Sub-award Manager at Heartland Alliance

Job Summary

The Subaward Manager will serve as the point of contact on subaward matters, management of workflow of subaward activity under the ACE 6 award.  Conduct subrecipient risk assessments, review subrecipient scope of work and budgetary data to ensure accuracy and correlation to the prime award, drafting and responsible for the issuance and negotiation of subawards using a high level of professional judgement; prioritize deadlines and workload with a focus on compliance.  Proactively and independently identify and resolve negotiations and questions, coordinating with supervisor when complex issues arise; ensure all appropriate documentation is completed and the required terms and conditions are included, that the period of performance of sub-award is within the period of performance of prime award, and that funds have been set aside appropriately to be awarded to sub-recipient. Ensure Heartland Alliance Ltd/Gte maintains complete and accurate documentation and backups for awards. Perform functions of financial administration including tracking of advances and retirements.

Essential Duties and Responsibilities

• Establish and maintain subaward management system, tools, and templates.
• Monitor, verify and evaluate subrecipient performance: review, evaluate, verify, and provide feedback on subrecipient monthly financial and technical reports to ensure accuracy, completeness, and timeliness. proactively escalating areas of potential risk to Project leads where necessary.
• Draft sub-award agreements and modifications, follow HALG internal review process of all sub-award documentation and coordinate to get all necessary approvals.
• Perform functions of financial administration and reporting to include, but not limited to preparation and timely submission of grant or subaward applications and reports, development and adjustment of associated budgets, coordination of budgeted funds, screening, initiating/ processing of advances, tracking of subrecipients payments, Retirements and ensuring the timely application for reimbursement from the subrecipients.
• Serve as the subaward Unit focal person for HALG, liaising closely with the Financial, Program and Strategic Information Unit on the development, implementation, monitoring, and close-out of subawards issued to subrecipients.
• Work with Finance unit to reconcile subrecipients’ actual expenditures against advance payments.
• Track spending and review subrecipients’ burn rates against subagreements terms and prime agreement contractual obligations.
• Ensure the project correctly and consistently review financial reports and that there is a documented correlation between subrecipient financial expenditures and subrecipient programmatic reporting.
• Liaise with Financial team to ensure subrecipient expenditures can be incorporated into the prime financial reports to the donor.
• Liaise with the Program team to ensure that subaward budgets and payments align with budgets and program deliverables.
• Oversee the preparation and timely submission of grant or subaward applications, application amendments, budget, and budget narrative.
• Manage grant documentation system, including paper/electronic files and grant report tracking sheet.
• Assess the capacity of Sub recipients including pre-award assessments, reports, checklists, site visits, and documenting important email communications.
• Work closely with field office and program teams to ensure that activities are implemented in line with donor regulations.
• Provide training and technical support to Sub-recipients to improve sub-recipients administrative and financial system and procedures.
• Review and verify obligation funding available and financial data reported by Local and international partners and sub-agreement tracking workbooks.
• Research, identify and analyze new sources of funding.
• Support in the development of Proposal and Budget for identified grant opportunities.
• Follow up on all subaward compliance audit issues and document resolutions
• Assist with any other duties as required by the Management.

Qualifications

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

Education and/or Experience: 

• University degree in business management, finance, or other related and relevant fields.
• At least 6 years of experience in subaward management, financial/operational systems design, implementation, and review, subawards and program compliance management, and capacity building for local partners.
• Candidate must have a substantial history of implementing USAID-supported projects, including experience managing subawards according to USAID regulations and procedures.
• Experience working with partners such as Ministries of Health, local implement partner and international partners.
• Experience working with and providing technical assistance to NGOs and/or local organizations in accounting systems, financial management and reporting, internal controls and compliance systems design, implementation and review, and capacity building in other functional areas such as Human Resources, Policies & SoPs development.
• Knowledge of donor regulations, including U.S Government grant rules and regulations (USAID).
• Experience conducting trainings and other capacity building work both one-on-one and with larger audiences.
• Working independently within expressed parameters, regularly scheduled tasks and adherence to strict deadlines is essential.
• Personal and professional integrity, particularly regarding good financial stewardship and accountability.

Other Competencies:

• Time Management – Ability to prioritize tasks, manage time and complete projects in a fast-paced, changing environment with minimal supervision.
• Quality Management - Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.
• Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively.
• Adaptability - adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
• Cultural Sensitivity – Respects cultural environment in which person is working and does not act in a manner that is outwardly offensive to the local community.
• Non-discriminatory- Does not discriminate persons based on sexual orientation or gender identity, age, preferred jobs or behavioral habits.

Language Skills:

• Excellent oral and written English communication skills.
• Knowledge of Local Language preferred.
• Demonstrated competency in public speaking.

Computer Skills:

• Proficiency in Microsoft Office, Internet Explorer, Outlook/Exchange, Windows operating systems, Power Point.
• Other software routinely used by Heartland Alliance. 

Work Environment:

• The noise level in the work environment is usually moderate.
• The employee will be required to co-locate with local partners usually in the same office.
• The employee is required to travel regularly to often insecure and limited resource environments.