Grants and Contracts Manager

Pact seeks an experienced Grants and Contracts (G&C) Manager for two USAID Cost-plus-fixed-feeost plus  contracts, the Ethiopia Sustainable Peace Activity (SP) and the Zambia Integrated HIV and Health Activity (ZIH). The G&C Manager is primarily responsible for managing the administrative processes for contract administration from pre-award to contract close-out. They  will provide professional expertise in contract administration to ensure full compliance with donor rules and regulations and Pact policies. The scope of contract administration may include contract interpretation, compliance with regulatory requirements and restrictions, subaward administration, and donor relations among others.

The G&C Manager will also provide oversight for the subcontracts, Grants under Contracts (GUCs), and compliance functions for SP and ZIH.  Additionally, the G&C Manager will provide overall contract compliance support. They are responsible for training and mentoring ZIH and SP staff on policies and procedures, donor regulations, and best practices, as well as working closely with the Chief of Party (COP), Finance Manager, and Pact Ethiopia and Pact Zambia Offices to ensure compliance with all donor regulations and to ensure effective and proactive planning and management.

Reporting to the Senior Manager of Grants and Contracts, the G&C Manager will provide:

a) Comprehensive analysis of contract terms and conditions to ensure that the organization has the organizational capacity or is able to acquire the necessary capacity to successfully perform and meet contractual obligations.
b) Expert interpretation of donor (USG/USAID) rules and regulations.
c) Standardization of administrative procedures for efficient award and subaward management.
d) Development of contractual documents including templates and ancillary business forms.
e) Capacity building and replication of contract portfolio management systems and best practices in award and subaward management.
f) Lead or supervise other staff in the efficient operation and maintenance of an effective contracts portfolio management system. The G&C Manager will work in partnership with operations staff and other enterprise services staff to achieve successful and compliant contract performance.

The specific duties to be carried out by the successful candidate are listed below:

• Prepares transactions and submissions in compliance with the contractual requirements including but not exclusive to contract add-ons, budget realignments, cost extensions, and other transactions requiring donor approval such as sub awards, salaries, consultant rates, waivers, etc. As the G&C Manager, has the ability to handle more complicated or business-sensitive transactions with appropriate escalations.
• Reviews and negotiates critical contracts, subcontracts and modifications. Conducts complex negotiations requiring engagement with senior leadership (internally and/or externally).
• Oversees management of sub-contracts and GUCs.
• Lead and oversee the development, management and complete life cycle of a variety of possible general and programmatic procurement mechanisms, including but not limited to, sub-contracts, and/or GUCs.
• Develops and maintains strong, collegial relationships with counterparts (internal and external).
• Responds promptly to audit matters (internal).
• Articulates and advocates for the organization's position on matters of regulation and other contractual issues.
• Collaborates with operations staff and other departments, as well as the local team, to monitor prime contract and subcontract performance.
• Negotiates substantive provisions in lower-tier subcontracts.
• Trains other staff in standardized procedures for efficient award and subaward management.
• Manages input to Contract close-out.
• Advises executive leadership and general staff on critical contractual issues and indications of high risk based on established expert knowledge of organizational policy, donor regulations, and specific award terms and conditions.
• Closely engages in managing disputes, business-sensitive transactions, and delicate customer relationships to preserve the reputation and good standing of the organization.
• Leads in seeking reconsideration of requests denied by donors such as those for salaries, consultant rates, budget revisions, procurement, subcontracts, waivers, etc.
• Contributes to the development and delivery of specialized training to staff on policy, regulations, and best practices in contract administration.
• Contributes to conducting periodic reviews of the contract portfolio with the senior management.
• Oversees and manages the overall compliance of the Contract against USAID Pact regulations and requirements and Pact policies and procedures.
• Ensures funds expended are compliant with US government regulations and Pact policies, including but not limited to training staff on contract requirements and ensuring prior approvals are obtained.
• Responsible for assisting in implementing the project’s small business goals (including tracking progress).

• Master's degree with five (5) years work experience or bachelor's degree with at least seven (7+) years work experience
• At least three (3+) years management experience
• At least five years’ experience working in a Contracts function in international development.
• At least four years’ of significant experience with USAID contracts, specifically with management and/or administration of sub-contracts and GUCs.
• Demonstrates deepened expertise, professional growth, and managerial and leadership skills through evidence of effective crisis management. Knowledge of USAID rules, regulations and policies, particularly the procurement process and procedures and subcontract requirements.
• Experience managing compliance requirements for US Government funded Contracts which have been subject to the following: Federal Acquisition Regulations (FAR), USAID Acquisition Regulations (AIDAR), 22 CFR 228 Source and Nationality requirements, Cost Principles in 2 CFR 200 or FAR Part 31, and USG Single Audit Requirements (formerly “A-122” audits).
• Experience working effectively in multicultural work-environment and decentralized field-driven organization
• Demonstrated experience and proven efficacy in the management of a complex operation and work with diverse staff
• Ability to manage complex projects, prioritize multiple tasks with close attention to detail and accuracy and meet deadlines. Critical thinker with the ability to develop solutions
• Proficiency in balancing complex regulatory requirements with practical needs and limitations.
• Ability to communicate effectively and diplomatically with a wide variety of audiences
• Self-motivated with outstanding interpersonal skills, and the ability to work effectively both in groups as well as independently
• Fluency in English
• Ability to travel to Ethiopia and Zambia
• Proficiency in relevant computer applications and databases.

• Demonstrable experience managing grants, contracts or other mechanisms that allow projects to seamlessly change course in response to new information.

The salary for this position is determined based on a wide variety of factors including but not limited to an individuals skill sets, experience, training, certifications, education, as well as business needs and internal equity. At Pact, employees are typically not hired at the top of the range for their role and compensation decisions are made based on the aforementioned circumstances. A reasonable estimate of the current range is $70,000-110,000