Under the direct supervision of the Associate Director of Procurements, the Sub-Awards Manager is responsible for the day-to-day management and administration of ICAP’s assistance awards, including sub-grants and sub-contracts for no less than two (2) ICAPcountry portfolios. Manages the administration of the awards performed at ICAPheadquarters and field offices in coordination with Associate Director of Procurements, Country Sub-Award Representatives, Finance Directors, Country Directors and New York-based Implementation and Finance Units. The range of tasks will cover pre-award to close-out, as outlined below.
This position is grant funded.
Major Accountabilities
Pre-award
- Serves as partner with Implementation team in the design of sub-agreement component in new and continuing proposals and focuses on the management and administration of the portfolio
- Works closely with field offices and Program teams to ensure that contracted service line item is sufficiently reviewed for items that include: cost realism, CU and USGregulatory compliance, indirect costs, invoicing implications and overall business risks
Post-award
- Ensures consistent application of ICAP financial and administrative polices and standards, as well as USG and CU rules and regulations
- Writes all portfolio sub-agreements, including relevant federal flow-down terms and conditions, and obtains CU Sponsored Project Administration (SPA) signatures for fully executed agreements
- Prepares and/or reviews agency prior approval documentation for restricted budget items that include, but are not limited to international travel, large-ticket procurements and new first-tier and second-tier sub-agreements
- Verifies funding available for sub-recipient payment requests and interfaces with CU Departments: MSPH Finance, Accounts Payable, SPA to process sub-recipient payments
- Reviews and verifies obligated funding available and financial data reported in agency reports and sub-agreement tracking workbooks; he/she also maintains country-specific sub-agreement dashboards and disseminates to country offices and Program teams on a weekly basis
- Oversees, collects and maintains complete documentation of sub-recipient submission reports: expense, effort, technical, audit, property and other deliverables
- Participates in Country management team meetings and reviews with focus on issues specific to sub-agreement management
- Monitors the closeout of sub-agreements to help Implementation and Finance teams complete the closeout of prime awards
- Provides technical assistance and backstopping to field offices for sub- agreement closeout activities
- Collaborates with CU and ICAP Quality Assurance teams on A-133 audit preparations and responses for sub-recipients
Capacity Building
- Provides expert training and technical support to Country Sub-Award Representatives and sub-recipients to improve sub-recipient administrative and financial systems and procedures
- Technical assistance on the following topics are provided: ICAP’s sub-agreement management SOPs; policies and procedures for procurements under sub-agreements; review and negotiation of sub-agreement scopes of work, budgets and budget justifications; pre-award assessments; sub-recipient monitoring
- Assists Associate Director, Procurements with the development or adaptation of administrative and financial policies and procedures for sub – recipients, which include manuals, user guides, and templates for compliance for USG and CU requirements
Other
- Performs other related duties as assigned
Education
- Bachelor’s degree in related business field or equivalent work experience
Experience, Skills & Minimum Required Qualifications
- Minimum of four (4) years of directly related experience
- Excellent oral and written communication and interpersonal skills
- Proficient in word processing, spreadsheet, and networking
- Knowledge of USG rules and regulations applicable to grants administration
- Strong analytical skills to successfully perform financial reviews and other forms of quantitative analyses
- Demonstrated experience exercising sound business judgment to wisely prioritize and successfully perform multiple and complex tasks
Experience, Skills & Preferred Qualifications
- Minimum three (3) years of experience working with international non-profit organizations
- Demonstrated experience preparing and managing grants and contracts
- Experience with international protocols
- Financial management/budget monitoring experience
- Foreign language proficiency in French, Portuguese, Swahili or African dialect a plus
- Advance knowledge of OMB Circular A-110, A-122, and A-133; Federal Acquisition Regulations: 22 CFR 226 and 22 CFR 228
- Experience managing DHHS, HRSA, USAID and other Federal agency and donor awards
Travel Requirements
- Requires international travel of two (2) to four (4) trips per year with each trip lasting ten (10) to fourteen (14) days for the purpose of training ICAP and sub-awardee staff
How to apply:
To apply for this position, please cut and paste the following link into your web browser:
http://jobs.columbia.edu/applicants/Central?quickFind=143113
http://jobs.columbia.edu/applicants/Central?quickFind=143113
