Subcontracts Specialist at DAI

Start date: November, 2021 to August 2025

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.