Job Summary:
The Program Officer, Subcontracts provides aid and support to the Strengthening Infectious Disease Detection Systems (STRIDES) Activity with a primary focus on full-cycle subcontract management, while also supporting broader project management functions, including procurement. Supports the planning, administration, and monitoring of subcontracts and procurements from initiation through closeout. Collects, compiles, and analyzes information relevant to subcontract and project performance, compliance, and deliverables. Coordinates with technical, operational, and financial teams to assist with implementing subcontracted activities and broader project tasks, ensuring that activities align with approved work plans, scopes of work, and project timelines, and that technical expertise informs both subcontract and project execution.
Coordinates and tracks subcontract deliverables, milestones, and reporting requirements, and supports documentation and filing systems related to subcontract and project activities. Supports procurement processes related to subcontracting and project goods and service’s needs, including assisting with procurement requests, documentation, and coordination with procurement teams in accordance with organizational policies and procedures. Provides administrative, analytical, and coordination support for subcontract management in addition to general project support, including communications with internal teams, technical staff, operations teams, finance teams, and subcontractors. Ensures subcontract, procurement, and project activities comply with internal policies and applicable external regulations.
May assist with monitoring budget for subcontracts and project components and maintain tracking or monitoring systems to review project and subcontract status. Supports completion of subcontracted and project activities while adhering to budget, scope, and schedule requirements. Assists with the development and review of work plans, prepares presentations, and supports other related project objectives and deliverables.
Accountabilities:
Programmatic Management and Subcontract Support:
- Provides support to project management, delivers presentations, and leads meetings, including meetings related to subcontract coordination, procurement planning, and activity alignment.
- Reviews expense reports and invoices before management approval, including subcontractor invoices and procurement-related expenditures, for accuracy and completeness.
- Leads assigned project tasks related to subcontract monitoring, procurement coordination, and deliverable tracking.
- Contributes to project design efforts such as providing inputs related to subcontracting approaches, procurement considerations, and resource planning.
- Research and provide inputs for project design by supporting other team members, including gathering information related to potential subcontractors, vendors, and procurement requirements.
- Synthesize existing information and data into an overarching summary of progress on key project activities, with an emphasis on subcontract performance and procurement status.
- Tracks trends in the project area and collects more sophisticated data.
- May contribute to project budget development by supporting estimates and assumptions related to subcontracted work and procurement needs.
- May conduct new hire onboarding on department procedures and administrative processes.
- Participates in external events with partners, subcontractors, or vendors related to project implementation under the direction of their supervisor.
Programmatic, Subcontract, and Procurement Administration:
- Assist in ensuring the document management site is used appropriately by the project team.
- Supports inventory tracking and documentation for project‑related equipment, supplies, or materials in coordination with project and procurement teams.
- Liaises with the client by supporting administrative tasks and assisting with the coordination of the subcontracting process; serves as the contact regarding administrative task assignments.
Finance and Subcontract Support:
- Reads and interprets subcontracting and procurement-related budget sections to understand tracking and suggest budget items and approaches for relevant tasks.
- Drafts sub-award packages and reviews sub-award packages and provides comments before submission for approval, ensuring alignment with procurement requirements and administrative standards.
- Manages the pre-award assessment process, coordinating required inputs and documentation with internal teams and prospective subcontractors.
- Liaises with subcontractors; facilitates subcontractor communication related to task completion and planning.
- Facilitates ongoing administrative and financial coordination related to subcontract and procurement processes.
Applied Knowledge & Skills:
- Full understanding of project/project management concepts and practices.
- Full understanding of subcontract and procurement principles, practice, and regulations for United States Government-funded international development projects.
- Basic knowledge of the technical area of the project.
- Task-level knowledge.
- Working knowledge of concepts, practices, and procedures with project design, including subcontracting procedures.
- Excellent oral and written communication skills.
- Strong and demonstrated project/project management skills.
- Ability to problem solve and implement corrective action as needed.
- Ability to prepare reports and provide information to management in a timely manner.
- Articulate, professional, and able to communicate in a clear, positive fashion with funder and staff.
- Must be able to read, write, and speak fluent English.
Problem Solving & Impact:
- Works on problems of diverse scope that require review of various factors.
- Uses cost-benefit/risk assessment to select methods and techniques to determine appropriate action.
- Builds productive working relationships internally and externally.
- Decisions may cause delays and affect a work unit or area within a department.
Supervision Given/Received:
- Receives little instruction on routine work. Receives methods and procedures on new projects or assignments.
- May provide guidance to other lower-level personnel.
- Typically reports to a Manager/ Associate Director/ Director.
Education:
- Bachelor's Degree or its international equivalent in Civil Society, Communication and Social Marketing, Economic Development, Education, the Environment, Gender, Health, Nutrition, Research, Technology, and Youth or a related field.
