Pact seeks an experienced Grants and Contracts Manager for the USAID/Ukraine Public Health Systems Recovery and Resilience Activity. This activity will strengthen public health capacities, standards, outreach services, and access to essential health care services during crises such as COVID-19 and other health-related challenges, as part of supporting Ukraine’s pathway to self-reliance. The Grants and Contracts Manager is responsible for the awarding and monitoring of grants and sub-contracts issued by Pact with particular attention paid to compliance with USAID’s rules and regulations. This is a five-year activity.
The Grants and Contracts Manager will provide effective and efficient sub-awards management and administration to achieve the program goals, working with partner organizations of all levels. The Grants and Contracts Manager is responsible for the entire cycle of an award process from pre-award to close-out focusing on regulatory compliance, assessment, and mitigation of business risks, and enforcement of Pact’s policies and procedures. This role also serves as a technical resource to Pact staff in interpreting donor rules and regulations and contributes to contractual discussions and negotiations with donors. In addition to contributing to prime award administration, the role will also provide expert support to subgrant administration, contracting, and procurement activities under prime award.
- Lead and oversee the administration of the full cycle of grants and contractual management activities beginning from solicitation, pre-award assessments, negotiation of awards, monitoring awards, and close-out procedures
- Directly supervise a team of professional level Grants staff in accordance with the organization's policies and applicable laws, including interviewing, hiring, and training employee; planning, assigning, and directing work; setting goals and appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems;
- Oversee the timely and accurate use of Pact's subaward management system (Salesforce) and accounting system (Serenic Navigator) for subaward issuance and management. Ensure all required documentation is available and stored as per respective Pact policy
- Negotiate terms and conditions and their documentation for sub-grants and contracts
- Provide guidance on issues that arise during grant and sub-contract program implementation
- Ensure application review process following Pact’s grant regulations per the organizational subaward manual
- Oversee compliance with terms and conditions of awards
- Assist with the resolution of internal/external audit findings
- Provide policy guidance and interpretation for program staff, grantees and sub-contractors to ensure they understand all requirements and can fully comply with donor standards
- Provide input to formative discussions with other project units on project planning and implementation with focus on special grant compliance issues and sub-award management; reviews proposal budgets for cost realism, regulatory compliance, indirect cost rate recovery, invoicing implications, and business risks; and coordinates review and negotiation of subawards, including scope of work, budget, payment provisions, reporting requirements and special terms and conditions
- Conduct compliance review of grants, subcontracts and procurements under the assigned project.
- Oversee and coordinate sub-awardee assessments, cost and price analysis and facilitate the communication of the needed information to obtain donor approval
- Supervise scheduling reporting requirements and payments for new grants
- Check analysis of the grants’ budgets and expenditure reports
- Arrange review of narrative and financial reports
- Ensure timely delivery of information for contractual reporting purposes under the prime award
- Train Pact’s subawardees on funder requirements, restrictions and regulations as needed to make sure sufficient and compliant performance and reporting is conducted.
- Serving as the Point of Contact for Pact’s subawardees for questions, clarifications and interpretations of Pact and funder policies and regulations.
- Perform all work safely and maintain a safe working environment
- Perform other duties as assigned.
- University Degree or equivalent in Economics, International Relations, Management, Social Sciences, Social Development, Law or other relevant areas
- At least 5 years working experience with international technical assistance programs USAID experience supporting the subaward operations of the project is desirable
- Highly effective administration skills including computing, word processing and internet use
- Excellent communication skills (both written and oral) in both English and Ukrainian, proficiency in Russian
- Extensive background, over seven years or more, in the areas of NGOs subaward management
- Proven understanding of awards management cycle
- Working knowledge and understanding of USAID’s rules and regulations, particularly 2 CFR 200
- Experience in managing subawards under USAID funds including facilitating prior approvals, subaward reporting, risk assessment, risk mitigation, documentation requirements and other actions needed under USAID funded projects.
- Experience working within complex networks and addressing issues of internal management, dispute resolution, and fair and transparent decision-making
- Excellent organisational skills and ability to manage a complex workload and deadlines
- Demonstrated ability to deal – independently and as a team member – with a wide range of people, situations and languages
- Excellent interpersonal skills and ability to work collaboratively on a wide range of issues
- Ability to patiently and diplomatically forge consensus between diverse stakeholders on grant making issues
- Pro-active, fast-thinker, and able to work with minimal supervision
- Ukrainian nationals highly encouraged to apply
Pact is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity or expression, marital status, disability, genetic information, age, citizenship status, genetic information, matriculation, family responsibilities, personal appearance, credit information, tobacco use (except in the workplace), membership in an employee organization, or other protected classifications or non-merit factors.