Grants and Subcontrаcts Manager, Kyiv

Chemonics International Inc. is looking for a qualified professional to fill the position Grants and Subcontracts Manаger, Kyiv

ESTIMATED PERIOD OF PERFORMANCE/LEVEL OF EFFORT: Long-term

BACKGROUND: The USAID Democratic Governance East Activity (DG East) aims to strengthen the connection and trust between citizens and their government in eastern and southern Ukraine by promoting an inclusive civic identity, common civic value and a unified Ukraine by addressing the divisive impacts of russia’s aggression, and the consequences of the ongoing war through increased citizen participation, improved service delivery and more responsive governance. DG East works to (1) develop greater acceptance of a shared civic culture based on common values and understandings, and to (2) increase participation to improve Ukraine’s governance and reform processes and help to resolve community problems. DG East provides opportunities for citizens to engage with their government, provide government with resources to support their citizens, and create opportunities for citizens of Ukraine to create hope in their future and positive changes in their daily lives. DG East activities are implemented across four regional portfolios and two physical office locations in Kyiv and Staryi Sambir.

JOB SUMMARY: The Grants and Subcontracts Manager will oversee all DG East grant and subcontract activities within its Activity Management Unit (AMU). This position is responsible for ensuring that grant and subcontract activities are compliant with USAID regulations and Chemonics policies. In cooperation with USAID, the Grants and Subcontracts Manager will (1) confirm eligibility of potential grantees/subcontractors, (2) support the selection panel in the awarding of grants/subcontracts in a timely fashion,  (3) oversee the effective and timely implementation of the grants/subcontracts program, including but not limited to solicitation, award, monitoring and closeout of grants and subcontracts in close coordination with the Chief of Party/DCOP/Regional Director, Operations Director, AMU, MEL team, and home office project management unit, and troubleshoot problems as they arise and (4) ensure that all grant/subcontract activities and their results are properly reported in accordance with the grant/subcontract agreements, the DG East contract, work plan, and monitoring, evaluation, and learning plan.

REPORTING: This position reports to the Regional Director (primary) and the Activities Pool Director (secondary).

PRINCIPLE DUTIES & RESPONSIBILITIES: 

                  Grants Management

• Coordinate with the AMU and DG East leadership to prepare and update the local grants pipeline in line with expected project results and outcomes and to inform budget forecasts.
• Establish and maintain a tracking system for Annual Program Statements (Aps) and Requests for Applications (RFAs), concept paper/application receipts, evaluation of grant proposals, grantee selection, grant awards, monitoring of grantee performance, and grants/subcontract deliverable payments.
• Ensure the proper preparation and timely execution of APSs and RFAs.
• Provide technical team and project management with advice on appropriate grants and subcontracts mechanisms for funding specific program activities.
• Analyze grant applications, proposals and awards to ensure adherence to Project grant management policies and procedures and Chemonics guidelines, as well as USAID rules and regulations.
• Ensure effective communication between project staff and subcontract/grant awardees so that subcontract and grant recipients are provided with suitable technical advice and assistance in the fields of management, including financial management and sustainability.
• Assess potential grantees for grants compliance and capacity to administer grants under USAID rules and regulations.
• When necessary, mentor and provide targeted training to grantees, ensure they are provided with suitable technical advice and assistance to utilize grant funds and comply with requirements of proper project management in order to adhere to U.S. Government regulations and Project goals.
• Monitor DG East grantees to ensure compliance with USAID and Chemonics grants administrative requirements, including conducting site visits for internal audits and responsibility determinations in coordination with the finance team.
• Recommend improvements to grants management policies, procedures and practices, as necessary
• Maintain and monitor grant project files to ensure proper documentation and completeness.
• Other duties as assigned.

Subcontracts Management

• Coordinate with the AMU and DG East leadership to prepare and update the local subcontracting pipeline in line with expected project results and outcomes and to inform budget forecasts.
• Establish and maintain a tracking system for preparation of the Requests for Proposals (RFPs), evaluation of proposals, subcontractors selection, subcontract awards, monitoring of subcontractors performance, invoicing and payment.
• Ensure the proper preparation and timely execution of RFPs, including assistance, as requested, with preparatory background research for development of scopes of work for RFPs.
• Analyze proposals to ensure adherence to applicable rules and regulations.
• Review and analyze subcontractor’s budgets for allowability, allocability, reasonableness, and consistency, and negotiate budgets, as well as terms and conditions of subcontract execution.
• Establish, maintain, update, and revise the subcontractors’ database and subcontract files.
• Serve as an effective liaison between project staff and local subcontractors; ensure that they are provided with suitable technical advice and assistance to complete their deliverables.
• Manage and monitor subcontracts as defined in the Procurement Manual.
• Other duties as assigned.

SUPERVISORY RESPONSIBILITIES: The Grants and Subcontracts Manager supervises the Grants and Subcontracts Assistant.

DUTY STATION:  This position will be based in Kyiv.

TRAVEL REQUIREMENTS: Ability to travel throughout Ukraine is required.

QUALIFICATIONS:

• Minimum three (3) years grant/subcontract oversight experience and financial management, preferably on USAID or other donor-funded projects in a similar position in terms of the job tasks and responsibilities outlined above.
• Record of success and reform results achieved in dynamic, demanding, and structured environments.
• Degree in business, finance, accounting, economics or related field required.
• Word processing (Microsoft Word), spreadsheet (Microsoft Excel), e-mail (Microsoft Outlook).
• Proven ability to work professionally, constructively and collaboratively as part of a team, meet deadlines, communicate effectively, and deal with diverse partners (including high-level government officials, entrepreneurs and international donors) in a fast-paced, results driven environment.
• Ability to coordinate with external partners and monitor subcontractors and grantees.
• Strong individual initiative and ability to manage daily activities and achieve expected results with or without direct oversight.
• Proficiency in written and spoken English and Ukrainian required.

APPLICATION INSTRUCTIONS:

Interested and qualified candidates should send their CV to [email protected] with Grants and Subcontracts Manager, Kyiv listed in the subject line by October 29, 2023. Candidates must ensure that CV does *not* include a photograph, date of birth and/or marital status information.

No telephone inquiries, please. Candidates will be considered on a rolling basis, and only finalists will be contacted.

Chemonics is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.