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Senior Grants & Contracts Manager

Washington D.C. (United States of America)

  • Organization: PSI - Population Services International
  • Location: Washington D.C. (United States of America)
  • Grade: Mid level - Internationally recruited position
  • Occupational Groups:
    • External Relations, Partnerships and Resource mobilization
    • Legal - Broad
    • Procurement
    • Managerial positions
  • Closing Date: 2019-08-24

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Overview

Job title: Senior Grants & Contracts Manager

Department: Grants and Contracts

Based in: Washington, D.C.

Reports to: Director, Grants & Contracts

Travel: Up to 20% international travel

Who we are

We're Population Services International (PSI), the world's leading non-profit social marketing organization. We work to make it easier for people in the developing world to be healthy by providing access to products and services that range from mosquito nets to HIV testing.

There are over 7,000 “PSI'ers” around the world. It's a motley group of entrepreneurs and professionals with a diverse range of backgrounds all the way from the medical industry to the music business, all with unique skills we bring to the job.

Join us!

PSI's Grants & Contracts Department oversees award compliance for PSI's donor/client-funded projects, award negotiation, and compliance training. We are responsible for helping staff navigate regulatory complexities and the terms and conditions of their awards. We approach grants and contracts compliance holistically – ensuring the correlation between programmatic, financial, and donor/client requirements. Our aim is to work towards collaborative compliance solutions with PSI's Program Management Teams (PMT) and Global Network Members (NM). The Grants & Contracts Department aims to provide compliance support across the PSI Market Groups and the Global Network. Each award is different, and that is how we approach award administration – a tailored compliance approach for each award.

We are looking for a Senior Grants and Contracts Manager to provide cradle to grave award compliance oversight and support to two PSI Market Groups and associated Network Members in the Francolusophone Africa Transition Market and the Foundation Market. This position reports to the Director, Grants & Contracts and will focus on guiding PMT, NM, and technical staff to ensure their understanding of the terms and conditions of their awards. The Senior G&C Manager will use their expertise in donor/client compliance to provide advice to ensure that programs are delivered with minimized compliance risk, in addition to other duties as assigned:

  • Review and negotiate prime awards issued to PSI postaward and subagreements issued thereunder;
  • Provide guidance on award management during implementation to ensure compliance with donor/client requirements.
  • Ensure that PMT/NMs understand prime award prior approval requirements and follow up to ensure that they are met.
  • Contribute to development of G&C's compliance guidance documents as requested, reinforcing donor/client requirements, reflecting best practices and award monitoring tools and templates.
  • Translate compliance tools into French, as requested, and facilitate comprehension of requirements for NM staff, as needed.

The ideal candidate for the Senior Manager, Grants & Contracts position will bring enthusiasm and a desire to reinforce excellent award compliance and programmatic delivery of PSI's programs.

Sound like you? Read on.

Responsibilities

Your contribution

Supervisory Responsibilities

The Senior Grants & Contracts Manager will directly supervise a Grants & Contracts Senior Officer, Awards & Compliance in accordance with PSI's policies and applicable laws, including interviewing, hiring and, training employees; planning, assigning, and directing work; appraising performance; mentoring; rewarding and disciplining staff; and resolving problems. The Senior G&C Manager will ensure that there is coordination and sufficient coverage of the Francolusophone Africa Transition Market and the Foundation Market portfolios, adjusting workloads as necessary to cover priority needs.

Pre-Award Administration Support

Working with New Business Development, Cost and Pricing, Program Management Teams, and Network Members, the level of the G&C's involvement during the preaward proposal process depends on the complexity of the proposal bid and donor/client requirements. The Senior G&C Manager may be asked to provide the following support during the proposal process:

  • Review RFPs/RFAs and Teaming Agreements for PSI's new business opportunities for the assigned Market Group portfolio, providing support as it relates to preaward compliance-related questions.
  • Contribute to the development of compliance-related proposal questions for submission to the Contracting Officer/Agreement Officer.
  • Participate in the Bid/No-bid review process, as requested, for bids within the assigned portfolio.
  • Verify that PMT/NM has conducted due diligence for all subrecipients/subcontractors identified at the proposal stage, including obtaining proper documentation of anti-terrorism and suspension and debarment verification.
  • Review preaward assessment questionnaires and supporting documentation for subrecipients/subcontractors identified at the proposal stage, to document level of risk and determine special condition terms and conditions related to the identified level of risk.

