The Grants and Contracts Director will provide technical leadership and expertise in contracts and grants support. S/he will lead the contractual and administrative management of the subawards component of this anticipated program. S/he will work with the Finance and Administration Director to establish and manage the grants program including pre and post award phases of the award and sub award development process, post award monitoring ongoing agreements as well as ensuring adequate tools and processes and mechanisms in place to ensure full compliance with award and sub award conditions. S/he will identify capacity development needs for the grants staff and adapt FHI 360 tools and trainings to strengthen staff and subgrantee grant award implementation. The Grants and Contracts Director will also facilitate requirements with donor requirements and FHI 360 policies and procedures and work with FHI 360 Contracts Management Services (CMS) to interpret award terms and recommend the most effective and appropriate use of sub-award instruments and tools.
This position will also oversee training to program staff and capacity building with grantees on grants policies and procedures. The position will manage a team of eight Grants Officers and work closely with the Deputy Chief of Party, the Senior Technical Advisor, and FHI 360 home office staff.
Overall Activities
- Manage and provide leadership, training, guidance and support to contracts staff in all aspects of contracts
- Manage and provide leadership, training, guidance, and support to grants staff in all aspects of contracts and grants administration and management;
- Work closely with FHI 360 CMS staff to provide grants regulation interpretation and analysis for project activities
- Support compliance audit activities in collaboration with other project and FHI 360 staff;
- Lead sub-award quality control review processes;
- Act as a liaison between project staff and FHI 360 CMS and home office staff.
Pre-award Activities
- In collaboration with project technical staff, design the activity grants program including the determination of relevant grant instruments and the finalization of the project’s grants manual.
- In collaboration with project technical staff, lead the in-country procurement of grants and/or contracts in accordance with USAID and FHI 360 standards, to include overseeing grantee proposal reviews.
- In coordination with the program team members, provide support to grant candidates in proposal and budget development as well as assist in finalizing their program scopes of work (SOWs) and work plans.
- Support the pre-award review of all potential partners highlighting their technical, programmatic, financial and admin capacity for receiving, custody and expenditure as well as monitoring and reporting on subsequent project funds, ensuring pre-funding conditions as per the partners finance and admin guidelines are met.
- Review and approve final negotiated terms and conditions for grant awards.
Post-award Activities
- Lead the team reviewing grantee programmatic and financial reports and provide strategic guidance and troubleshooting support. Work with the finance and administration team to ensure timely financial disbursements and compliance with grants financial management policies;
- Monitor overall grant spending, grantee pipelines, and provide regular updates on grantee status to the project’s senior leadership team and home office;
- Review grant activities for compliance with USG rules and regulations and provide ongoing training and support to grantees and project staff to build their capacity to implement their grants in line with USG and FHI 360 rules and regulations;
- Design and oversee the implementation of a grantee monitoring and tracking system and ensure the accuracy and completeness of all grantee documentation for internal and external audit purposes;
- Lead grant close-out processes and supervise staff to ensure that grant closeouts are complete and up to date.
Supervision Given/Received:
- Supervise, train, coach and mentor contracts department staff on all activities above and assume responsibility for their performance in the execution of their duties as assigned.
- Works in team environment as a mentor and leader.
- Manages team activities.
- Customer orientated with the customer being defined as client staff and all employees including project team members.
- Supports performance management and professional development of direct reports, including ongoing feedback, coaching, and career support.
- Minimal supervision required.
- Team leader with demonstrated abilities to develop ways to increase team work and support.
- Considered a subject matter expert.
- At least twelve years’ experience of contracts and grants management and/or program finance experience required.
Requires
- Experience in financial management and financial auditing strongly preferred.
- Demonstrated skills in effectively working, coordinating and negotiating with local institutions and organizations, donors – USAID experience required.
- Experience in capacity building, including the design of training programs and the development of capacity building tools.
- Strong interpersonal and analytical skills.
- Excellent written and oral communication skills.
- Fluency in Indonesian and English required.
- Previous management experience.
- Read, write and speak English.