Manager, Subcontracts & Grants

Palladium Intentional, Washington DC, United States

Skill Required:, Business Development/ Resource MobilizationFinance and Accounts
Preferred Experience: 
1 to 3 Years
Closing Date for Applications: 
31st January, 2020

Job Description

Company Overview

Palladium is a global leader in the design, development and delivery of Positive Impact - the intentional creation of enduring social and economic value. We work with foundations, investors, governments, corporations, communities and civil society to formulate strategies and implement solutions that generate lasting social, environmental and financial benefits.

For the past 50 years, we have been making Positive Impact possible. With a team of more than 2,500 employees operating in 90 plus countries and a global network of more than 35,000 technical experts, Palladium has improved - and is committed to continuing to improve - economies, societies and most importantly, people's lives.

Palladium is a child-safe organisation, and screens applicants for suitability to work with children. We also provide equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.

Project Overview and Role

The position is responsible for the administration and management of Palladium's grants and subcontracts and for implementation of subcontract/procurement and grant administrative policies and procedures. This position serves as a functional expertise resource to Palladium staff in interpreting client terms and conditions as well as associated rules and regulations, as they apply to competing, negotiating and administering subcontracts and grants under prime contracts and Cooperative Agreement. The position provides support to program staff during every stage of the subcontract/grant life cycle.

The primary responsibilities of the Manager, Subcontracts and Grants are to:

  • Act in the capacity of subject matter expert to provide staff with guidance on and interpretation of Federal, State and local as well as all Client regulations, terms and conditions, as they relate to the life cycle administration of subcontracts and grants
  • Provide appropriate guidance to ensure Palladium policies and procedures are followed and/or amended to coincide with the prevailing requirements
  • Continuously develop knowledge and inform staff of any changes and updates to the relevant regulations as they relate to administration of subcontracts and grants
  • Prepare, update and maintain customized templates, including all required client flow downs for various subcontracts, purchase orders, leases, grants etc. for assigned projects
  • Review and approve draft subcontracts and grants awarded in compliance with the applicable Palladium policies and procedures and client conditions
  • Draft Grants Manuals and relevant templates and tools for use under US Government Prime Contracts or Cooperative Agreements, in accordance with applicable regulatory and contract requirements
  • Develop and implement policies and procedures to ensure that award requirements and client regulations for grants and subcontracts are met in the expenditure of funds, subcontracting, personnel, procurement, property management, travel and other areas
  • Review and negotiate terms and conditions of subcontracts, grants and purchase orders of varying complexity, including but not limited to grants under contracts, commercial item subcontracts and Basic Ordering Agreements
  • Prepare Commercial Item Determinations
  • Assist in performing partner due diligence and negotiation of Teaming Agreements during proposal preparation
  • Maintain audit-ready grant and subcontract files
  • Serve as primary point of contact for all disputes with subcontractors and grantees
  • Responsible for timely resolution of internal and external issues/problems related to grants and subcontracts administration
  • Prepare subcontractor/sub-recipient monitoring plans, conduct sub-award monitoring in collaboration with project and finance staff, and document monitoring results, including performance, compliance with terms and conditions, and budget management
  • Monitor business risks including but not limited to tracking funding delays, execution of subcontracts, expired authorizations, delayed payments and advances to subcontractors and vendors
  • Actively participate in weekly meetings to assess compliance with terms and conditions of awards and take leadership in seeing that deficiencies in compliance are corrected


  • Experience in grants and contracts administration through Federal and other types of funders
  • Extensive experience working with US government contracts and assistance instruments (USAID experience strongly preferred)
  • Demonstrated expert level knowledge of various types of FAR based contracts (such as CPFF, T&M, and FFP) in addition to 2 CFR 200 based grants and cooperative agreements
  • Demonstrated experience in competing, evaluating, negotiating and administering subcontracts, purchase orders and other procurement instruments
  • Demonstrated experience in designing and implementing compliance grant programs, including design of granting methodologies, risk assessment, subrecipient monitoring and oversight and aduit determinations
  • Strong analytical skills to successfully perform financial reviews, determination of responsibility and other forms of qualitative analysis

Key competencies and professional expertise required:

  • Extensive experience in budget preparation, award negotiations, subcontract management, procurement, performance auditing, and dispute resolution
  • Ability to analyse financial data and prepare financial reports
  • Proven background in using ERP system
  • Above average accounting, business and administration skills
  • High level of attention to detail and accuracy
  • Good organizational and planning skills
  • High standard of written and verbal communication skills
  • Excellent skills in Microsoft Office particularly advanced Excel


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