World Vision International

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Contracting Officer/Grants Manager

Job Description

We are seeking a highly competent and outstanding individual to fill the position of Contracting Officer/Grants Manager for an upcoming USAID opportunity, Feed the Future Crop and Diary Market Systems Program whose aim is to advance the objectives of Global Food Security Strategy.

Purpose of the Position:

The Contracting Officer/Grants Manager will provide oversight on technical, legal, financial, and administrative components of grant management. S/He will work in collaboration with other functional units for effective grants and contracts management of Kenya Feed the Future Crop and Dairy Market Systems Program.

The role will support partners on sub-grant management and compliance. It will also conduct and support daily grants compliance operations.

In order to successfully do so, the CO/GM must be able to effectively communicate World Vision’s Christian ethos and demonstrate a quality of spiritual life that serves as an example to others.

Major Responsibilities

Grants Management

  • Provide guidance on the implementation of grants programs, including closure and disposition plans

  • Work with technical managers to coordinate the identification and selection process of eligible sub-contractors

  • Provide procedures and policy guidance and interpretation for program staff as well as subcontractors and grantees

  • Develop and approve memoranda of understanding, teaming agreements, awards and sub-awards, and seek approval letters. This also includes providing expert guidance to the program teams.

  • Lead the solicitation, disbursement, management, and closeout processes for local sub-grantees and contractors

  • Review all grant/procurement activities for compliance with program policies and USG regulations and ensure proper documentation

  • Coordinate review and negotiation of awards, including budget, payment provisions, reporting requirements and general terms and conditions.

  • Coordinate and oversee launch of new awards, scheduling internal start-up meetings and stakeholder’s meetings to ensure a common understanding of all the elements of compliance.

  • Provide advice on contracting and procurement issues

  • Keep updated on new donor regulations and lead in their integration

Compliance & Quality Assurance

  • Ensure routine monitoring of procedural and policy application by program staff , subcontractors and sub grantees

  • Ensure ongoing refinement and consistent application of tools and indicators to ensure quality and timeliness of all aspects of grants processing and management

  • In collaboration with the Finance Manager conduct:-

    • Pre audits of and evaluation to grant partners, in addition to audits during implementation and at close-out, as required

    • Financial and risk monitoring

  • Monitor sub grantees to ensure they implement and administer grants according to grant agreement and USAID regulations

  • Monitors and assesses programs that encompass a wide range of contracting and assistance activities such as procurement analysis, contract negotiation, contract cost/price analysis and policy review

  • Prepare required documentation for grant evaluation and approvals

  • Provide monthly compliance reports

  • Report to the CoP on overall grants and contracts implementation to ensure proposal and budget feasibility, schedule viability, and performance.

  • Provide technical guidance and support in preparing for and managing donor audits including liaison with auditors and negotiating contested findings where appropriate

  • Conduct and document regular sub grantee site visits to ensure that pre-ward conditions are addressed and implemented by grantees within the period specified in the grant agreement

  • Ensure proper documentation and information sharing on grant status, forecasting and tracking grants and program budgets, including amendments and award extensions, and oversee the integrity and completeness of the data to ensure the effective management of awards

  • Provide support in assessment of partner capacity and the development of elaborate capacity building plans

Capacity Building

  • Train field technical/program staff in USAID/Federal Acquisition Regulations (FAR) compliance

  • Capacity building of partners, subcontractors and sub grantees with grants and compliance responsibilities, USAID rules and regulations, financial reporting and procurement guidelines

  • Support contract management capacity development through inception workshops, coaching, mentoring, online training and other support as required

Networks and Engagements

  • Ensure effective engagement with Government departments, Regional technical/sector representatives.

  • Manage special cross-cutting initiatives and task force groups to accomplish programmatic goals.

Qualifications: Education/Knowledge/Technical Skills and Experience

  1. Master’s Degree in business administration/development, grants/contracts management, finance, public administration or related field

  2. A minimum of 10 years’ experience of successful contracting, administration and grants management

  3. Technical expertise in Grants and Contracts Management is an added advantage

  4. Experience on projects with similar magnitude and complexity in developing countries.

  5. Preferred experience in USAID grants design and administration, management

  6. Familiarity with USAID Contract Management and Grants Management policies and procedures

  7. Excellent report writing, analytical and communication skills, including oral presentation skills, knowledge management and dissemination of research findings (in English).

Working Environment:

  • Work environment: Based in Kisumu office with frequent travel to other project areas

  • Travel Required: 40% domestic and International travel