreement type; prepare the sub-grant agreement and modifications to sub-grants as required; Financially review sub-award payments and ensure sub-award tracking is up to date.
• Approve sub-award financial close-outs, including ensuring that all requirements of the sub-award agreement have been met and that sub-award funds have been properly settled.
• Support Finance Manager to update the partnership compliance process as needed.
• Travel regularly to other locations to manage, support and train team members in all locations.

Compliance

• Perform subgrantee site monitoring visits as per monitoring plan and provide report to Finance manager.
• Review of the subgrant financial files (subgrant file and financial reports files) in compliance with ZOA Filing procedures.
• Assist the Finance Manager with Subaward audit process, including supporting the partner through the process.
• Ensure dissemination of knowledge within staff of ZOA process and procedures, including subgrant manual, field finance manual, procurement manual and any additional local policies (National Staff Policy Handbook, cash management, local travel, etc),
• Review partner procurement and program transactions, contracts and other documents for compliance requirements and ensure these requirements are met and provide compliance guidance and consultations to sub-awards.

Financial Management

• Ensure effective budget management with regards to sub-grant budgets and forecasts, including current grants and new proposals (work with Programs Teams and Finance department).
• Review grant BvAs (sub-grant information) as required, and review schedule of fund transfers and phased budgets are in place for all partners.
• Review cash flow requirements relating to sub-grant payments, and coordinate with the Finance department to ensure effective cash flow monitoring, efficient transfer of funds to sub-awards, and smooth implementation of ZOA programs
• Provide leadership on maintenance and cultivation of relationships with current and future transfer providers, including preparation or review due diligence for future transfer providers.
• Prepare schedule of fund transfers to partners for review by FM/MoO, to provide to Finance department. Coordinate with Finance department to ensure efficient transfer of funds to subrecipients.
• Work with Programs Teams and Finance department (Finance Managers) to ensure effective budget management with regards to subrecipient budgets and forecasts.
• Ensure schedules of fund transfers and phased budgets are in place for all partners.
• Coordinate with Finance department (Finance Managers) with regards to donor compliance and audits.
• Support the Finance Team on new proposals (providing sub grant budget information) as required

Coordination and Representation

• Participate in sharing best practices with NGOs and governmental agencies working in similar environment.
• Coordinate with Kampala finance teams as required, for payments, forecasts, donor compliance, etc.

Capacity Development

Manages the capacity development financial and operations components, including:

• Participates in Partner proposal development meeting and responsible for working with the partner to identify priorities for financial capacity development.
• Manage the relevant partnership finance officer to complete the pre-award assessment of partners and lead additional assessment meeting with the partner to assess partner’s current strengths, areas of improvements and priorities for financial capacity building and operations capacity building.
• Responsible for implementation of the capacity development plans (finance and operations topics) with the relevant partnership finance officer.
• Follows up on financial capacity development plan effectiveness and participates in lessons learned sessions. Creates actionable items for future improvement for both ZOA team and partners.

Accountability

• Sensitize all stakeholders (beneficiaries, service providers, partners, government and other) on feedback and complaint mechanisms implemented by ZOA Uganda
• Upon receipt of a complaint or feedback, ensure that it is correctly documented following correct reporting procedures
• Understand ZOA’s code of conduct and safeguarding policies, ensure adherence to these policies and that project activities are implemented with a “Do No Harm” approach

Your profile

Identity

• The candidate is expected to fully support the vision, mission and Christian values 0f ZOA (see https://www.zoa-international.com/corporate-identity)

Knowledge & Experience:

• Degree in Accounting/Finance. Full/partial CPA, ACCA or equivalent professional association preferred.
• 8+years’ experience in grants and financial management and accounting and 3+year’s supervisory experience.
• Strong knowledge and experience in donor regulations and managing sub grants, especially under EU, ECHO and USAID grants.

Skills:

• Strong management Skills, Technical & Supervisory Skills and experience required.
• Strong accounting skills and experience, including management of the general ledger, journal entries, payroll, payables and balance sheet.
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members is required.
• Experience in subgrant design, negotiation, and administration is required.
• Adequate understanding of donor rules and regulations is required.
• International NGO/PVO experience required.
• Demonstrated experience and skill with financial reports preparation and presentation and proven ability to translate technical financial data into informative reports.
• Advanced computer skills in MS Office programs, particularly Excel and accounting software experience.
• Excellent oral and written English skills.
• Advocacy skills
• Willing to travel regularly to ZOA and sub grantees field offices and project sites approximately 25%.

Attitude/behaviour:

• High level of networking capacities, with interpersonal, organizational and intercultural sensitivity
• Commitment to inclusion for People with Disabilities
• Able to plan and coordinate and work in an organized manner
• High level of integrity
• Motivated to work independently / self-managing
• Be a self-starter
• Commitment to ZOA’s mission, vision and values (see https://www.zoa-international.com/corporate-identity)

Special conditions/circumstances

The Partnership Support Coordinator will be based at the ZOA office in Gulu. Regular travel to field locations, sub counties and for meetings with project partners and stakeholders is expected. The postholder is expected to ride a motorcycle in rural conditions/on unmade roads.

The role is 1.0 FTW (40 hrs./week). Working hours and benefits are outlined in the ZOA Uganda Employee Handbook.

Our offer

• ZOA offers a challenging role in a dynamic context, and you will be part of an inspiring and motivated team.
• We offer good benefits and remuneration which suits the NGO sector.

Do you need more information?

For more information about ZOA, please visit our website www.zoa-international.com.