The Sub-Award Quality Assurance Officer is primarily responsible for providing overall sub-award quality assurance and management expertise to country offices and projects. He/she will provide professional expertise and technical training from pre-award to close-out of sub-awards, including development of sub-award solicitations, negotiation, preparation of sub-award packages, execution, monitoring and overall administration. The role will support ensuring full compliance with donor regulations and FHI 360 policies.
Job Title: Sub-Award Quality Assurance Officer
Location: South Africa
The functions of the position include:
- High level of expertise with donor (USG and non-USG) rules and regulations;
- Review subaward packages for completeness and adherence to FHI360 standards
- Standardization of administrative procedures for efficient sub-award management within the regional office, country offices and projects;
- Participate in Business Development teams to provide advice in sub-award planning and allocation;
- Review and development of call for sub-award Expressions of Interest (EOI), Notice of Funding Availability (NFO), Request for Applications, Proposals, Quotations (RFA, RFP, RFQ) released at the country level;
- Review and development of contractual documents including requests for approval, negotiation memoranda, source selection memoranda, purchase requisitions, sub-award agreements, and consultant agreements according to FHI 360 templates;
- Capacity building of project and regional staff through joint reviews of documentation, including program descriptions and budgets for compliance and consistency;
- Replication of sub-award portfolio management systems and best practices in sub-award management;
- Elaboration and maintenance of standard operating procedures for the development of sub-grants, subcontracts, consultant agreements, and other contractual mechanisms;
- Maintain knowledge of donor rules and regulations and informing the team of changes in policies and procedures;
- Develop ancillary documents needed to complete packages such as EMMPs, Branding and Marking Plans, Pre-award Assessments, Negotiation Memos, etc.;
- Work closely with FHI 360 Contract Management Services during submission and approval process for sub-award packages.
- Serves as a technical resource to proposal development units (Business Planning and Proposal and Cost and Pricing) by analyzing solicitations, identifying partnership mechanisms, preparing potential sub-awardee compliance paperwork, etc.
- Reviews and negotiates critical sub-award scopes of work and budgets.
- Identifies significant risks and recommend plan for mitigation including justification of working at risk.
- Advises program staff on matters of concern and elements of risk that can be detrimental to successful sub-award performance. Recommend alternative approaches to overcome any negative impact.
- Assists with project launch and provide training on sub-award processes and expectations as needed.
- Track adherence to all funder and FHI 360 policies and mandatory procedures. Reviews sub-agreement and consultant packages from program teams. These will include sub-award add-ons, budget realignments, cost extensions, and other transactions requiring donor approval such as sub-awards, salaries, consultant rates, waivers, etc.
- Collaborates with other enterprise services staff in the development of sub-agreements, consultant packages, modifications, budget realignments, etc.
- Liaises with program teams to ensure all projects have adequate sub-award monitoring systems in place.
- Trains other staff in standardized procedures for efficient award and sub- award management.
- Manages input to sub-award close-out.
Applied Knowledge & Skills:
- Advanced knowledge of USAID/USG (USG and non-USG) rules and regulations required; for acquisition (contracts) and assistance (cooperative agreements and grants).
- Proven knowledge of or ability to learn other mechanisms of funding and types of award.
- Strong and solid command of professional theory, techniques, practices and procedures requiring comprehensive knowledge of contracting principles.
- Proven skills in negotiations, sub award management and procurement.
- Ability to mentor and work with country level contract and grants officers to ensure high quality and compliance with Funder rules and regulations.
- Effective oral communication and business/technical writing skills.
- Independently use technology to perform work. Ensure integrity of systems, internal controls and data, including recommending modifications for further strengthening as indicated.
- Apply updated technology to facilitate procedures and achieve unit goals and objectives.
- Adaptable to work environments in diverse cultural settings.
Problem Solving & Impact:
- Analyze highly complex situations (e.g., high risk conditions or business-sensitive issues) and alert leadership to impact on performance.
- Recommend options to overcome the above based on careful and thoughtful evaluation of facts and well-informed interpretation of applicable regulations.
- Ensure that sub-awards are administered according to the highest standards of ethics and compliance and quality.
- Erroneous decisions or recommendations or failure to achieve results may cause the organization to incur additional costs and suffer delays that can have a negative impact on its record of performance.
- Performs work with a high degree of independence to determine practical methods and procedures for effective performance.
- Bachelor’s degree or International Equivalent in Business Administration or related field.
- Minimum of 5-8 years’ experience in a contracting or grants position in either the Federal Government acquisition system or a Non- governmental Organization (NGO) – domestic or international.
- Advanced knowledge of donor (USG and non- USG) rules and regulations including but not limited to USAID, DHHS, DOE, etc.
- Excellent oral and written communication skills.
- Must have attention to detail.
- Excellent organizational skills and strong ability to manage and meet multiple tasks.
- Read, write and speak English. Fluency in a foreign language is desired.
- International development, healthcare, or consulting industry experience preferred.
Typical Physical Demands:
- Typical office environment. Ability to sit and stand for extended periods of time; ability to lift 5-50 lbs.
Technology to be Used: Personal Computer, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), e-mail, telephone, printer, calculator, copier, cell phones, PDAs and other hand-held devices.
Travel Requirements: Less than 10%
** Or an equivalent combination of relevant education and/or experience sufficient to successfully perform the key responsibilities of the job.
This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
Interested candidates may submit their resume together with a motivational cover letter indicating the position and location for which you are applying for, to http://www.fhi360.org/careers.
This job advert summarizes the main duties and requirements of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties.
Application Deadline: Friday, 8 November, 2019