Subgrants Coordinator

Location:              Juba, South Sudan

Background:

Internews Network is an international media development organization based in Arcata, CA and Washington, DC whose mission is to empower local media worldwide to give people the news and information they need, the ability to connect, and the means to make their voices heard. 

Internews has been working in South Sudan since 2006 to establish community radio station across the country, and to train South Sudanese journalists to operate them. Under the five-year “i-STREAM” project, Internews South Sudan will be launching an ambitious subgrants program, to support local organizations. The subgrants program seeks to build the programmatic and institutional capacity and internal controls of partner organizations who are working to improve access to information for the people of South Sudan. Specifically, subgrants will focus on projects which provide communities in the midst of conflict and instability access to life-saving and life-enhancing information, or projects which aid in the peace and reconciliation process through innovative media initiatives. Activities supported by subgrants will provide the seed funding for great ideas, and will seek to fund a wide variety of projects, from innovative new news outlets to specialized media advocacy campaigns, from radio distribution for women’s groups to social media experiments, and from academic research on the viability of sustainability in conflict to vibrant youth voices festivals. Internews is seeking a Subgrants Coordinator to lead this initiative.

GENERAL FUNCTION

In alliance with the HQ Subgrants Team based in Arcata, CA, the Subgrants Coordinator will be the local lead in this initiative and will oversee a small team which provides administrative, programmatic and technical support for the subgrants component of the “i-STREAM” program. The Subgrants Coordinator will work under the supervision of the Finance Director and in close collaboration with the Chief of Party. The Subgrants Coordinator will be expected to perform complicated tasks requiring prior experience, education and/or training.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Liaise closely with HQ subgrants team in Arcata, California
• Understand perfectly all aspects of the i-STREAM Subgrants Manual, developed and approved by the funder specifically for this project.
• Design a Request for Applications (RFA) process, calling for proposals against specific technical criteria for a set number of calls each year.
• Implement the RFA process, including drafting and distributing the RFA, supervising the selection process, and notifying applicants of the results.
• Ensure such RFA processes are in total compliance with USAID rules and regulations and Internews policies and procedures.
• Oversee the award process, in close collaboration with Internews HQ subgrants team and local subgrants and finance staff.

• Draft award agreements and modifications, and, within specific limits established, approve subgrants as allowed by Internews policy and funder restrictions.
• Work with successful applicants to ensure agreements are well understood and appropriate for their project and capacity.
• Conduct needs assessments and capacity assessments of subrecipients.
• Create capacity development plans for subrecipients, together with all departments, including finance, logistics, M&E etc.
• Identify technical support partner (s) to ensure programmatic capacity building and activities are properly implemented, and adequate programmatic training is received.
• Work closely with expert consultants on “Seat at the Table” (SATT) index assessment for identified recipients.
• Ensure cost share is captured for all subrecipients.
• Work with candidate subrecipients to finalize budgets and activities.
• Provide monitoring and oversight on subgrants, including financial tracking and progress toward deliverables.
• Ensure compliance with USAID rules and regulations.
• Maintain subrecipient activity tracking schedules for project development, field reports, site visits, and follow-up communications with funders.
• Review and track subgrant financial reporting; Investigate financial discrepancies or deficiencies.
• Conduct site visits and desk audits of select subgrants
• Manage all non-programmatic reporting related to subgrants including: accruals, cost share, VAT, financial status, year-end subgrant cash, etc.
• Work closely with technical support partner on all programmatic reporting.
• Prepare subgrant documentation for Audits.
• Serve as point of contact for subgrant Audit issues.
• Conduct subgrant budget analysis and review budgets for accuracy, completeness, and adherence to internal financial requirements.
• Supervise the grants staff.

QUALIFICATIONS

• At least 3-5 years of grants coordination/monitoring experience, including field experience
• University degree in finance, administration, international relations, or related field
• Knowledge of the media sector and the value of information in humanitarian crisis a plus

• Experience living and working in Africa and/or conflict/post-conflict environments
• Excellent analytical and financial management skills
• Excellent oral communication and presentation skills
• Excellent writing and editing skills
• Experience with MS Excel and Word
• Proven organization skills, with attention to detail
• Proven ability to multi-task and prioritize with a shifting workload 
• Proven ability to operate effectively in a multicultural environment
• Fluency in English, Arabic skills a plus.
• Understanding of and experience with the administration of USAID grants, cooperative agreements and contracts
• Experience monitoring recipients of USG and other funding sources
• Experience with administrative systems of international NGOs
• Skilled in cooperative resolution of problems

• Strong financial management skills.
• Proven ability to develop and monitor work plans and training plans.
• Practical experience in establishing and operating participatory training programs
• Ability to adjust to shifting political circumstances and create programming accordingly
• Sensitivity to cross-cultural dynamics in the work place and experience supervising staff
• Must be self-reliant, resourceful, good problem-solver, good humored, and flexible
• Ability to travel within and spend extended time in the field, with limited facilities, often under harsh conditions

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