Title: Senior Grants & Contracts Manager
Department: Grants & Contracts
Location: Washington, D.C. (open to remote location)
Reports to: Director Grants & Contracts
Travel: Up to 20 % international travel
Who we are
With over 50 years of experience, working in over 50 countries, Population Services International (PSI) is the world’s leading non-profit social marketing organization. PSI is reimagining healthcare, by putting the consumer at the center, and wherever possible – bringing care to the front door. We are working to fix market failures, shape future health markets and shift policy and funding to better support consumer empowered healthcare.
There are over 7,000 “PSI’ers” around the world. We are a diverse group of entrepreneurial development professionals with a wide range of backgrounds and experience. All with unique skills that we bring to the critically important work that we do.
PSI’s Grants & Contracts Department oversees award compliance for PSI’s donor/client-funded projects, award negotiation, and compliance training. We are responsible for helping staff navigate regulatory complexities and the terms and conditions of their awards. We approach grants and contracts compliance holistically – ensuring the correlation between programmatic, financial, and donor/client requirements. Our aim is to work towards collaborative compliance solutions with PSI’s Global Network Members (NM), Global Operations, Legal Services, Global Fundraising, Finance and Procurement departments. The Grants & Contracts Department aims to provide compliance support across the organization. Each project is different, and that is how we approach award compliance administration – a tailored compliance approach for each award.
We are looking for a Senior Grants and Contracts Manager to provide cradle to grave award compliance guidance and support for a diverse portfolio of PSI projects. This position reports to the Director, Grants & Contracts and will focus on guiding Network Member, project management, and technical staff to ensure their understanding of the terms and conditions of their awards. The Senior G&C Manager will use their expertise in donor/client compliance to provide advice to ensure that projects are delivered with minimized compliance risk, in addition to other duties as assigned:
- Review prime awards issued to PSI postaward and subagreements issued thereunder;
- Assist with negotiation for prime and subagreements during more complex negotiations;
- Serve as subject matter expert, providing guidance on award management during implementation to ensure compliance with donor/client requirements, working directly with project management staff and other grants and contracts compliance staff charging directly to PSI’s projects.
- Ensure that staff understand prime award prior approval requirements and follow up to ensure that they are met.
- Contribute to development of G&C’s department operations and compliance guidance documents as requested, reinforcing donor/client requirements, reflecting best practices and award monitoring tools and templates.
- Translate compliance tools into French, as requested, and facilitate comprehension of requirements for NM staff, as needed.
The ideal candidate for the Senior Manager, Grants & Contracts position will bring enthusiasm and a desire to reinforce excellent award compliance and programmatic delivery of PSI’s programs.
Sound like you? Read on.
The Senior Grants & Contracts Manager will directly supervise at least one Grants & Contracts Awards & Compliance Officer, in accordance with PSI’s policies and applicable laws, including interviewing, hiring and, training employees; planning, assigning, and directing work; appraising performance; mentoring; rewarding and disciplining staff; and resolving problems. The Senior G&C Manager will ensure that there is coordination and sufficient coverage of their portfolio of projects, adjusting workloads as necessary among staff to cover priority needs.
Pre-Award Administration Support
Working with Global Fundraising, Cost and Pricing, Program Management Teams, and Network Members, the level of the G&C’s involvement during the preaward proposal process depends on the complexity of the proposal bid and donor/client requirements. The Senior G&C Manager may be asked to provide the following support during the proposal process:
- Review RFPs/RFAs and Teaming Agreements for PSI’s new business opportunities for the assigned portfolio, providing support as it relates to preaward compliance-related questions.
- Contribute to the development of compliance-related proposal questions for submission to the Contracting Officer/Agreement Officer.
- Participate in the Bid/No-bid review process, as requested, for bids within the assigned portfolio.
- Verify that PMT/NM has conducted due diligence for all subrecipients/subcontractors identified at the proposal stage, including obtaining proper documentation of anti-terrorism and suspension and debarment verification.
- Review preaward assessment questionnaires and supporting documentation for subrecipients/subcontractors identified at the proposal stage, to document level of risk and determine special condition terms and conditions related to the identified level of risk.
Post-Award Implementation Support
- Once a project is awarded and a draft prime agreement is issued (or a draft subagreement is issued thereunder), the Senior G&C Manager will review terms and conditions and assist with negotiation strategies with the donor/client (or with the subrecipient, as applicable) prior to signature to ensure terms that are most favorable to PSI, mitigating potential risk. S/he will help with development of sound negotiation strategies during the award negotiation process.
