Core Values: Pact employees embrace the following core values as representatives of the institution:
- all people have a right to participate in decisions affecting their lives
- gender equity is mandatory for social transformation
- resources are allocated in a transparent manner, guided by accountability to our clients and Pact’s role as steward of resources intended for the poor
- diversity in background, gender and age strengthen our capacity to be wise managers of public and private funds
- teamwork and collaboration shape our day-to-day working relationships
- innovation and risk taking to achieve impact and broad scaleable results drive strategic priorities
- gathering and sharing information are primary roles for all employees
- staff growth and advancement are a priority, including training and professional skills building to increase knowledge and competence and to stay abreast of new developments, especially in technology
- a healthy balance between work and life outside of work must be maintained for work satisfaction and fulfillment
Specific Duties and Responsibilities
I. Pre-Award
Serve as G&C partner in the design of the subgrant component in proposals with focus on the management and administration of the prospective portfolio. He/she will work closely with the new business development unit (NBD), regional grant advisors (Resnet) and senior G&C managers responsible for the prospective prime award to ensure that the subgrant component is properly integrated in the overall business approach. His/her review of the subgrant line item in proposals will focus on:
• Cost realism
• Regulatory compliance
• Indirect cost rate recovery
• Invoicing implications
• Business risks
b) On a case-by-case basis, he/she may be assigned to be the G&C partner (in the place of senior G&C managers) on select proposals especially those that have substantial subgrant components.
c) On a case-by-case basis, he/she may also be assigned to assist senior G&C managers to review budgets for add-ons especially those that have substantial subgrant components or involve significant realignment of the subgrant line item.
II. Post-Award (Prime)
Participate in New Award Briefings with focus on the subgrant component of new awards. This task will be carried out in coordination with the senior G&C manager responsible for the prime award.
b) Coordinate the orientation of new grants administration staff and participate in the orientation of new staff on Pact’s subgrant management policies and procedures.
c) Monitor the close-out of subgrants to help senior G&C managers complete the close out of prime awards. Will provide technical assistance and backstopping to field offices for subgrant close-out activities.
d) Routinely review and verify LOPs to ensure the accuracy of subgrant-related financial data.
e) Participate in Country Management Team meetings and Country Profile Reviews with focus on issues specific to subgrant management.
f) Contribute to the agenda of Compliance and Accountability team for field visits with focus on issues specific to subgrant management. Follow-up on CA material findings and other action items related to subgrant management.
III. Post Award (Subgrants)
Review documentation (selection, choice of instrument, special award conditions) of subgrants requiring HQ approval.
b) Provide expert technical assistance to staff on administrative policies and procedures for subgrant management. Technical assistance on the following topics will be provided in conjunction with other initiatives of regional grant advisors (Resnet):
• Pact’s subgrant management policies and procedures
• Policies and procedures for procurement under subgrants
• Interpretation of regulations (22 CFR 226, 22 CFR 228, OMB Circular A-110 and A-122, ADS chapters, etc.)
• Preparation of solicitations (RFA, APS)
• Review and negotiation of subgrant applications and budgets
• Pre-award (risk) assessment
• Simplified grants
• Subgrant administration
• Subrecipient monitoring
c) Verify obligated funding available and data reported in the subgrant matrix for each project.
d) Conduct quality assurance testing of reviews done by subgrant management specialist(s) in HQ and grant managers in the field.
e) Collect and maintain complete documentation of submission/transmittal of reports that are specific to subgrants under prime awards.
• Inventory of property
• VAT reports of subgrantees
• Audit reports of subgrantees
• Other deliverables of subgrantees
f) Obtain prior approvals and waivers from clients required for administration of specific subgrants (vs. those required for prime award administration that will be done by senior G&C managers).
g) Monitor compliance with special award conditions by subrecipients.
h) Conduct investigations to resolve contractual issues/problems/disputes arising from subgrants and make recommendations to Director of Grants and Contracts for resolution.
i) Routinely monitor the maintenance and control of the archive of subagreements and subgrants in HQ (pre-award to close-out).
j) Ensure the final disposition of property acquired by subrecipients.
IV. Procurement Under Subgrants
Prepare and/or review documentation (selection, choice of instrument) of purchase orders and contracts financed under subgrants.
b) Verify obligated funding available for purchase orders and contracts.
c) Verify completion and payment of final invoice.
V. Training and Other Technical Assistance
Contribute to the development and delivery of training modules and “brown bag learning meetings” on subgrant management for Pact staff in HQ and field offices.
b) Contribute to substantive discussions in the Subgrants Community of Practice.
c) Participate in meetings with Resnet as appropriate.
VI. General Administration
Assist in the development of policies and procedures for subgrant management including continued improvements to manuals and templates for subgrants.
b) Review and approve deviations to templates.
c) Assist in the assessment of headquarters and field office compliance with subgrant management policies and procedures.
d) Make recommendations for delegations of signature authority for subgrants.
e) Contribute to the G&C Management Report.
f) Other duties as assigned.
Qualifications
- Advanced knowledge of regulations applicable to grants administration.
- Strong analytical skills to successfully perform financial reviews and other forms of quantitative analyses.
- Effective written and oral communications skills.
- Ability to exercise sound business judgment to wisely prioritize and successfully perform multiple and complex tasks.
- Highly organized and able to develop and streamline systems for efficient conduct of day-to-day tasks.
- Proficiency in word processing, spreadsheets and database skills.
- Ability and willingness to travel at short notice for short-term postings.
Education and Experience Requirements
- Bachelors Degree in a related business field or equivalent work experience
- Ten (10) years experience managing the award and administration of subgrants funded by USAID, other Federal agencies, and international donors.
- Advanced knowledge of OMB Circular A-110, A-122, and A-133; Federal Acquisition Regulations; 22 CFR 226; and 22 CFR 228.
- Advanced knowledge of federal auditing requirements and demonstrated ability to exercise financial oversight of subgrant programs.
- Foreign language proficiency a plus.
To apply for this position, please fill out the online application.
Due to the high volume of applications we can only contact those who will be involved in the interview process.
