Grants and Subcontracts Manager

SCOPE AND PURPOSE:

The Grants and Contracts Manager (GCM) is responsible for the oversight of NCBA CLUSA’s compliance with contracts and grants the administration and financial operations of project partners at both the HQ and Field level, including local partners and entities that receive subawards, contracts and grants from the project. This position is a point of contact with partners, works on capacity building of their staff and performs spot audits on their administrative and compliance systems. This position provides for a broad perspective pertaining to the overall operations of NCBA CLUSA.

Grant and contract Responsibilities:

• Analyzes grants and contract documents and remains familiar with the project goals and compliance requirements. Participates in a regularized review; developing quarterly financial and compliance reviews. Work with program operation team to ensure projects and subawards achieve technical and budgetary targets;

• Review and analyze budget estimates for allowability, allocability, reasonableness, and consistency;
• Provide guidance on the implementation of programs, including achieving annual and life of project targets and deliverables, and closure and disposition plans;

• Assists in developing guidance and direction on finance and contractual matters; makes appropriate program and project recommendations; review, monitor, provide technical assistance regarding all loan and guarantee funds.
• Participates in negotiations on the contractual terms and conditions of awards, and sub awards; assists in the development of materials in support of such activities when necessary.
• Works with the Vice President - Grants, Contracts and Compliance to ensure compliance with various NCBA CLUSA programs’ management and administrative policies and procedures.
• Reviews international and domestic project technical proposals and quarterly narrative reports to keep current on program-related activities and issues.
• Leads program budget preparation for Funder annual budget approval, budget realignments, and cost modifications; provide training, where necessary, to staff on the development of various office budgets; reviews budgets to determine completeness and compliance with NCBA CLUSA financial requirements; conform with donor or other requirements as necessary. Review and make appropriate recommendations to the Director Compliance and Support – Grants and Contracts on project proposals.

• Participate in pre-award responsibility and financial reviews of potential grantees;
• Train field technical/program staff in Funder regulations compliance including allowability and proper allocation of costs;
• Provide procedural, policy guidance and interpretation for program staff as well as sub-grantees to ensure adherence to grant management policies and achievement of grant objectives; and
• Routinely monitor/spot check subcontractors and grantees to ensure that funds allocated are used for specified purposes.
• Carries out TDY to program offices for onsite financial and performance monitoring and follow-up training;
• Keep current with Donor Rules and Regulations, and industry best practices through ongoing professional training; participating in industry conferences; attending industry roundtables on compliance, financial management, and administration; and attending Donor meetings and solicitation conferences.

Subaward/Subcontract Responsibilities:

• Oversee field-initiated subaward/subcontract documents, ensuring compliance with NCBA CLUSA and Funder regulations;
• Routinely monitor/spot check subcontractors to ensure that funds allocated are used for specified purposes;
• Lead/organize routine capacity building training for local organizations to ensure their activities meet Funder regulations;
• Work with technical managers to coordinate the identification and selection process of eligible grantees and subcontractors;
• Provide procedures and policy guidance and interpretation for program staff as well as subawardees/subcontractors and grantees;
• Review subaward/subcontract packages for submission to Funder, including negotiation memorandum and summary of the competition process;
• Train technical/program staff in preparation of documents required for issuance of RFA/RFPs, purchase orders and subcontracts (i.e. SOW, list of deliverables, selection memorandum);
• Review, revise, and approve Subcontracts, Grants, Purchase Orders, and amendments as needed;
• Monitor compliance with subaward/contract terms and conditions in accordance with Funder regulations;
• Ensure proper negotiation of the terms and conditions for all subawards/subcontracts.
• Verify that all receipts and expenditures / expenses of a period are justified in the same period (revision of vouchers);

Proposal Responsibilities:

• Review RFPs and other invitation for bids;
• Participate in Technical and Cost Review Committee Meetings to contractually evaluate the subcontractors’ proposals and oversee the evaluation process to ensure Funder competition requirements are met. This includes close coordination with the technical/engineering staff;

• Leads negotiations of Proposal teaming agreement terms and conditions with Proposal Primes and Subs, ensuring equitable treatment of NCBA CLUSA based on negotiated Level of Effort (LOE). Assist Business Development team with negotiating LOE of teaming agreements as appropriate based on projected financial requirements to achieve proposed technical inputs.
• Lead cost proposal development and compile related compliance documents for Cooperative and Contract submission in Business Development, ensuring compliance with NCBA CLUSA financial requirements, and ensuring cost realism in submitted proposals.
• Review and analyze Sub-awardee due-diligence documentation, noting material weaknesses in sub-awardee financial, human resources, or general management systems, and make recommendations on mitigation activities for post-award management. Inform Business Development Management of cases of severe material weakness, and make recommendation on whether to proceed with proposed partnership based on weaknesses found and perceived competitive advantage conferred through partnership. Propose modifications / inclusions to teaming agreements with sub-awardees based on due-diligence review.
• Complete due diligence documentation from Primes on Proposals and or Awards; prepare for certification as needed.
• Manage Cost Proposal, Cost modification, Budget realignment activities of Program Management Team (PMT), train and guide PMT on budget template use, budget preparation and cost recovery, and compliance document preparation. Manage PMT Inputs into cost proposals for flagship program solicitations, ensuring cost realism and timely submission. Manage PMT negotiations with non-English speaking sub-awardees under proposal. Manage PMT interaction with non-English speaking field team for providing cost information.

• Initiate and manage cost review and negotiations with potential subcontractors during Business Development Stage; including budget, level of effort, indirect cost recovery allowability, and compliance with Funders’ supporting document requirements.

• Lead budget and cost negotiations at the “Best and Final Offer” stage with Funders and Prime Awardees, determining level of effort, timing, and direct and indirect cost recovery to ensure adherence with NCBA CLUSA financial compliance requirements.

SKILLS AND EXPERIENCES

• Relevant college or university degree in Accounting; Business Administration; Finance, or related field.
• 5 years’ experience working for international development programs providing direct support of USAID, USDA, or other US Government and non-US Government donor-funded development projects.
• Thorough knowledge of US Government policies, procedures, procurement practices, rules, regulations, and reporting requirements;
• Excellent communication skills both written and verbal. Demonstrated ability to communicate effectively with beneficiaries, local organizations, and home office about the procedures for selecting the recipient of a grant, both oral and written.
• Ability to work well under pressure and tight deadlines.
• Willingness to travel internationally under challenging conditions.
• Experience managing a grant program preferred but not required.
• English proficiency required, second language in French, Spanish, or Portuguese preferred but not required.
• Advanced skills in MS Word and Excel required.

Qualifications

To perform this job successfully the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Reasoning Ability

Ability to solve practical problems and deal with a variety of variables in situations where complex tasks are necessary.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, use hands to write or type, use arms to reach for items and turn head to speak and/or hear others. The employee will frequently walk, reach, stoop, push and pull up to 20 lbs and lift up to 10 lbs. Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.

Work Environment

The noise level in the work environment is usually moderate and should remain low to moderate during normal business hours. The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job within an office setting. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions of the position.

RELATIONSHIPS: The Grants and Subcontracts Manager reports to the Vice President of grants, Contracts and Compliance and works closely with the Administration, Business Development, and Finance team. S/he is expected to work in a positive, professional manner with all NCBA CLUSA staff, former staff, members, potential members, vendors and the public.