Grants and Contract Manager

Summary: The Grants and Contracts Manager (GCM) is responsible for the efficient and effective administration of prime awards to Pact. The responsibility for administrative oversight includes the entire life of an award from pre-award to close-out, focusing on regulatory compliance, assessment and mitigation of business risks, and enforcement of Pact’s policies and procedures. The GCM also serves as a technical resource to Pact staff in interpreting donor rules and regulations and acts as a primary point of contact for contractual discussions and negotiations with donors. In addition to prime award administration, the GCM will also provide expert support to sub-grant administration, contracting, and procurement activities under prime awards.



The GCM reports to the Director, Agreement Management

Specific Duties:
•Provides input to formative discussions with other Pact units on proposal strategy with focus on contractual mechanisms, pricing methodologies, special contractual 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 prime awards, including scope of work, budget, payment provisions, reporting requirements and special terms and conditions
•Upon award, prepares and distributes new award notices, conducts new award briefings, and assigns cost center numbers
•Upon completion of project, closes out award, including planning, executing and providing technical assistance to the country office
•Maintains complete prime award documents (electronic and hard copies), including submission / transmittal of deliverables be they programmatic, financial, or audit-related.
•Provides interpretation and guidance of award terms and conditions including applicable regulations including changes and updates
•Responds to questions/inquiries from donors
•Resolves contractual issues/problems/disputes arising from prime award, including disputes arising from sub-grants and sub-awards
•Monitors ongoing business risks including tracking of funding, delayed execution of contracts, expired authorizations, delayed payments, and regulation of advances to subcontractors and vendors; regularly review LOPs to verify accuracy of award and obligated amounts against prime award records such as burn rates vs. obligated funds and extensions and modifications.
•Initiate and/or participates in Country Profile Reviews to assess overall compliance with terms and conditions as measured through the CPR process ensuring that deficiencies in compliance with terms and conditions are corrected
•Works closely with internal auditors to make recommendations to the agenda for field visits and following up on findings
•Assists in the development and delivery of on-site and off-site training (formal and informal) of Pact staff in HQ and field offices; serves as facilitator and/or presenter at “brown bag” learning meetings on special topics; participates and moderates discussions within the G&C community of practice
•Assists the Director, Agreement Management in the development and monitoring of policies, procedures, and templates
•Performs other duties as assigned.



Minimum Qualifications

BA and at least 10 years of relevant experience (or equivalent)

Ability to travel regularly and at short-notice



Preference for:
•Experience managing the award and administration of federal grants and contracts in other organizations performing work similar to Pact
•Solid knowledge of administrative regulations applicable to assistance and acquisition including USAID and OMB Circulars
•Solid knowledge of other donor regulations including multilateral development banks, other foreign government development agencies, and other multilateral development agencies
•Strong analytical skills to successfully perform financial reviews, determination of responsibility, and other forms of quantitative analyses
•Fluency in English and proficiency in French or Spanish



Skills and Abilities

Behavioral Competencies
•Strong in all areas



Leadership
•Ability to sustain interpersonal and professional relationships with internal colleagues and contacts in donor and peer organizations
•Deep understanding of Pact’s strategy and how efforts contribute to the greater good
•Consistently works within internal process and procedures
•Strong interpersonal and team building skills
•Proactive engagement in corporate initiatives



Project Management
•Strong planning and time management skills
•Excellent written and oral communication skills, including the ability to effectively present complex ideas to diverse audiences
•Ability to problem-solve difficult issues
•Ability to multitask with ease, adapting to frequently changing priorities
•Strong negotiating and conflict resolution skills
•Proficiency in developing and managing a budget



Technical Skills
•Strong experience in one of Pact’s technical areas or a support function
•Strong knowledge and understanding of donor policies and regulations
•High competence using common desktop applications and internal systems



People Management
•Demonstrated proficiency in supervising staff, including providing honest feedback
•Ability to mentor others





To apply for this position, please visit our website at www.pactworld.org