Subcontracts and Grants Director

Subcontracts and Grants Director

Background

The Jordan Economic Reform Activity Task Order 1 (ERA TO1) is a 5-year, $54 million program funded by USAID, which aims to support the Government of Jordan (GOJ) to prioritize and implement economic reforms. Through coordination with the GOJ, the Jordanian and international private sector, other donors, and Jordanian civil society, ERA TO 1 will (1) advance economic reforms, (2) strengthen the business enabling environment, (3) increase exports and local, regional, and international investments, and (4) respond to emerging priorities.

Position Description

The Subcontracts and Grants Director will be responsible for the contractual and administrative implementation of all programmatic activities that include, but are not limited to, supporting local firms. S/he will work with a wide range of partners, including private sector firms, ministries, non-governmental organizations, government agencies, and other entities. Under the supervision of Deputy Chief of Party -Ops.

S/he will ensure compliance with USAID rules and regulations ADS 303 governing grants and ensure subcontracts and negotiation memos are drafted in accordance with Chemonics’ policies, procedures, and best practices. S/he will be the primary focal point for the implementation of all grants and Subcontracts instruments. Grants and Subcontracts will involve close collaboration with the Deputy Chief of Party -Ops and their strategic technical teams, and very close collaboration with the Monitoring, Evaluation, and Learning (MEL team) to ensure activity results under grants and subcontract interventions are properly measured and tracked.

S/he will ensure inputs are being delivered according to established work plans. The Subcontracts and Grants Director will also work with the Chief of Party, Deputy Chief of Party-Ops, and technical specialists to incorporate lessons learned from program implementation into new activity developments.

DETAILED RESPONSIBILITIES

Grants Management

• Responsible for the contractual and administrative management, implementation, and close-out of all activities under the ERA TO1 components. The Director will be responsible for leading the drafting of the Grants APS or RFA required to compete and selection grantee applicants.
• Coordinate closely with the Deputy Chief of Party- Ops when questions arise between the field office, home office, and partners regarding grant compliance and negotiation.
• Establishes and revises, as deemed necessary, the systems and procedures for grant agreement execution (from solicitation to award, payments and close out), and provides appropriate guidance and training to technical specialists to foster clear understanding of the grant procedures, and of their roles and responsibilities on the implementation and management of grants under contract.
• Serves on Technical Evaluation Committee (TEC) meetings as required to review and approve grant activities. Spearheads effective interactions between the grants team and the technical team at the beginning of the award process to ensure the soundness of all background documents and materials for the effective execution of grant agreements.
• Responsible for organizing and tracking activity documentation and ensures grants compliance with USAID rules and regulations.
• Leads the Subcontracts and Grants Managers in the creation of tools, such as, a grants disbursement tracker to ensure the tracking of grants.
• Supports the Subcontracts and Grants Managers in the execution of grant agreements and ensure the proper closure of all activities.
• Responsible for the monitoring of individual grant budgets to ensure availability of funds.
• Develops and submits to the Deputy Chief of Party-Ops, regular reports on grants activities, including analysis of issues, constraints and bottlenecks, documentation of lessons learned, and description of corrective measures taken during the reporting period or proposed for future actions.
• Works with the Deputy Chief of Party-Ops to determines the most reasonable, fair, and expeditious procurement option for each item procured, in compliance with Chemonics and USAID policies and procedures, and the JOBS Grants Manual.
• Monitors contracts and purchase orders issued to vendors to ensure compliance to terms and conditions.
• Reviews and finalizes RFPs in cooperation with ERA TO1’s team to ensure compliance with USAID policies and procedures.
• Reviews applications, evaluates the cost application for cost realism and cost effectiveness, finalizes grant documents, and manages and monitors the grants approvals.
• Supports the Deputy Chief of Party-Ops in reviewing and analyzing budget estimates for reasonableness, and consistency.
• Performs pre-award determinations of applicant management and technical capacities to administer grant awards responsibly and advise on how to enhance recipient capabilities as necessary and appropriate.
• Reviews how the grantees manage procurement, source, origin, inventory, care, maintenance, and disposition of grant purchased equipment, and assists in improving their processes, as necessary.
• Empowers the Subcontracts and Grants Managers to lead trainings and management of grants and build capacity in grants lifecycle management.

Subcontract Management

• Oversees procurement requirements and ensures compliance with corporate policies, contractual requirements, US Federal Acquisition Regulations (FAR), and any other applicable policies and regulations.
• The Director will be responsible for reviewing the draft RFP/RFQs before they are released to properly compete vendors and subcontractors.
• Reviews all neg memos and subcontracts produced by the Subcontracts and Grants Managers, prior to execution.
• Provides oversight support to Subcontracts and Grants Managers as they work directly with local, regional or international vendors and service providers to obtain quotations and/or initiate procurements of requested commodities and services.
• Monitors contracts and purchase orders issued to vendors and follow up as necessary to ensure compliance to contract terms and conditions.
• Reviews subcontract deliverables and confirms deliverables are in accordance with contract terms and conditions.
• Provides procurement status reports to the Operations and Finance Team Leader.
• Provides training to project staff in procurement and subcontract policies and procedures.
• Ensures that procurement requests are conducted in a timely manner.
• Ensures that procurement and subcontract-related files are maintained in a current and complete manner and are always audit-ready.
• Performs other project duties as assigned by the Operations and Finance Team Leader.

Reporting

This long-term assignment will take place in Amman, Jordan. The Subcontracts and Grants Director will report to the Deputy Chief of Party-Operations, or his delegee.

Skills and Qualifications

• B.A. or M.A. degree in public administration, international relations, business, finance, or relevant field.
• At least 7 years of progressively responsible procurement, subcontracts, and grants management experience in terms of the job tasks and responsibilities outlined above required.
• Minimum five years’ experience with a USAID-funded project is strongly preferred.
• Experience with ADS 303 and implementing USAID grants programs is required.
• Strong analytical skills and attention to detail required.
• Detailed knowledge of grants finance and subcontract budgeting for USAID or Donor projects, including USG regulations for compliance and oversight.
• Experience supervising staff and overseeing field accounting for USAID funded contracts.
• Fluent English, and Arabic

Interested and qualified candidates should submit their applications no later than Monday, February 27, 2023

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