Country: United States of America
Closing date: 19 Nov 2014
The Director, Grants, Contracts & Compliance serves as an expert on contracts and compliance with contracts, grants and other award provisions and audit requirements for all Plan institutional contracts, grants and awards including US Government, multilateral, corporate, and foundation awards. The Director, Grants, Contracts & Compliance is responsible for developing, implementing, and sustaining efficient and transparent internal controls to ensure compliance with government and private grants/contracts.S/he isresponsible for the organizational processes for award administration from proposal to close-out, ensuring full compliance with local laws, Plan USA and Plan Global policies, and donor rules and regulations. She/he will lead the revision of the organizational guidance documents and training materials in line with the new OMB “Super Circular.”
Main Responsibilities of the Job
Bid and Proposal Development
- Establishes and maintains compliance policies and procedures for bid and proposal development.
- Participate in bid and proposal Go/No-Go meetings being a voice for finance and compliance considerations for the decision.
- Reviews RFA/RFPs/RFBs and signals to the organization any compliance, financial, and legal requirements that need to be addressed.
- Leads the proposal team on compliance matters during the preparation of bids and proposals including partner teaming agreements and negotiations, cost share commitments, and documentation for the business/cost proposal (certifications, policies, manuals).
- Reviews and signs-off on bids and proposals for compliance issues and communicates to the appropriate senior staff members in addressing these issues. Ensures compliance/legal issues are satisfactorily addressed and documents the risks taken by senior management.
Client and Partner Management
- Leads negotiations with donor/prime on new awards/subawards and contracts prior to their execution and modifications. Approves final agreements.
- Assists International Programs (IP) Team in the communications with Agreement Officers, Contract Officers and Grant staff of both donor and sub-recipient organizations on any contractual matters and administrative tasks such as waivers, exemptions, etc.
- Participates in kick-off meetings and represents Plan USA as a compliance lead.
- Drafts or reviews documents relating to grants/contracts/subs such as pre-teaming agreements, teaming agreements, subawards, etc.
- Monitors the process for subcontracts and subawards including pre-award assessments, subrecipient monitoring, and subgrant documents. Review final subagreements.
- Coordinates and develops Plan USA policies and procedures related to grant and contract requirements that affect the overall Plan organization.
- Serves as a technical resource to Plan USA and Country Offices in interpreting donor rules and regulations.
Contract Drafting and Review
· Drafts or reviews contracts including grant and second tier contracts where Plan USA is a party primarily as it relates to US Government funded contracts
· Assists the Plan field offices set up systems, procedures and controls that are sufficient to manage contract funds
· Advises management on rules, risks and other matters relating to contract-based funding
· Exercises contract signing authority up to amounts authorized by management.
Implementation
· Focuses on ensuring that Plan has proper policies and procedures (financial, procurement, travel, HR, etc.) in place related to contractual compliance by developing, improving and revising policies in collaboration and partnership across departments to ensure integration and proper implementation.
- Develops and maintains accuracy of grants administration procedures manual covering full grant/contract lifecycle from proposal to closeout.
- Reviews internal Plan International Grant Agreement Documents (GADs) for each award to ensure appropriate donor compliance requirements are contained in the document.
- Develops and maintains document management system for all contractual and compliance files.
- Keeps current on regulatory, contractual, legal and financial compliance requirements for all proposals, grants, contracts and communicate relevant changes appropriately within Plan.
- Reviews consulting agreements for the IP Team for compliance requirements
- Assists Director of Finance, IP with annual A-133 audit.
- Develops responses to the donor/prime on any audit findings and participates in resolution of the findings.
- Communicates with Global Assurance and Counter-Fraud Unit of Plan International on a regular basis.
- Develops monitoring tools for Program staff to review compliance issues during field travel—i.e. Compliance Checklists, Documentation review, etc.
- Reviews and approves award modification requests including budget modifications.
- Maintain all required compliance registrations and filings such as SAM, FFATA, Grants Solutions, etc.
- Provides guidance and advice on matters related with Plan USA and Plan International Negotiated Indirect Cost Rate Agreement (NICRA).
- Keep up-to-date the Cost Share Guidance Document and provide on-going advice on cost share questions from the Country Offices
- Assists in the development of a grants management database.
Institutional Learning and Training
- Lead the update of the training materials and Guidance Documents in line with the OMB’s final rule to the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, more commonly known as the “Super Circular.”
- Designs, delivers, and evaluates training to IP and field staff on specific compliance issues or regulatory changes related with proposal development, negotiation, project start up, grant administration, implementation, financial management, and closeouts.
- Travels to the field to lead compliance training on donor regulations.
- Coordinates opportunities for compliance training for other Plan USA and field staff.
Other
- Participate in the meetings across the organization that require Compliance input/feedback (includes being a member of the internal, corporate-wide Compliance Committee)
Success Indicators
A demonstrated commitment to children and their welfare
Knowledge, Skills, and Abilities
· Thorough knowledge of OMB Circulars, CFRs, FAR/AIDAR, and donor regulations, etc. Award management from donors like USAID (including OFDA), Dept. of State, Dept. of Labor is required.
· Other international development donor experience including multilateral, foundations and corporate is highly desirable.
· Extensive experience reviewing and analyzing grant agreements and contracts.
· Prior experience in indirect rate development, internal audit and grant financial management is highly desirable.
· Demonstrated experience in curriculum development, training delivery, and facilitation.
· Demonstrated ability to work effectively under pressure and handle multiple simultaneous tasks and demands.
· Exceptional interpersonal skills, tact, patience, diplomacy, and appropriate assertiveness, as well as the ability to manage a variety of internal and external relationships.
· Ability to work in a diverse, multi-national and lingual work environment.
· Proficiency in MS Office, including Word, Excel, PowerPoint, and Outlook, and web-based applications.
· Experience working with databases and/or other tracking systems.
· Requires a proactive approach to acquiring a broad knowledge of the Plan Federation (structure, programs, and staff).
· Ability to travel internationally up to 20% annually as circumstances require.
Education and Experience
· A minimum of 10 years of progressive work experience in non-profit setting (or similar for-profit setting) overseeing and managing grants, cooperative agreements, contracts and compliance activities associated with projects funded by the U.S. government, multilaterals, and other institutional donors.
· Master’s degree, preferably in Contract Administration, Accounting or Finance (equivalent combination of a Bachelor’s degree and professional experience is acceptable).
· French, Spanish and/or other foreign language proficiency is desirable.
Physical and Mental Demands
· Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
Work Environment
· Typical office environment.
How to apply:
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