Procurement & Subcontracts Manager

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 Manager will be responsible for the contractual and administrative implementation of all programmatic activities that include, but are not limited to, ensuring compliance with USAID rules and regulations, drafting and managing subcontracts and negotiation memos in accordance with Chemonics’ policies, procedures, and best practices. S/he will be the primary focal point for the implementation of Subcontracts instruments. The Subcontracts Manager will support technical component activities, in addition to project management and monitoring. The Subcontracts Manager will report to the Grants and Subcontracts Director or his/her designee. 

Detailed Responsibilities

• Adapt and refine subcontracts procedures and manuals according to Chemonics and USAID rules and regulations. Specific procedures include solicitation, selection, award, implementation, monitoring, evaluation, and close-out of local subcontracts and public-private alliances.  

• Ensure contract-specified subcontracts related regulatory requirements (e.g., FAR, AIDAR, CFR and OMB) are met. 

• Draft and execute subs modification and neg memo, and conduct budget analysis and forecast

• Draft and execute subs modification, new subs agreements under SAF, and neg memos in coordination with the technical and Ops teams.

• Work with the procurement team on any mutual tasks related to the subcontractors

• Assist in the creation and oversight of policies, practices, and procedures relating to all aspects of local sub-contracts.

• In coordination with the Grants and Subcontracts Director establish financial, accounting, and administrative procedures for control of funds and expenditures, including appropriate reporting and authorities. 

• Perform pre-award assessments to determine applicant management and technical capacity to administer subcontract awards, when necessary. 

• Analyze, assess, and assist with budgetary and financial aspects of ERA’s current subcontractors and future subcontract  proposals, as well as  

• Track and manager the subcontractor’s Level of Effort (LOE), period of performance (POP), and budget spending

• Manage the invoicing and payment cycle for the project’s local subcontracts, and perform detailed reviews and audits of all invoice documentation and ensure that expenses are incurred according to the terms of signed subcontracts, corporate financial policies, and Chemonics/USAID government procurement regulations. 

• Ensure effective communication between project staff and subcontract awardees such that suitable technical advice and assistance in the fields of management, including financial management and sustainability are provided. 

• Monitor compliance of the award of subcontracts and prepare reports to the Grants, Subcontracts, and Procurement teams, as well as other senior-level technical staff as requested. 

• Ensure the highest levels of honesty, integrity, openness and transparency in administering subcontract award processes and procedures 

• Maintain subcontract documentation such that files are current, complete  and audit-ready at all times. 

• Manage the overall integrity in the administration of subcontracts award processes and procedures. 

• Act as a point of contact for all local subcontractors, and report any concerns or issues, whether verified or not, to senior management. 

• Perform additional duties as assigned by supervisor. 

Reporting

This long-term assignment will take place in Amman, Jordan. The Subcontracts Manager will report to the Grants and Subcontracts Director, or his/her delegee.

Qualifications

• Bachelor’s degree in public administration, international relations, management, business, finance, or relevant field is required. Master’s degree preferred.

• At least (7) years of progressively responsible procurement, subcontracts, and management experience in terms of the job tasks and responsibilities outlined above required.

• Minimum 4 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 Sunday, July 09, 2023

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