Grants & Contracts Manager at PACT

The Grants and Contracts Manager supervises all staff with grants and procurement functions. S/he reports to the Country Director. Expected Domestic Travel: 20-25%.

Specific Duties and Responsibilities:

Prime Award Administration
• Monitor compliance with prime award rules and regulations, deliverables and reporting. Provide training and support to program staff in these areas.
• Support project managers to achieve Pact Project Management Standards, as they relate to implementation of activities through partners. Provide training and support to program staff in these areas.
• Provide policy guidance and interpretation for program staff as well as sub-grantees.
• Oversee compliance with terms and conditions under awards from a variety of donors. When required, prepare requests for and obtain clearances / approvals / deviations from donors.
• Respond to issues of compliance and resolve disputes and audit findings.
• Ensure that all required documentation is available and stored as per Pact regulations.
• Assist with reviewing budget estimates for allowability, allocability, and reasonableness.
• Oversee closeout of awards and provide oversight of staff for closeout including preparation of final inventories and property disposition.

Subaward Administration
• Develop subcontract and subgrant award documents compliant with donor requirements and Pact standard templates and work closely with Pact HQ Agreement Management team to execute quality subawards.
• Administer the full cycle of subaward management activities beginning from solicitation through selection, pre-award assessments, negotiation, monitoring/compliance visits, and closeout.
• Utilize Pact’s subaward management system (Salesforce) and accounting system (Serenic NAV) for subaward issuance and management. Maintain documentation.
• Oversee budget management of projects’ subaward pools working with the Finance Manager. Work closely with the Finance Manager to ensure accurate and timely disbursement and liquidation of subaward expenses.
• Ensure timely training of grantees and Pact staff to understand and comply fully with donor standards. Develop training materials and carry out regular trainings with grantee partners.
• Ensure that office systems for grants and contracts administration are maintained and that regular reports are provided to Pact headquarters.
• Award and administer sub-contract(s) and consultant agreements necessary to support local programs and projects
• Develop and/or update Country Office Subawards Manual in compliance with Pact HQ guidance.
• Contribute to the global Grants Management Community of Practice to share best practices and lessons learned on Pact’s intranet “Mosaic.”

Overall Country Office Management and Support
• Provide relevant support to proposal development, including budget development, for new opportunities.
• Provide effective performance management, mentoring, and coaching for staff under his/her direct supervision.
• Provide training, as required, related to areas of his/her expertise and country office needs.
• Actively participate in the Senior Management Team of the country office, and support improvements in country office policies, procedures, organization and systems in collaboration with colleagues and the Country Director.
• Perform other duties as assigned by the Country Director.

Minimum Qualifications:

• MA/MSc and at least 6-8 years of relevant experience (or equivalent)
• Experience managing subaward design and administration
• Experience in donor funds administration
• Fluency in English

Preference for:

• Master’s degree in a relevant field
• Experience in international development project management
• Knowledge of USAID and other international donor rules and regulations as related to contracts and cooperative agreements; working knowledge of OMB Circulars
• Experience assessing the responsibility and grant-worthiness of organizations through financial statements, audits, and other documentation presented in a proposal or in support of an award
• Proven capacity to design and deliver a range of training and technical assistance programs to build full range of capacities for grant management
• Proficiency in at least one other language

Skills and Abilities:

Leadership
• Ability to sustain interpersonal and professional relationships with colleagues and external contacts in donor and partner organizations
• Strong understanding of Pact’s strategy and how tasks contribute to the greater good
• Consistently works within internal process and procedures
• Strong interpersonal and team building skills
• Engagement in corporate initiatives

Project Management
• Exceptional planning and time management skills
• Strong written and oral communication skills, including the ability to make a presentation
• Ability to problem-solve difficult issues
• Ability to multitask with ease, adapting to frequently changing priorities
• Good negotiating and conflict resolution skills
• Strong understanding of budgets

Technical Skills
• Experience in one of Pact’s technical areas or a support function
• Working knowledge and understanding of donor policies and regulations
• Competence using common desktop applications and internal systems