Global Subgrants and Partnership Coordinator

POSITION / ROLE SUMMARY

• This position reports to the Global Director of Finance and Administration, has a dotted reporting line to the Global Director of Programs and is based in Kenya, however has a global remit and supports all subgrantees and partners around the world. 

SUMMARY OF POSITION FUNCTION:

• The Global Subgrants and Partnerships Coordinator will serve as a key support role related to the administering of subgrants at Equality Now. Specifically, s/he will provide day-to-day support of subgrants administration, performing the assessment of partners, drafting subgrant agreements/amendments and spend monitoring. The position will be a resource for staff as it relates to compliance issues and questions in connection with donor regulations and subgrant agreements and should have experience and familiarity with the rules and regulations of donor requirements relating to the particular subgrantee or partner.

PRIMARY RESPONSIBILITIES:

• Actively participate in the development of subgrant portion of the grant proposals, assess budget allocation for the subgrantees and participate in all meetings relating to the initial partner outreach, set-up subgrant agreements, once grant is approved, and monitor partner expenses as well as coordinating on partner performance with the assigned programmatic staff from the start of the grant to its close throughout the grant life-cycle
• Conduct pre-award due diligence assessment of current and potential partners, and analyze organizational capacity to manage subgrant funding and project implementation for all subgrantees
• Based on standard templates, lead drafting of subgrant agreements and amendments working directly with appropriate program staff ensuring related forms are current with respect to Equality Now’s and donor compliance requirements
• Participate in Go/No Go process for grant applications that include subgranting to ensure subgrant related needs are captured and future steps outlined with the program and development staff pre-award and post-award 
• Work with Global Budgets and Reporting Manager to ensure subgrant budgets are properly incorporated in the individual grant budgets as well as organization-wide budgets and are aligned with the reporting requirements of the donor
• Implement, update and maintain subgrantee database and produce reporting as required
• Create and maintain subgrantee database in WizeHive to ensure proper internal controls are implemented in the life cycle of subgrants
• Draft memos and guidance documents and act as a resource for program staff for all compliance-related issues pertaining to subgrants
• Working with program staff, ensure subgrant payments are made in accordance with subgrant agreements ensuring the relevant due diligence backup has been completed
• Lead all anti-terrorism compliance checks of partners and ensure accurate tracking of all such requests and documentation within subgrant database
• Ensure timely internal review, monitoring and clearance of all financial documentation and reporting associated with subgrants, in coordination with Accounting Managers and/or Global Director of Finance and Administration  
• Provide analysis of the status on current and closed subgrants, e.g. spending patterns, outstanding reports and other ad hoc reports
• Work with subgrantees on close out, e.g. documentation, distribution of inventory, retention of intellectual property, audit, etc.
• Perform other duties as assigned by the Global Director of Finance and Administration and Director of Programs

SPECIAL PROJECT 1 Finetune a subgrantee database and processes involving subgranting 

• In 2024, audit all organizational subgrants for all active grants
• Ensure that all relevant due diligence backup for each subgrantee have been uploaded into the database
• Develop a checklist of all necessary data and ensure all audited subgrantees have provided this information to the organization
• Ensure the portal is fully functional and develop reports to support the reporting needs of the organization 

SPECIAL PROJECT 1 Develop subgrantee toolkit

• Compile templates of useful organizational policies and best practice processes for those subgrantees that might have the need for these

DEADLINE FOR APPLICATION: 1st March, 2024