- Project management certification preferred.
Experience:
- Typically requires a minimum of 4+ years of relevant experience with project management principles and practices.
- Prior work experience in a non-governmental organization (NGO), government agency, or private organization.
- Prior experience managing subcontracts or subawards on United States Government-funded international development programs or projects.
- International or Domestic (US) Program Development or Program management preferred.
Typical Physical Demands:
- Typical office environment.
- Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
- Ability to sit and stand for extended periods of time.
- Ability to lift/move up to 5 lbs.
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Job Summary:
Supports Strengthening Infectious Disease Detection Systems (STRIDES) Activity implementation in Nigeria by ensuring that project activities are on track with work plans and with technical expertise informing project implementation. The Sr Program Officer gathers information to assist the project with multifaceted and complicated activities. Ensures compliance with internal and external regulations. Monitors expenditure against the budget and may have access to confidential project information (i.e., salary information). Ensures completion of the project while adhering to budget, scope, and schedule requirements. Develops/reviews work plans, prepares presentations, and supports other related project objectives and deliverables. Provide project management, administrative, and operational support to STRIDES Nigeria leadership. This Program Officer is embedded in the STRIDES Activity in Nigeria and is responsible for direct project implementation and delivery.
Accountabilities:
Programmatic Management:
- Supports the STRIDES Nigeria management team through coordination of project resources (people), planning for deliverables, and leading meetings.
- Ensure compliance with client requirements and organizational policies and procedures.
- Supports programmatic reports, annual work plans, and ad hoc reports by facilitating review processes, providing editorial support, and coordinating inputs and submission.
- Oversees reporting processes to ensure client requirements are met; may aggregate reporting for oversight of a project.
- Represents the project at client meetings and participates in external events. Liaises with the client regarding the overall project and communicates planning and task completion under the supervision of the STRIDES Nigeria Project Director.
- Promote and facilitate communication between STRIDES and other relevant internal and external stakeholders, including various units within the country or headquarters (HQ).
- Monitors subcontractor/partner deliverables
- Monitors project risks and informs senior managers of issues.
Programmatic Administration:
- Support project knowledge management initiatives in documenting approaches and achievements.
- Provides context and framing in project reporting.
- Ensures the document management site (SharePoint) is used appropriately by project team.
- Provides operations support, e.g., writes position descriptions, participates on staff interview panels, and serves as hiring manager as needed.
- Conducts new hire onboarding on department procedures and administrative processes.
- May liaise with Corporate on matters concerning data integrity associated with HR systems, team finance system, etc., and other administrative matters delegated by senior project staff.
Finance Support:
- Support assigned projects in areas including start-up, work planning, budget development, project reporting, and general problem-solving.
- Provide on-going programmatic and financial oversight to assigned projects, including monitoring of spending rates, sub-awards, deliverables, reports, etc.
- Contributes to the development of the project’s budget process.
- Reads and interprets the budget to understand tracking.
- Reviews or approves expense reports.
- Reviews or approves invoices.
Applied Knowledge & Skills:
- Advanced knowledge of project management concepts and practices.
- Experience supervising lower-level staff and implementing performance management and professional growth mentorship processes.
- May have or be in the process of developing content knowledge in a functional area. Excellent oral and written communication skills.
- Excellent and demonstrated project management skills. Ability to influence and collaborate with others.
- Ability to analyze and interpret data, identify errors, and prepare reports.
Problem Solving & Impact:
- Works on problems of complex scope that require evaluation of variable factors.
- Demonstrates good judgment in selecting methods, techniques, and evaluation criteria for obtaining solutions.
- Networks with key internal and external personnel.
- Decisions may cause delays or failure to achieve results that impact departmental goals.
Supervision Given/Received:
- May serve as a team lead and mentor lower-level personnel.
- Determines methods and procedures for new assignments and may coordinate activities of other personnel.
- May serve as a mentor and provide guidance to junior staff.
- Typically reports to a Manager/ Associate Director/ Director.
Education:
- Bachelor's Degree or its International Equivalent in Civil Society, Communication and Social Marketing, Economic Development, Education, the Environment, Gender, Health, Nutrition, Research, Technology, and Youth or a related field.
- Project Management (PM) Certification preferred.
Experience:
- Typically requires a minimum of 6+ years of relevant experience with project management principles and practices.
- Prior work experience in a non-governmental organization (NGO), government agency, or private organization.
- International or Domestic (US) Program Development or Program management preferred.
Typical Physical Demands:
- Typical office environment.
- Ability to spend long hours looking at a computer screen and doing repetitive work on a keyboard.
- Ability to sit and stand for extended periods of time.
- Ability to lift 5 - 25 lbs.
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