Subcontract Specialist at DAI

Background

• The purpose of the five-year (2020-2025) “State Accountability, Transparency and Effectiveness” (“State2State”) Activity is to increase the accountability, transparency and effectiveness of selected state and local governments (LGAs) in Nigeria.
• This will be achieved by: strengthening governance systems (with a focus on public financial management [PFM] and procurement, as well as monitoring and evaluation) related to the delivery of services in key sectors (basic education, primary health care, and water, sanitation and hygiene [WASH]); increasing government responsiveness to citizen needs and priorities; and improving government and civil society capacity to manage conflict (through work on prevention, mitigation and reconciliation with the same sectoral partners, not stand-alone assistance to the police or judiciary).
• State2State will achieve this purpose by facilitating the strengthening of subnational governance systems in a sustainable manner, supporting the efforts of local reformers and building on locally derived solutions including, to the extent possible, reforms already working in other parts of Nigeria.

Position Objectives

• The Subcontract Specialist will be a vital member of the Grants and Subcontract team reporting directly to the Grants Manager.
• The Subcontract Specialist will work across all program areas including collaborating with operations, finance and program teams to ensure effective and efficient subcontracting processes.
• S/he will serve as the systems administrator for subcontract database management for six states namely: Adamawa, Akwa Ibom, Bauchi, Ebonyi, Gombe and Sokoto states.

Responsibilities
The Subcontract Specialist will:

• Oversee subcontract implementation and work with subcontractors to ensure that activities are implemented in accordance with activity design.
• Facilitate subcontractor and program teams to resolve issues that arise during subcontract implementation.
• Generate and review all aspects of subcontract agreements with subcontractors and ensure all activities are implemented in line with the activity design.
• Ensure that all subcontract activities are properly documented from the start of implementation to subcontract close-down.
• Provide procedures and policy guidance and interpretation for program staff as well as sub-contractors to ensure adherence to subcontract management policies.
• Analyze and evaluate subcontract proposals and awards to ensure adherence to subcontract management policies.
• Ensure proper negotiation of the terms and conditions for subcontracts.
• Review and analyze budget estimates for allowability, allocability, reasonableness, and consistency.
• Prepare subcontract agreements and assist with supervision/implementation of subcontracts, including closure plans.
• Monitor subcontracting organizations to confirm that funds allocated are used for specified purposes.
• Monitor the procurement process under the subcontracts to ensure competitiveness and compliance.
• Receives and file all Scope of Work (SOW), proposals and agreements submitted to the unit, and reviews and edits the Scope of Work for consistency.
• Prepares draft Request for Proposals (RFPs).
• Coordinates subcontract proposals evaluation and proper documentation of the processes, including drafting subcontract agreements and related documents.
• Receives and processes deliverables and follow up with finance for timely vendor payments.
• Maintains efficient and effective filing system of subcontracts, both soft and hard copies, and update the database of service providers.
• Prepare regular reports on subcontracts to Chief of Party.
• Any other tasks assigned by the Supervisor.

Reporting:

• The Subcontract Specialist will report to the Grants Manager in Bauchi.

Minimum Requirements

• Bachelor’s Degree in Finance, Business Administration, Public Administration, Economics, or other relevant field. Master’s degree preferred.
• Working knowledge of US Government operations, policies, and procedures, and FAR regulations preferred.
• At least 7 years of experience of relevant professional experience. At least 4 years in subcontracts design and administration (experience with subcontracts award and management as well as prior experience in the award and administration of subcontracts), preferably in the good governance sector.
• Working knowledge of USAID Contract Management policies and procedures required.
• Experience working with civil society organizations and implementing subcontract policies and procedures required.
• Strong interpersonal skills with the ability to engage with a wide range of organizations, beneficiaries, and related parties.
• Strong understanding of the project management cycle.
• Knowledge and practical experience with budgeting and working with excel.
• Ability to work under own initiative or as a part of a team, identify problems and work to quickly develop possible options and solutions.
• Vast knowledge of a variety of subcontract concepts, practices, and procedures.
• Demonstrate attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
• Organizational and time management skills.
• Experience of working in a conflict environment is a plus.
• Fluency in oral and written English is required.