Grants/contract and Finance Coordinator

6 months ago

Auckland City, New Zealand Conservation International Full time

**Grants/Contract and Finance Coordinator**

Conservation International protects nature for the benefit of humanity. Through science, policy, fieldwork, and finance, we spotlight and secure the most important places in nature for the climate, biodiversity, and for people. With offices in 30 countries and projects in more than 100 countries, Conservation International partners with governments, companies, civil society, Indigenous peoples, and local communities to help people and nature thrive together.

** - This position is based in Auckland, New Zealand**

**RESPONSIBILITIES**

The Grants/Contract and Finance Coordinator will be directly responsible for ensuring the accuracy and maintenance of New Zealand grants and contracts records and systems to high compliance with CI grant/contract policies and procedures. The employee will be working under the guidance of the Operations Manager.

KEY RESPONSIBILITIES

Grant/Contract Management, Record Keeping and Data Management
- Implement a system to identify prospective grantees or contractors via agreed-upon methods and CI policy including developing and issuing requests for proposals, website announcements, and other outreach methods.
- Perform and document due diligence on applicants, including completion of risk assessment. Design sub-recipient performance and compliance monitoring program commensurate with sub-recipient capacity, and consistent with CI Operations Manual.
- Review and process all grant programs including doing financial reviews and financial risk assessments.
- Prepare grant and contract agreements and/or amendments between CI and grantees/service providers in coordination with PMs and/or grantees, secure appropriate review and approval, and secure appropriate signatures.
- Develop payment plan based on risk assessment, sub-grantee cash flow needs in conformity with CI policies and procedures, and donor restrictions, minimizing cash outlays to manage risk.
- Perform regular financial monitoring of active sub-awards, including review of financial reports, and site visits. Coordinate monitoring with project staff responsible for programmatic oversight.
- Review and approve requests for contract changes requested by CI staff or sub-recipients such as budget changes, no-cost extensions, procurement requests, and other agreement modifications. Ensure the project/donor requirements and CI processes are followed.
- Follow up on any issues involved during the monitoring process. Support programmatic staff in, documenting, tracking, and following up on programmatic issues identified during the monitoring process.
- Verify that financial and narrative reports are coherent and adhere to donor and CI procedures before submission.
- Ensure timely close out of agreements of grants and contracts.
- Coordinate with Program Managers in individual project monitoring and portfolio level monitoring, addressing, resolving, and following up on issues of an administrative and financial nature during the life of the grants, and report to key Program Managers/Directors.
- This position is also responsible to work or coordinate with internal auditors for all sub-grants and contracts auditing processes and assisting the Supervisor in streamlining grant operations.
- Maintain a complete, accurate, and timely grant resources file system in the Conservation Grants (CG) and contract resources file system in the Agresso, including documentation of the procurement process, solicitation of potential grantees and contractors, relevant communications within CI with prospective and active sub-grantees and sub-contractors, and donors as appropriate. Load and process all grant payments in Conservation Grants (CG)Liaise with project leads to ensure Terms of Reference (TOR) and Reporting frameworks are developed accordingly for each grantee.
- Liaise with the CI/HQ team to create a reporting notification system in CG to ensure that responsible staff are aware of upcoming deadlines relating to reporting due from sub-recipients. Maintain a reporting tracking system for subrecipient report submission and review.

Financial/Accounting Support
- Prepare the project financial reports and submit them to the operations manager, project manager, and CI-HQ within the prescribed period and format. Ensure compliance with internal and external policies including both the donor requirements and CI policy and standards.
- Coordinate with concerned units/persons in the Account Management System
- Review the financial reports submitted by grantees to ensure compliance with donor and CI requirements, policies, and procedures.
- Maintain the Contract Master File (CMF) and the Project Master File (PMF) in Business World by constantly updating and uploading the financial and technical progress reports, amendments, annual work plans approved, and other relevant documents and communications.
- Track grantee and donor reports and deadlines and liaise with the PM and operations Manager to ensure those deadl

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