Reporting to the Director of Award Management, the Senior Grants Manager (SGM) leads the effective and efficient administration of ICAP projects throughout their entire award life-cycle, from pre-award to close-out, focused on ensuring congruence with project terms and conditions, regulatory compliance, mitigation of business risk, and adherence to Columbia University (CU), Mailman School and ICAP policies and procedures. The SGM works in close collaboration with other ICAP New York staff to ensure that all pre and post award requirements for proposals and projects are fully addressed.
Pre-Award Functions: (50%)
- Serves as a technical resource to ICAP staff in interpreting notices of funding requests and sponsor rules and regulations during proposal development and serves as the main point of contact for contractual discussions and negotiations with sponsors working through CU Sponsored Projects Administration (SPA);
- Directly manages timelines and the overall progression of work undertaken by internal proposal teams to ensure the on-time completion and submission of high quality, responsive, and compliant application packages;
- Leads and oversees costing development for proposals, works directly with PIs, technical staff and in-country ICAP staff to create responsive budgets and strong justifications and are in full compliance with sponsor and CU requirements;
- Leads and directs day to day communications, as needed, with sponsors throughout the pre-award phase;
- Manages and coordinates all internal Mailman School and ICAP reviews of pre-award inquiries received from sponsors regarding outstanding proposals and negotiations associated with proposed work plans, budgets, reporting requirements and other terms and conditions.
Post-Award Functions: (45%)
- Leads the post-award grants management of a diverse portfolio of projects;
- Reviews, analyzes and distributes new award notices related to ICAP projects to PIs, project teams and leadership staff including detailed analyses regarding terms and conditions for all projects;
- Develops, organizes and conducts new project briefings with ICAP PIs, management teams, finance teams, country offices staff, and other stakeholders, as needed, to ensure proper and timely launch of new projects in accordance with terms and conditions set by sponsors;
- Oversees knowledge management requirements for assigned sponsored projects and maintains complete project documentation (electronic), including submission and transmission to sponsors via SPA of all project deliverables (programmatic, financial or audit related);
- Oversees and manages the development, review and submission of all post-award project requirements including all grant actions and prior approvals and the establishment of project financial accounts within the Columbia University financial system of record;
- Oversees submission of workplans, project quarterly and annual reporting, and expenditure reports generated in collaboration with ICAP Finance and Operations staff, as appropriate;
- Communicates with ICAP project PIs, Project Directors and others, as needed, to ensure that all post-award project requirements are fully addressed;
- For research projects, sets up project financial accounts, manage sub-agreements, tracks project spending against project activities, and provides financial analysis to PIs and project teams, as needed. Maintains control and oversight over award budget and expenses through ongoing financial monitoring and financial report analysis;
- Manages close-out process for projects, ensures required documents are developed, and manages the overall close-out timeline.
- Provides overall capacity building and training on pre- and post-award grants and contracts management; leads delivery of on-site and off-site trainings (formal and informal) of ICAP staff in NY and country offices;
- Provides support to the organization of project-specific meetings and consultations including visits to country offices and/or ICAP headquarters by PIs, ICAP leadership and sponsors;
Performs other duties, as assigned, in support of ICAP’s project management program. (5%)
- Requires Bachelor’s degree in Public Health, Public Administration, International Affairs, or related fields or equivalent in education and experience, plus five years of related.
- At least 5 years of experience related to implementing and managing complex projects within the global health and development sector;
- Advanced working knowledge of rules and regulations associated with various sponsored types of projects funded by the US Government other global bilateral sponsors and private funders;
- Demonstrated capacity to think strategically, to lead and work within diverse teams, to work in multi-cultural settings and with a high degree of independence;
- Strong interpersonal, communication, organizational, analytical, and leadership skills;
- Expert skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat.
- Master’s Degree in Public Health, Public Administration, International Affairs, Management, or related fields preferred;
- Training and/or certification in project management;
- Experience in leading the development and submission of grant and contract proposals to the US Government and/or other bilateral and private funders;
- Capacity to write and speak French or Portuguese;
- Excellent technical skills in writing, editing, formatting, research and negotiation.
- Three to four domestic and/or international trips of one week in duration per year.