United States of America: Sub-Awards Manager
Country: United States of America
Closing date: 15 Feb 2014
POSITION SUMMARY:
Under 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 ICAP country portfolios. Manages the administration of the awards performed at ICAP headquarters 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.
This position is grant funded.
MAJOR RESPONSIBILITIES:
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 USG regulatory 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
Performs other related duties as assigned
EDUCATION:
- Requires a bachelor’s degree or equivalent in education and experience, plus four (4) years of related experience.
EXPERIENCE, SKILLS & MINIMUM QUALIFICATIONS:
- Minimum of four (4) years of directly related experience
- Excellent oral and written communication and interpersonal skills
- Proficiencies 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 of 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
TRAVEL REQUIREMENTS:
- Requires international travel of 2-4 trips per year with each trip lasting 10-14 days for the purpose of training ICAP and sub-awardee staff
How to apply:
http://jobs.columbia.edu/applicants/Central?quickFind=139032
