722 West 168th Street
Under the direct supervision of the Associate Director of Procurements, the Sub-Awards Manager is responsible for the day-to-day management and administration of ICAP’s assistance awards, including sub-grants and sub-contracts for no less than two (2) ICAP country portfolios. Manages the administration of the awards performed at ICAP headquarters and field offices in coordination with Associate Director of Procurements, Country Sub-Award Representatives, Finance Directors, Country Directors and New York-based Implementation and Finance Units.
The sub-awards management function is supported by a team of Sub-Awards Managers that works in a collaborative learning and collegial environment.
- Serves as partner with Implementation team in the design of sub-award component in new and continuing proposals
- Manages the subaward execution workflow, engages and sets deadlines for all stakeholder groups, advises on quality standards and takes full ownership of the work product
- Participates in cross functional and country specific team meetings to review and address challenges related to the subaward and its impact on the country operating plan; he/she also maintains country-specific dashboards to support full cycle management of the sub-awards
- Organizes and leads standing calls with Country Sub-Award Representatives to review issues specific to sub-agreements and prioritizes actions to be taken in New York and in the field
- Provides expert training and technical support, remotely and in the field, to Country Sub-Award Representatives and sub-recipients to improve sub-recipient administrative and financial systems and procedures
- Technical assistance on the following topics are provided: ICAP’s sub-agreement management SOPs; policies and procedures for procurement under sub-agreements; review and negotiation of sub-agreement scopes of work, budgets and budget justifications; pre-award assessments; sub-recipient monitoring
- Contributes to the development or adaptation of administrative and financial policies and procedures for sub-recipients, which include manuals, user guides, and templates for compliance for USG and CU requirements
Administrative and Financial Management
- Works closely with field offices and Program teams to ensure that budgets are sufficiently reviewed for items that include: cost realism, CU and USG regulatory compliance, indirect costs, invoicing implications and overall business risks
- Writes, using approved templates, all portfolio sub-agreements including relevant federal flow-down terms and conditions and obtains CU Sponsored Project Administration (SPA) signatures for fully executed agreements
- Initiates vouchers for sub-recipient payments and interfaces with CU Departments responsible for approving and issuing payments; reviews and verifies obligated funding available and financial data reported in funding agency reports and sub-agreement tracking workbooks
- Oversees, collects and maintains complete documentation of sub-recipient submission reports: expense, effort, technical, audit, property and other deliverables
- Ensures consistent application of ICAP financial and administrative polices and standards, as well as USG and CU rules and regulations from sub-award execution to close-out
- Collaborates with CU and ICAP Quality Assurance teams on Uniform Guidance audit preparations and responses for sub-recipients
- Performs other related duties as assigned
- Bachelor’s Degree or equivalent in education and experience, plus 4 years of related experience.
MINIMUM REQUIRED QUALIFICATIONS, EXPERIENCE, AND SKILLS
- Excellent oral and written communication and interpersonal skills.
- Proficient in word processing, spreadsheet, and networking.
- Knowledge of USG rules and regulations applicable to grants administration.
- Strong analytical skills to successfully perform financial reviews and other forms of quantitative analyses.
- Demonstrated experience exercising sound business judgment to wisely prioritize and successfully perform multiple and complex tasks.
PREFERRED EXPERIENCE AND OTHER SKILLS
- Minimum three (3) years of experience working with international non-profit organizations
- Demonstrated experience preparing and managing grants and contracts
- Financial management/budget monitoring experience
- Fluency in French is highly desirable
- Knowledge of 2 CFR 200, 45 CFR 74; Federal Acquisition Regulations: 22 CFR 226 and 22 CFR 228
- Experience managing DHHS, HRSA, USAID and other Federal agency and donor awards
- Requires international travel of two (2) to four (4) trips per year with each trip lasting ten (10) to fourteen (14) days for the purpose of training ICAP and sub-awardee staff
Minimum Education Required