SUN TA provides support and direct technical assistance to sub-national local government departments in target districts to plan, implement, coordinate, and monitor integrated nutrition-sensitive and nutrition-specific activities to reduce the rate of stunting among Zambian children under two and improve the nutritional status of pregnant and lactating mothers. USAID has identified two main objectives that address stunting, including (1) Adequate Quantity and Quality of Dietary Intake among Target Groups; and (2) Adequate Health Conditions for Biological Utilization of Nutrients. SUN TA interventions increase access and availability of safe, diverse, nutritious food; adoption of better child feeding and household hygiene practices; and access to improved health, water and sanitation services. The project prioritizes sustainability by improving intra-household joint decision making and building the capacity of local government and their stakeholders to ensure coordination, accountability, and learning, following the Scaling Up Nutrition model.
Lusaka with frequent travels in provinces
Under the supervision of the Director of Finance and Administration (DFA), the Contracts & Grants Manager will work with Technical experts and engineers and will be responsible for overseeing day-to-day contracts and grants administration, including but not limited to, management of expression of interest and request for proposal processes, bids review and selection, negotiations, award and contracting, monitoring of award in compliance with donor and DAI rules and regulations, reports and deliverables administration and approvals, and review and payment of invoices. He/she establishes and maintains the Project’s contracts and grants related controls, policies, and procedures in compliance with audit, legal and statutory requirements. The Contracts and Grants Manager is also required to partner with staff in ensuring compliance with USAID rules and regulations and act as the primary point of contact with contractors and grantees for all contractual issues.
4. Tasks and Responsibilities:
Contracts and Grants Management and Administration:
- Write and evaluate expressions of interest (EOI) and requests for proposals (RFP) covering a wide range of transactions
- Write, evaluate, negotiate and execute various contracts and grants covering a wide range of transactions
- Create and maintain relationships with contractors, grantees and other stakeholders
- Maintain correspondence and documentation related to contracts and grants
- Communicate and present information to stakeholders regarding contracts and grants
- Monitor contracts and grants delivery and moving forward with close-out, extension or renewal of contracts and grants
- Solve problems related to sub-awards
- Prepare and execute sub-awards according to DAI and USAID policies from inception to close-out including modifications
- Develop/Maintain a system to track sub-awards through development, review, approval, implementation, and close-out
- Prepare management reports related to SUN TA sub-awards, as requested and/or required
- Standardize administrative procedures for efficient sub-award management and ensure completeness of sub-award documents
- Serve as a primary point of contact for SUN TA technical and operations staff with questions on contractual issues or transactions, consulting DAI Contracts Department as necessary
- Represent DAI with sub-awardees during negotiations of contracts, agreements, and sub-awards, and modifications; advises Program senior management of risk involved; and take the lead in disputes concerning contractual issues
- Interact with technical staff to ensure completion and quality of deliverables prior to payment of invoices, and ensure sufficient supporting documentation is provided and approvals obtained.
- Review monthly financial reports from sub-awardees to ensure financial compliance and accuracy with USAID and DAI policies and standards.
- Review financial reports from sub-awardees including supporting documentation and work with technical officers to ensure programmatic monitoring and reporting, as well as deliverables completion, submission, review and approval
- Standardize administrative procedures for efficient sub-award management
Compliance and Capacity Building
- Assist sub-awardees to correctly apply DAI and USAID policies, systems, and regulations related to contract/grant management.
- Conduct periodic site visits to sub-awardee offices to give on-site assistance to ensure compliance with requirements and provide guidance on grant management.
- Conduct or review pre-award assessments to ensure that the sub-awardees have the organizational and financial capacity or can acquire the necessary capacity to successfully perform and meet obligations
- Ensure compliance with DAI and donor rules and regulations
- Assist in capacity-building of local partners’ financial management, budgeting and reporting systems.
5. Reporting and Supervision:
The Contracts & Grants Manager will report to the Director of Finance and Administration.
The Contracts and Grants Manager will supervise the Contracts and Grants Officer.
- Master’s Degree or its International Equivalent – in Business Administration, Legal Studies or Related Field
- Minimum of 10 years’ professional work experience with at least 5 years in Contracts and Grants Management position either in the Government or a Non-governmental Organization (NGO).
- Advanced knowledge of USG rules and regulations applicable to Contracts and Grants.
- Organizational skills are required for this position to ensure due process and that record of documentation is filed professionally and accurately for internal and external audit.
- Excellent reading comprehension skills and demonstrated ability to analyze complex contracts clauses.
- Strong communications skills and ability to collaborate effectively
- Proven problem-solving skills and exceptional stakeholder relations with both internal and external parties
- Willingness and ability to travel frequently to sub-district levels
- Fluency in English is required
- Advanced understanding and experience in managing construction contracts and grants
- Competency in the areas of negotiation memorandum review including proper cost/price analysis, vendor selection, budget consideration, and special prime contract provisions.
- Experience in subcontract drafting, reviewing, executing, and administering including flowing down relevant and required clauses.
- Ability to work independently and prioritize tasks.
- Ability to research and interpret information to respond to inquiries.
- Experience working with international donors.
- Experience working in non- governmental organization.
- Expertise in USG acquisitions and assistance processes
- Proficiency in word processing, spreadsheets, and online applications.
- Contract management experience in rural borehole drilling and water point infrastructure construction preferred
Closing Date : 2 August, 2020