Grants & Contracts Manager

Classified title: Grants and Contracts Manager

Role/Level/Range: ATP-4-PE

Starting Salary Range: Commensurate With Experience

Employee group: Full-time

Employee subgroup (FLSA Status): Exempt

Position Type: New

Schedule (hours/days): 8:30 am to 5:00 pm

Personnel area (School): Academic and Business Centers

Org unit name and #: Contracts Management & Compliance Division

Department name: Jhpiego

Reports to (Job title): Reports to (Job title): CMCD Director

General summary/purpose:

The Grants and Contracts Manager is responsible for the overall contractual and financial management of prime awards and contracts of all types, as well as sub-awards and subcontracts and will act as the primary point of contact between Jhpiego, Johns Hopkins University Research Administration (JHURA) and Donors/Sponsors and Sub-recipients. This includes managing and monitoring of expenses for the sub-awardees and subcontractors (including partner organizations), ensuring that all contractual documents comply with USAID and Jhpiego’s rules and regulations, and coordinating and managing precise and well- documented communications between the Jhpiego Project Team Members, JHURA and the Donor/Sponsors during the negotiations of new awards, sub-awards and teaming agreements. In addition, this position serves as a subject-matter-expert in the areas of standard provisions and policies and procedures governing non-governmental and governmental contracts, awards, grants, bi-laterals, MOU, sub-agreements, and leases.

Specific duties & responsibilities:

  • Review and ensure completeness of pre-award due diligence and related required documentation
  • Draft sub-award and sub-contract agreements, Technical Service Contracts, and modifications as required
  • Negotiate terms and conditions with awardees and ensure that terms and conditions are as clear as possible/promote understanding by awardees
  • Liaise with Johns Hopkins University Office of Research Administration (JHURA) on a regular basis regarding awards, sub-award and or sub-contractual
  • Supervise team of Grants and Contracts Sr. Analysts, Analysts and Specialists
  • Provide oversight of obligated funding vs. cumulative expenditures for awards and subawards
  • Prepare and submit contractual documents for approval to USAID including prior approvals, procurement, and waivers
  • Modify sub-awards as required to reflect updates/changes in budgets, obligations, and Client-Donor/JHU/Jhpiego regulations and reporting requirements.
  • Ensure that cumulative sub-awardee obligations are consistent with the written policy and does not constrain payment/cash flow for sub-awardees (except as warranted)
  • Ensure proper close-out of awards and subawards
  • Ensure that all new awards and sub-awards and modifications are entered into JHU/SAP, JAWS, SWiFT and CRM database systems
  • Ensure that all Sub-recipients data in FFATA is current
  • Ensure that the all required flow down are present in all sub-awards and sub-award modifications
  • Serve as a resource for interpretation of USG regulations and assist in training staff on an ad-hoc basis in procurement policies, procedures, and location and use of templates
  • Analyze contract requirements, special provisions, terms and conditions to ensure compliance with appropriate laws, regulations, and Jhpiego/JHU policies and procedures
  • Advise Jhpiego local offices on sub-award compliance, management, and monitoring
  • Advise management on ensuring adequate appropriate grants management staffing in local offices in the case of large amounts of sub-award activity
  • Advise on contractual and compliance issues
  • Monitor timeliness of receipt and payment of sub-awardee invoices. Follow-up with sub-awardees in the case of late submission of invoices or delays in JHU payment processing
  • Review invoices for reasonableness and ensure compliance with Jhpiego/JHU procedures related to invoice review and approval
  • Liaise with sub-recipients on a regular basis regarding contractual, financial and operational issues
  • Cultivate professional relationship with Client/Donor Agreement Officers and Representatives to ensure timely approvals
  • Collaborate with Field Offices, Country Directors, GPO and other Jhpiego units to standardize policies and procedures
  • Organize regular trainings to Jhpiego staff and sub-recipients on contractual and program finance topics
  • Participate in internal country reviews (ICRs) of country office
  • Minimum qualifications (mandatory):

  • BA in Finance, Economics, Business or a related field
  • 5 years’ related financial/accounting and finance management experience required; 7 years financial or cost management experience with multi-office and multi-national international development organization preferred
  • Extensive contractual and financial management experience, with at least ten years at a mid-management level, working with USAID and other international donor agencies
  • Knowledge of cost accounting methods and practices applicable to management of private and federal monies
  • Experience development of policies, procedures and systems relative to finance and accounting practices
  • Demonstrates leadership and management style that works in cooperation with others who represent a wide range of interests and needs
  • Experience supervising and mentoring staff
  • Experience with international, non-profit organizations (larger than $10M), as well as a multi-office, multi-national environment
  • Understanding of the difference between contracts and cooperative agreements and their relevant terms and conditions
  • Comfortable with a team approach to management and the ability to manage several major activities simultaneously
  • Excellent general management skills particularly in facilitation, team building and coordination
  • Demonstrated ability to effectively manage several major activities simultaneously
  • Ability to work independently and possess excellent problem solving skills
  • Proficiency in MS Office, financial software applications and reporting packages
  • Experience with Cost Proposal preparation and management for USG RFPs and RFAs
  • Excellent written and verbal skills. Ability to diplomatically and politely protect the organization’s interests and desires while simultaneously maintaining excellent relationship with Client/Donor representatives
  • Ability to maintain excellent relationship with Jhpiego departments and project throughout the world
  • Previous experience with university relationships and university oversight
  • Jhpiego


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