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Логотип USAID, що містить текст "USAID" червоного кольору з сірими літерами та емблему Агентства США з міжнародного розвитку.
Логотип компанії Chemonics, що містить слово "Chemonics" сірого кольору та оранжеву емблему.
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Head of Subgrants and Contracts Department

Head of Subgrants and Contracts Department

Цей зображення стосується вакансії на позицію керівника/ці напряму відділу субгрантів і контрактів. Організатори: USAID та Chemonics.

For Whom

For job applicants

Deadline

July 16, 2024.

Registration

Description

The USAID AGRO Activity team is looking for a Head of Subgrants and Contracts Department. This position is responsible for the overall management and coordination of the subgrants and contracts teams within set program tasks, financial management of the entrusted portfolio, and collaboration with relevant technical teams. Location: Kyiv or remote.

 

Location: Kyiv or remote.

 

Key Duties and Responsibilities (Main Functions):

 

  • Manage administrative and financial aspects of the subgrants and contracts department within defined program tasks.
  • Coordinate work with other team members, including the Program Manager, Deputy Program Manager, Director of Subgrants and Contracts, and technical team leaders, ensuring compliance with USAID and Chemonics policies and procedures during planning, development, competition, and implementation of subgrants and contracts.
  • Ensure compliance with subgrant and contract management workflows, including interactions between technical teams and the contracts and subgrants department for pre-application seminars for potential grantees, preparation of RFPs, RFQs, and other competitive selection mechanisms.
  • Supervise the management of the subgrants portfolio within defined tasks, including supervision of subgrant recommendations, contract execution, payments, amendments, report preparation and submission, and activity completion.
  • Coordinate the preparation of subgrant activity descriptions and technical tasks for procurements within subgrants and contracts. Provide consultations to technical team leaders on relevant subgrant and contract mechanisms. Provide guidance to subgrants and contracts department managers on structuring subgrant/contract activities and ensuring collaboration between the subgrants and contracts department team and the goals, training, and communications teams during planning, implementation, and completion of activities.
  • Collaborate closely with subgrants and contracts department advisors and promote cooperation among subgrants and contracts department team members on partner selection, activity planning, approval, implementation, monitoring, and preparation for activity completion.
  • Develop the capacity of subgrants and contracts department team members, including on-the-job training, in subgrant and contract development, implementation, and proper administration.
  • Allocation of responsibilities within the subgrants and contracts department. Supervision of senior managers and grant project managers, who, in turn, supervise the work of grant project manager assistants.
  • Collaboration with the financial team of the subgrants and contracts department to ensure accurate forecasting and tracking of payments for subgrants and contracts.
  • Periodic review of necessary documentation for subgrant payments, including subgrant agreements, negotiation protocols, budgets, modifications, etc., to ensure quality and compliance with documentation requirements before submission to the Head of the Subgrants and Contracts Department and the Chemonics office in Washington.
  • Mentoring, coaching, and effectively managing senior managers, subgrants and contracts department managers, and other staff to ensure timely and proper task execution. Regular meetings with subordinates to provide real-time feedback, discuss professional development needs, plan to meet those needs, and ensure positive and effective relationships among the subcontracts and contracts management team members within AGRO. Evaluating staff performance and ensuring compliance with AGRO HR policies. Reviewing and approving timesheets, leave requests, and other administrative requests.
  • Setting an example of exemplary job performance for subordinates and building transparent, productive, and effective relationships between units to achieve program goals.
  • Caring for team members, encouraging team members to take vacations, informing them about available support resources for them and their families.
  • Participating in the preparation of weekly, semi-annual, annual, and special program reports as required.
  • To ensure the overall effectiveness of AGRO activities, additional tasks may be assigned to the Head of the Subgrants and Contracts Department. Additional responsibilities may be assigned to the Head of the Subgrants and Contracts Department.

Terms and Conditions of Employment and Supervision:

 

This position involves a one-year employment contract with possible annual extensions until the project’s implementation period ends (November 13, 2026) based on tasks included in the next Annual Work Plans.

 

The Head of Subgrants and Contracts Department manages one of the directions of the subgrants and contracts department (Strategic Investment Fund) under the direct supervision of the Director of Subgrants and Contracts Department or their designee.

 

Designated workplace: Kyiv or remote.

 

The employee may periodically travel to other regions of Ukraine.

 

The free training program will run from August 6 to November 6, 2024.

Requirements

  1. Bachelor’s degree required. Master’s degree in a relevant field preferred.
  2. 3 to 5 years of progressively responsible experience in grant and subgrant management in donor-funded projects, including activity management, financial management, procurement, and/or contract/subcontract management.
  3. At least 2 years of experience with USAID grant programs, including cooperative agreements.
  4. Proven experience in grant management with a focus on timely execution of procurement, financial, logistical, and programmatic aspects according to approved specifications.
  5. Proven experience in assessing recipient organizations for grant compliance, as well as evaluating their financial and administrative capabilities and program planning abilities.
  6. Strong organizational, managerial, and communication skills, preferably in performance management.
  7. Willingness to travel to AGRO project sites.
  8. Mandatory knowledge of USAID policies and procedures for contract and grant management.
  9. Ability to provide specific examples of successful application of all the above core competencies.
  10. Ability to work independently with minimal supervision, prioritize multiple tasks in a highly dynamic environment, meet deadlines, and make sound professional decisions that positively impact AGRO’s image.
  11. Preferred experience in leading, mentoring, and coaching teams.
  12. Preferred previous experience with Chemonics in a grant management-related position.
  13. Fluency in written and spoken Ukrainian.
  14. Fluency in written and spoken English.

Important

  1. Please send your resume and cover letter to [email protected] no later than July 16, 2024, with the subject line “Head of Subgrants and Contracts Department” and your last name.
  2. Please, no phone inquiries; we will contact only the finalists.

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