You will be responsible for administration of contracts and grants including the entire life of an award from pre-award to closeout focusing on regulatory compliance, assessment and mitigation of business risks and enforcement of ICMA policies and procedures. This position will also serve as a technical resource to ICMA staff in interpreting funder rules and regulations and act as primary point of contact for contractual issues. You will advise the Director, Grants & Contract Administration and project staff on contractual issues, client procurement regulations, and ICMA policy. You will also provide orientation and guidance on award specific requirements to international program team.
MAJOR JOB RESPONSIBILITIES:
Proposal Development, Submission and Negotiation: Participate in preparation and reviews of proposal budgets for cost realism, compliance, indirect cost rate recovery, invoicing implications and conduct other risks analysis and share findings with the Director of Grants and Contract Administration.. Ensure ICMA proposal meets with the funder’s requirements. Participate in best and final offer (BAFO) negotiations. Prepare teaming agreements and negotiate with prospective subcontractors and prime contractors.
Contract Administration and Compliance:
Upon award, prepare and distribute new award notices (known as Project Set-Up Memo), conduct new award briefing and assign cost center numbers.
Develops drafts and reviews subcontracts, purchase orders, and letter of agreements for lower tier sub-recipients for services under awards and negotiates with the same.
Maintain and update grants and contract files both electronic and hard copies. This includes submission/transmittal of deliverables be they programmatic, finance and grant/contract related.
Provides information to program staff related to per diem rates, travel regulations, consultant rates, Federal and USAID, EPA and other funder’s specific regulations.
Prepare the schedule of allowances for expatriate staff and provide Finance with information on allowances paid to overseas staff. Obtain required prior approvals and waivers from donors according to grants or contracts approval guide. Work directly with the program team and field office to assure that all approvals requests are submitted in a timely fashion. .
Reviews and authorizes correspondence on contractual issues such as modification requests for contracts, grants and subcontracts including budget realignment, Contracting Officer’s approval for salaries, consultant rates, budget revisions, procurement, subcontracting, waivers, etc.
Provide interpretation and guidance if award terms and conditions including applicable regulations such as Federal Acquisition Regulation (FAR), FAR supplement regulatory clauses/provisions, 22 CFR 226 Assistance, and Standard Regulations/FAM for ICMA headquarters and overseas staff including their changes and updates.
Organize training, orientation or brown bags on topics such as: procurement, consultant hiring and rates, NICRA, cost share, substantial involvement, budget and cost principles, environmental impact assessment and pertinent OMB circulars.
Monitor of business risks including but not limited to tracking funding delayed, execution of contracts, expired authorizations, delayed payments and regulation of advances to subcontractors and vendors. Also, monitor compliance with contract terms and conditions. Ensure grants and contracts comply with applicable regulations, ICMA policy and good commercial practice. This includes monitoring of compliance with host country regulations in particular labor law and taxation and registration.
Responsible for timely resolution of internal and external issues/problems related to grants and contracts administration. Serve as primary point of contact with internal and external customers on grants or contract matters.
Participate in Quarterly/Monthly Program Review Meetings to assess the overall compliance with award terms and conditions. Ensure that any identified deficiencies are address on timely manner. Also, follow up on grants and contracts specific actions resulting from ICMA field visits.
Take a lead in coordinating the grants and contracts as well as field offices or project closeout process.
Performs other job as asked by the Director of Grants and Contracts Administration
MINIMUM QUALIFICATIONS REQUIRED:
Education and Experience:
Under graduate degree in Business Administration, Finance, Accounting, or related field or the equivalent combination of education and experience.
Minimum of 5-7 years work experience in contract and grant administration. Extensive experience in managing international programs funded under various vehicles.
Advanced knowledge of Federal Acquisition Regulations (FAR), 22 CFR 226 Assistance, OMB (non-profit related), and Standard Regulations/FAM, AIDAR. Demonstrated working knowledge of CPFF, T&M, FP, and IDIQ contracts in addition to grants and cooperative agreements.
Strong training skills to effectively transfer working knowledge of regulations, policies and procedures through formal or informal training activities.
The successful candidate will be a self-motivated, entrepreneurial, results-oriented, customer service-minded individual who works well in a deadline-driven, multi-tasking environment. Excellent communication skills (verbal and written).. Excellent organizational skills, ability to work independently, assess priorities when a variety of activities with attention to detail.
Experience in budget preparation, award negotiations, subcontractor management, procurement, performance auditing, and dispute resolution.
Able to travel internationally, in particular those countries with high security alerts.
