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.
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.
Supervision Given/Received: Performs work with a high degree of independence to determine practical methods and procedures for effective performance.
Education: 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.