.Under the leadership of Finance and Administration Director, the Operations, Contracts & Grants Manager, will manage the Operations, G&C and sub-recipient monitoring aspects of all the sub-recipients/sub-contracts under the CDS project. S/he will liaise with the finance and programmatic functions to ensure compliance, and effective implementation of internal controls.

In addition, S/he will provide leadership on sub award-making processes, including issuance of annual program statements, request for proposals review of applications, negotiations with applicants, selection of sub awards, and close out of completed sub awards. S/he will be responsible for assessment, development, negotiation, review, compliance assurance and record management of all sub-award (contract and grant) agreements.

The position also provides technical assistance and capacity development support to sub-recipients/grantees in strengthening their award and financial management systems as well as assist in ensuring efficient financial, grants and contracts management. Monitor and ensure full compliance with USAID rules and regulations.

Responsibilities:

Sub-recipient Compliance and Risk management

  • Ensure there is an existing and efficient risk assessments/reassessment process and mitigation of risk profiles for sub-recipients
  • Management of sub-recipient monitoring schedules based on risk and ensuring the tracking of mitigating support as well as corrective actions taken
  • Management and monitoring of all program cost share including grantee cost share plans and ensuring timely resolution and compliance of grantee cost share obligations
  • Management of a seamless pre-award management process including management capacity assessments, award negotiations and cost analysis
  • Coordinate with the compliance team on fraud related investigations and resolution at sub-recipient level
  • Management and coordination of sub-recipient budget to actual analysis’ sessions with the technical/program teams
  • Ensure timely and efficient close out of sub-recipients on the financial management side

    Sub-recipient Capacity Development Support and mentoring

    • Coordinate financial management assessments of grantees and identifying grantees’ financial management training needs.
      • Developing Internal controls and financial management technical assistance plans for grantees in areas such as financial control systems, procurement procedures, and compliance with US government funding regulation.
      • Management of financial capacity development plans for all sub-recipients and ensuring required mentoring is conducted
      • Coordinate the onsite and offsite financial management technical assistance plans for all sub-recipients
      • Ensure practical mentoring sessions are conducted and documented based on financial capacity development initiatives undertaken for sub-recipients
      • Coordinate the development and revisions of relevant finance related training materials, tools and resources for sub-recipients as well as facilitating the relevant training sessions

        Sub-recipient Financial Review Process

        • Oversee the review of sub-recipient financial reports and cost share reports applying accounting and auditing principles as well as USG rules and regulations.
        • Management of timely sub-recipient advance and liquidation process
        • Coordination between departments to ensure sub-recipient questioned costs are addressed on a timely fashion
        • Ensure SFR, OCIA, internal control and other systemic findings are addressed and fixed on a timely fashion

          Grants and contracts processing

          • Oversee the solicitation process, coordinating the review of applications, negotiations with applicants, selection of sub-recipients, facilitating donor as well as internal approvals and closeout of completed awards
          • Oversee the award negotiations of selected sub-recipients and clarification of sub-agreement as well as preparation of award letters and negotiation memorandum
          • Ensure sub-recipients and contractors comply with terms and conditions in the signed contracts/sub-awards
          • Initiate and administer yearly contract and sub-award modifications and approvals such as lifting of specific conditions, scope adjustments, personnel changes, budget re-alignment, performance period and all related changes of sub agreements
          • Coordinate and consolidate responses and requests to and from contracted clients and sub-recipients.
          • Monitor and ensure compliance with all USG Rules and Regulations
          • Support sub-recipients on Initial Environmental Examinations
          • Ensure that all grant related documentation including reporting, deliverables and related financial/ technical documentation are updated, completed and properly filed
          • Provide training and mentoring to partners on compliance with relevant rules, regulations, policies and procedures
          • In liaison with other staff, conduct site visits to partners to monitor compliance and provide guidance on any necessary corrective actions
          • Contribute to the development of systems, tools, templates, manuals, trainings, policies and procedures regarding contract management
          • Collaborate with the Finance department to prepare and update grants and subcontract pipelines to inform budget projections
          • Be a source to train other staff in standardized procedures for efficient sub-award management
          • Manage the sub-agreements' close out process

            Management and Control of Assets

            • Ensure that all assets are recorded and accounted for in the asset register.
            • Regularly verify the existence and condition of assets by performing asset counts during the year.
            • Ensure that all assets are tagged and numbered according to the asset register and as per donor requirements.
            • Maintain systems that track the movement of assets between agreed locations and/or use by current staff or visiting delegates from other offices

              Management of Procurement

              • Review procurement packs including completion of checklists, purchase requisitions, quotations, justification memos and other documentation to ensure that company policy is adhered to , the necessary quality checks and confirmations were done.
              • Ensure that goods and services required are accurately described on the purchase order as per requirements and that all the relevant approvals are in place, prior to sending the purchase order to the vendor.
              • Ensure that no goods are delivered and/or service rendered without the necessary procurement process followed.
              • Maintain a file wherein all signed purchase orders and supporting quotations are filed for easy reference and to facilitate future audits.
              • Keep a list of all purchase order issues and send the update monthly to Finance, to keep track of commitments.
              • Ensure that contractors fulfil all requirements in the scope of work as agreed before payment of fees.
              • Ensure that the necessary SLAs are in place, updated and planned for in time and that the procurement committee meets in time to ensure that the processes and approvals are transparent.
              • Lead and manage the consultants’ recruitment process, monitoring and reporting in compliance with FHI 360 policies.

                Administration of Leases and Rental Agreements

                • Ensure that the rental agreements are properly maintained and amended where necessary.
                • Liaise with the landlord and building manager to ensure that the building is maintained to guarantee a conducive working environment.
                • Regularly review and renew office machine rental agreements where necessary.
                • Maintain lease agreement files and keeping these agreements in a safe place for reference purposes.
                • Issue and maintain lease agreements for tenants.
                • Ensure tenants are invoiced on a monthly basis as per signed lease agreements.

                  Renewal and Maintenance of Short-Term Insurance

                  • Ensure that insurance cover is renewed annually on all assets.
                  • Inform the insurance company of additions and/or scrapping/sale of assets.
                  • Ensure that insurance company holds sufficient cover for all assets.
                  • Negotiate annual increases with brokers.
                  • Keep policy documents in a safe place for reference purposes.
                  • Complete HQ annual insurance return forms

                    Safety and Security

                    • Ensure that the office complies with regulations of the OHS Act and ensures that task teams are formed and responsible for office security and first aid.
                    • Ensure that regular safety drills take place.
                    • Ensure that the alarm system is maintained, and a rotating schedule is shared for Admin Department to respond to armed response call outs.
                    • Liaise with HQ to ensure that the security information is regularly updated

                      This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

                      FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

                      FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

                      FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

                      Please click here to continue searching FHI 360's Career Portal.

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