Senior Manager – Contracts and Grants

Reports to: DCoP, Finance and Operation

Collaboration with:
Internal: All Staffs
External: Helen Keller HQ, G & C
Level / Grade: L

Guided by the remarkable legacy of its co-founder, Helen Keller, Helen Keller Intl partners with communities striving to overcome long standing cycles of poverty. By delivering the essential building blocks of good health, sound nutrition and clear vision, we help millions of people create lasting change in their own lives. Working in 20 countries – across Africa, Asia, Europe, and the United States – and together with a global community of supporters, we are ensuring every person has the opportunity – as Helen did – to reach their true potential.

Background
USAID Integrated Nutrition’s primary goal is to improve the nutrition status of women, adolescents, and children in Nepal’s underserved and marginalized communities. The activity will tackle direct and underlying determinants of malnutrition in Nepal while strengthening the national and local enabling environment to implement multisectoral nutrition programs through four synergistic intermediate results. Achievement of the purpose will be measured by improvements in indicators of nutrition status among women of reproductive age, adolescents, and children.

Functional Relationships
The Senior Manager Contracts & Grants will be a key member of the Helen Keller Intl USAID Integrated Nutrition program and will lead the management of program subawards and procurement subcontracts, to help ensure compliance with legal, donor and organizational requirements. S/he will work in close coordination with the DCOP Finance & Operations, IR program and Technical Lead teams and the Director Field Program Operation, to ensure achievement of all related performance objectives in accordance with the Helen Keller Intl. USAID Integrated Nutrition program objectives. S/he will be responsible for planning partner subawards and vendor contract s, modifications and all aspects of subaward oversight including compliance, capacity building and financial reporting.

This position will contribute to a collaborative effort to continually develop and refine policies and procedures, a common operating guideline supporting Helen Keller’s administration and management of subawards during the project period. S/he will also be responsible for conducting subaward management? training – in house and external for capacity building of project staff and USAID Integrated nutrition partner organization.

The Sr. Manager, Contract and Grants is responsible for ensuring Helen Keller Intl’s best practices are upheld, including adherence to the code of conduct, policies and procedures, and financial accountability.

As gender and social inclusion (GESI) is a cross-cutting and core component for Helen Keller programs, all personnel are required to ensure GESI sensitivity and integration where they work.

Functional Relationships

Helen Keller has a matrixed reporting structure. Regular communication and a spirit of teamwork among colleagues, both hierarchically and laterally, are essential to make this structure thrive.

Reporting to the Deputy Chief of Party, Finance and Operation, USAID Integrated Nutrition this position will be part of the USAID Integrated Nutrition Management Team and will supervise a team of professional level staff to provide comprehensive and quality Grant and Contracts management services.

Specific Roles and Responsibilities:

• With the support of the Deputy Chief of Party, Finance and Operations, develop and implement INA-specific guidelines for effective management of the sub-award life cycle (issuing Expression of Interest, RFA, selection process, pre-award, post award, capacity building and monitoring, implementation and close out.
• Liaise frequently with Helen Keller Intl global G&C staff to ensure all procedures and award documents conform with US Govt regulations and internal policies and
  procedures.
• Monitor and review compliance of all applicable regulations, status and rules and regulations, ensure mandatory reviewer approvals are obtained from Global G&C prior to execution of subawards, subgrants, modifications, leases, and vender contracts as stated in Signature Authority and Review Policy (SAARP).
• Serve as the leader of the Helen Keller Nepal USAID INA G&C team.
• Work as a key contact person with consortium partners on development and finalization of subawards and modifications; Oversee the entire subaward activity for district-based partner organization’s subawards.
  Subaward Monitoring: Using Helen Keller’s SMS, develop, monitor and report on all subaward risk assessments, capacity development tools and co-creation initiatives, and subaward monitoring and site visits, in accordance with USAID, Helen Keller Intl., and applicable Nepal laws and regulations,
• Oversee technical, legal, financial, and administrative components of award management for assigned project.
• Collaborate with colleagues to develop, refine, and implement guidelines, policies, procedures, standards, work processes, manuals, metrics, methodologies, tools, templates and checklist for tracking, completeness, and quality assurance for a successful and comprehensive award management system.
• Ensure all concerned staff (budget holders, finance personnel and field staff) are well-versed with the information required to understand award/subaward guidelines, compliance issues of donor requirements and HKI policies & procedures, as well as informed and trained in capacity development tools, measurements and co-creation methodologies for subrecipients.
• Develop and deliver on-site and off-site training (formal and informal) and provide technical guidance to program subrecipients to help develop capacity and self-learning, on topics such as donor regulations and ensure compliance in operations, program implementation, and reporting.
• Keep the project leadership (CoP and DCoP, Finance and Operations) informed of any anticipated challenges, including subaward reporting and burn rates/significant budget variances.
• Work with Global G&C to help ensure subaward final documentations are uploaded in NetSuite Award Management Library (AML) and timely and active use of the Subaward Monitoring System, including subaward monitoring reports (site visit reports, monthly financial reports, partner cost share report in Helen Keller Auditboard.
• Oversee vendor subcontract management which includes professional services contracts, supplier contracts, as well as all consultant procurement contracts. Ensure timely deliverables from the contractors, suppliers, and consultants as per the contract management.
• Support Deputy Chief of Party, Finance and Operations, for close out planning and process and mobilize Grant and Contracts staff for smooth close out of USAID Integrated Nutrition.
• Perform other tasks as assigned by the supervisor.

Representation

Represent INA, Helen Keller and its values at the central, province and district, level. Coordinate with other development organizations to reduce duplication and share learning.

Qualifications and Competencies:
Educational Degree:

Master’s degree in accounting, financial or business management or related field; Chartered Account; ACCA; or master’s in laws or related field.

Experiences years:

– Minimum 8 years of experience National/International agencies/institutions, Experience 6 years of professional management experience in subaward, contract and financial management. Experience in operational management of large-scale development programs and integrating diversity, equity, inclusion, and accessibility principles.
– Required: Working knowledge and experience with USG Regulations specifically 2 CFR 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.

– Demonstrated track record of:

• Overseeing training and development programs and maintaining budgetary control.
• Flexibility and adaptability to differing donor needs and compliance requirements.
• Critical thinking and problem solving; change management; organizational development and planning; policy development; capacity building and training; organizational and staff development focus; performance evaluation and monitoring; interpersonal communication, negotiation skills, and team building; leadership; target focused; ability to respond to and manage grievances and conflict.
• Excellent time management, personal organization, capacity building, team building, management, and coordination skills. An ability to delegate responsibilities effectively and coach and mentor staff.
• Excellent coordination and communication skills with a diverse range of stakeholders including partner non-governmental organization. and other collaborators.
• Excellent English language skills, both in written and spoken forms, complemented by strong communication and negotiation abilities.
• Fluency in Nepali.
• Highly computer literate with proficiency with software relevant to the job duties.
• Well-established and practiced organizational and planning skills.
• Demonstrable respect for all persons regardless of religion, ethnicity, class, or gender, with a high comfort level working in a diverse environment with a demonstrated commitment to high professional ethical standards.

In the spirit of our founder and namesake, Helen Keller
is dedicated to building an inclusive workforce where diversity is fully valued.

All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, caste, age, disability, or any other status that has no bearing on the ability of an individual to perform the functions of the job.

Tagged as: Helen Keller International, Kathmandu, NGO INGO, Senior Manager