The Manager, Grants and Contracts is key part of a team responsible for supporting the financial management and compliance of VillageReach grants and contracts. The Manager is responsible for ensuring the smooth and efficient operation of awards by coordinating administrative, financial, logistical, and technical support. The Manager supports the Program Managers in tracking partner/subaward/consultant deliverables; assists technical staff to implement and monitor activities; and provides other needed operational support to ensure that quality and timely assistance is provided to advance the program’s agenda.
Award Administrator Responsibilities (60% FTE)
- Support award managers in administering grants and contracts in accordance with funder requirements.
- Coordinate the review and execution of incoming awards and award modifications. Communicate required information to appropriate stakeholders during the contract negotiation phase and following receipt of a fully executed agreement. Liaise with external partners, as needed.
- Coordinate close-out of terminating awards by ensuring final deliverables, milestones, reports, and any other close-out requirements are planned in advance and successfully completed.
- Apply an in-depth understanding of VillageReach policies and procedures as well as donor rules and regulations to ensure award compliance by VillageReach staff.
- Create and execute of subawards; track deliverables and monitor financial performance.
- Maintain system and data for award management in SalesForce; suggest system improvements.
- Provide budget and financial management for a portfolio of awards in conjunction with award managers, including:
- Ensure financial forecasts align with programmatic plans. Proactively identify financial misalignment and work with award managers to adjust budgets.
- Analyze monthly budget to actual reports, by monitoring expenses against donor and annual budgets,
- Analyze labor spending against approved budgets,
- Review transactions for appropriateness and accuracy, and correct make corrections as necessary.
- Serve as point person for budget and finance queries from internal and external parties, including review of financial reporting for donors, financial and administrative reports as requested by the program team and government partners, ad hoc budget projections for program staff, and review of monthly expenses from country offices.
Business Development Support (20% FTE)
- Support business development (new grant & contract applications) by developing complex proposal budgets in donor formats and assembling cost proposals.
- Partner with business development staff to ensure cost proposals comply with donor and proposal requirements and are structured to promote the financial stability of VillageReach.
Other Activities (20% FTE)
Supervise and manage two full-time award administrators.
Serve as subject matter expert for donor and award compliance issues.
Ensure competency and consistency in responding to compliance enquiries. Create procedures and training materials and train administrators and award managers on award compliance requirements.
Serve a key liaison between Finance and Operation group and program staff.
Other duties, responsibilities, and activities may change or be assigned at any time.
The following competencies reflect what is expected of all VillageReach employees; including examples of how one might demonstrate each of these competencies in one’s role.
- Personal Motivation and Drive: Is self-directed in one’s approach to work, but asks for help when needed; holds oneself accountable; undertakes self-development activities; seeks to build and master new skills; looks for and takes advantage of opportunities within the organization
- Collaboration & Effective Communication: Establishes and maintains effective relations with coworkers, partners & stakeholders and external parties; works collaboratively with others to accomplish organizational and team goals and objectives; works actively to resolve conflicts; expresses ideas and thoughts effectively; selects and uses appropriate communication methods and maintains meaningful communication with virtual coworkers and other parties to keep them informed
- Commitment to Diversity & Inclusion: Takes personal responsibility for and supports others across the organization in creating and sustaining a diverse work environment where individuals are welcomed, valued, respected and supported; personally committed to attaining cultural competency including self-awareness of one’s own attitudes about culture and cross-cultural interactions; exhibits the willingness and ability to engage openly and respectfully around issues of race, colonialism, identity and culture; upholds equity in access to sharing of information, ideas, and opportunities throughout VillageReach
- Commitment to Excellence: Produces a high output of work, both in terms of quality and quantity; looks for ways to improve and promote quality; monitors work to ensure quality; has a personal commitment to the mission of VillageReach
- Solution Orientation & Innovation: Focuses on results and desired outcomes and how to best achieve them; gets the job done; sees opportunities for creative problem-solving while staying within the parameters of good practice; sees old problems in new ways and has novel approaches to solving those problems; contributes original and/or resourceful ideas to their area of responsibility; is able to consider and articulate risks and consequences of proposed innovations and factor these into decision-making
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
This position will supervise two junior Award Administrators. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning and directing work; monitoring performance; rewarding and disciplining employees; and addressing complaints and resolving problems
Education & Experience:
- Bachelor’s degree and at least five years of relevant experience or an equivalent combination of education and work experience required. Masters degree desirable.
- At least 3-5 years of experience in the administrative and financial management of awards in the non-profit sector.
- Demonstrated knowledge of USAID funded agreements, rules, and regulations (including 2 CFR 200).
- Demonstrated strong financial management skills, including award budgeting, financial monitoring, and analysis. Solid experience with technical and financial reporting to donors.
- Ability to understand overall project strategies and objectives, and to implement administration of projects according to those goals and objectives.
- Ability to see a problem and formulate alternatives that provide a mutually beneficial path forward for all parties.
- Attention to detail with a reasonableness mindset.
- Knowledge of donor policies, procedures, rules and regulations, and ability to flexibly implement and facilitate the smooth administration of projects within that framework.
- Excellent verbal and written communication skills, including report writing, proposal writing, and coordination.
- A high degree of proficiency in Microsoft Office Suite (Word, PowerPoint, Outlook, Excel) and comfortable in a fast-paced software development and/or general technical environment.
- Experience with SalesForce and/or Power BI a plus.
- The ideal candidate will be highly organized and detail-oriented. He/she will enjoy handling multiple responsibilities and enjoy pulling together complex information from multiple sources into organized documents such as plans and tracking sheets.
- Established cultural competency in partnering with racial, cultural and linguistically diverse groups
- Experience working in a geographically dispersed workplace using remote communication technologies and techniques a plus.
- Demonstrated understanding of challenges with working in rural, underserved and low-income context; experience living in and/or working in a low-income country a plus.
- Competency in French a plus.
Environment and Physical Demands
VillageReach has no private offices, employees work in a shared, open environment with task and conference rooms accessible to employees for privacy and meetings. The noise level in the work environment is usually quiet. Due to the time zone differences between our Seattle office and our Country Offices and location of other global staff, US based staff are expected to be available for early morning meetings starting at 6am. In addition, our global HQ and Country office staff are expected to be available for late afternoon/evening meetings up to 6pm.
This is an immediate hire and therefore resumes will be reviewed on a rolling basis until March 25, 2020. To apply, please submit your resume and a cover letter to our online portal: http://www.villagereach.org/join-us/
COMMITMENT TO DIVERSITY & INCLUSION:
VillageReach is an Equal Employment Opportunity Employer committed to workforce diversity. We believe that diverse, equitably weighted perspectives foster an organizational capacity to create novel solutions that improve health in the most underserved and hard-to-reach areas. To align our values, innovations and impact, VillageReach is committed to recruiting and retaining a diverse global workforce.
VillageReach has an established compensation structure that is based on the relevant market and internally transparent. We hire people into the established range based on one’s experience and education and considering internal equity. We do not inquire about salary history.