Post-Award Implementation Support

Negotiation:

  • Once a project is awarded and a draft prime agreement is issued (or a draft subagreement is issued thereunder), the Senior G&C Manager will review and negotiate award terms and conditions with the donor/client (or with the subrecipient, as applicable) prior to signature to ensure terms that are most favorable to PSI, mitigating potential risk. S/he will help with development of sound negotiation strategies during the award negotiation process.
  • Review terms and conditions of all new awards, modifications, and subagreements issued thereunder [valued at $100,000 and greater], ensuring the following: a) Correlation between proposal technical and pricing submissions and resulting grant and contract agreements; b) Identification of areas for further negotiation, highlighting potential areas of risk and determining global precedents of award terms; and c) Verification of appropriate incorporation of client/donor regulations.

Project Start-up:

  • Kick-off meetings are held as soon as possible after a new agreement is fully-executed when implementation begins. The Senior G&C Manager reinforces the project Kickoff requirement as soon as the new award is signed, prepares the Award Compliance Matrix, and leads the compliance discussion.

Compliance Oversight:

  • The Senior G&C Manager proactively monitors prime award compliance requirements throughout implementation, and ensures timely review and sign-off of all prior approval submissions to the donor/client.
  • For all subagreements/subcontracts issued under awards in the portfolio, ensure proper use and documentation by country office of G&C's required subrecipient management and monitoring tools, in collaboration with the G&C Document Review Coordinators.
  • During implementation, the Senior G&C Manager works with the G&C Document Review Coordinators to ensure that subagreement and prime award terms and conditions requirements are being tracked and that award files are maintained including prime and subagreement documentation.
  • Participate in Monthly Program Finance Reviews to stay abreast of current project activities in order to proactively flag and address compliance-related matters.

Closeout:

  • The Senior G&C Manager works with the PMT and NM to ensure that staff understand compliance requirements for the prime and subagreement closeout process, conducting closeout trainings/webinars as needed.

Using appropriate checklists and guidance documents, ensure that the following close out categories are verified: final financial expenditures, reporting requirements, prior approvals, cost share, program income, equipment/final disposition, and finalization of close out of all related subagreements and subcontracts.

Training and Capacity Building

The Grants & Contracts Department establishes PSI's global organizational award compliance standards and works with the PMTs and NMs to collectively improve award compliance oversight for PSI. The Senior Grants & Contracts Manager may be involved in supporting that effort in terms of the development, organization, and presentation of G&C training components or the delivery of training sessions both at HQ and in country. Qualifications

What are we looking for?

The candidate we hire will embody PSI's corporate values:

Collaboration: You can work independently, but thrive within a team.

Trust: You trust that your manager and team will have your back and care deeply about gaining that same trust from your teammates

Pragmatism: You dive in and maintain momentum even when things are ambiguous and you don't let perfect get in the way of good enough.

Honesty: You aren't afraid to speak up and speak your mind.

Measurement: You set clear and challenging goals and hold yourself accountable to driving measurable results.

Commitment: You're independent and a free thinker, but you're ready to buy in to the direction of the team and commit to its success.

The basics:

  • Master's degree or equivalent years of experience.
  • 8-10+ years of increasingly responsible experience in federal and/or private grants/contracts management (Master's degree may be substituted for experience).
  • Prior supervisory experience required.
  • Solid knowledge and understanding of all aspects of the prime award and subagreement management lifecycle.
  • Solid knowledge base regarding different subagreement contracting mechanisms and the applicability of various donor/client flow-down requirements.
  • Experience preparing staff for external audits and anticipating and mitigating potential audit findings.
  • Demonstrated expertise with researching, interpreting, and applying USG regulations. Knowledge of FAR/AIDAR, OMB Uniform Guidance, Standard Provisions, and other donor rules and regulations regarding implementation of Federal awards.
  • Familiarity with other donors such as The Global Fund, DFID, KfW, World Bank, UN Agencies, and foundations.
  • Ability to compose reports, presentations, memos, emails, and other written documents in an organized, logical, and concise manner in both French and English. The ability to write well is extremely important, as are attention to detail and correct grammar usage.
  • Demonstrated project management and organizational skills – especially with time-sensitive work.
  • Ability to collaborate and participate in teams with a can-do, positive attitude.
  • Stellar communication skills and an ability to develop strong partnerships, especially in a diverse, global environment.
  • Previous experience in training using adult learning techniques and experience coordinating and facilitating in person and virtual training.
  • Knack for exercising discretion.
  • Proficiency in MS Word and Excel.
  • Fluency in French required; Portuguese a plus.
  • Must be authorized to work in the United States. PSI will not consider work visa sponsorship for this position.
  • References will be required.
  • The successful candidate will be required to pass a background check.

STATUS

  • Exempt

Population Services International is an equal opportunity employer committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to gender identity, race, color, religion, national origin, sex, sexual orientation, protected veteran status, or disability status.

PI112308909

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