- Review terms and conditions of all new awards, modifications, and subagreements issued thereunder [valued at $100,000 and greater], ensuring the following: a) Correlation between proposal technical and pricing submissions and resulting grant and contract agreements; b) Identification of areas for further negotiation, highlighting potential areas of risk and determining global precedents of award terms; and c) Verification of appropriate incorporation of client/donor regulations.
- Kick-off meetings are held as soon as possible after a new agreement is fully-executed when implementation begins. The Senior G&C Manager reinforces the project Kickoff requirement as soon as the new award is signed, prepares the Award Compliance Matrix, and leads the compliance discussion.
- Proactively reinforce prime award compliance requirements throughout implementation, ensuring that Network Member/PMT staff understand all prior approval requirements.
- Ensure that subagreement and prime award files are maintained in the Award Management System, including prime and subagreement documentation.
- Participate in Monthly Program Finance Reviews to stay abreast of current project activities in order to proactively flag and address compliance-related matters.
- Work with the NM and PMT to ensure that staff understand compliance requirements for the prime and subagreement closeout process, conducting closeout trainings/webinars as needed.
- Using appropriate checklists and guidance documents, ensure that the NM and PMT verify the following close out categories: final financial expenditures, reporting requirements, prior approvals, cost share, program income, equipment/final disposition, and finalization of close out of all related subagreements and subcontracts.
Training and Capacity Building
The Grants & Contracts Department establishes PSI’s global organizational award compliance standards and works with the NMs and PMTs to collectively improve award compliance oversight for PSI. The Senior Grants & Contracts Manager may be involved in supporting that effort in terms of the development, organization, and presentation of G&C training components or the delivery of training sessions both at HQ and in country or via web-based training.
What are we looking for?
- Master’s degree or equivalent years of experience.
- At least 10 years of increasingly responsible experience in federal and/or private grants/contracts management (Master’s degree may be substituted for experience).
- At least 3 years of people management experience required
- Solid knowledge and understanding of all aspects of the prime award and subagreement management lifecycle.
- Solid knowledge base regarding different subagreement contracting mechanisms and the applicability of various donor/client flow-down requirements.
- Experience preparing staff for external audits and anticipating and mitigating potential audit findings.
- Demonstrated expertise with researching, interpreting, and applying USG regulations. Knowledge of FAR/AIDAR, OMB Uniform Guidance, Standard Provisions, and other donor rules and regulations regarding implementation of Federal awards.
- Familiarity with other donors such as The Global Fund, DFID, KfW, World Bank, UN Agencies, and foundations.
- Ability to compose reports, presentations, memos, emails, and other written documents in an organized, logical, and concise manner. Stellar communication skills and the ability to write well are extremely important, as are attention to detail and correct grammar usage.
- Demonstrated project management and organizational skills – especially with time-sensitive work.
- Ability to collaborate and participate in teams with a can-do, positive attitude.
- Skilled in developing strong partnerships, especially in a diverse, global environment.
- Previous experience in training using adult learning techniques and experience coordinating and facilitating in person and virtual training.
- Knack for exercising discretion.
- Proficiency in MS Word and Excel.
- French language skills a plus.
- Must be authorized to work in the United States. PSI will not consider work visa sponsorship for this position.
- References will be required.
- The successful candidate will be required to pass a background check.
The candidate we hire will embody PSI’s corporate values:
- Measurement: You use hard evidence to make decisions and guide your work. You set clear goalposts in advance and explain clearly if you need to move them.
- Pragmatism: You’ll strive to deliver the best possible result with the resources available. You won’t be paralyzed by a need to make things perfect.
- Honesty: You own your mistakes and are open about your shortcomings – it’s the only way you’ll learn and improve.
- Collaboration: You’ll quickly establish a mental map of whom you can rely on for what, on your team, at headquarters, and in our country offices – if you try to do it all yourself, you won’t succeed.
- Trust: You accept limits to your sphere of control and give colleagues the benefit of the doubt.
- Commitment: You are in it for the long-haul and want to grow with the organization, just like PSI serves its consumers and partners with host-country governments through thick and thin.
*Due to high volume of applications, only finalists will be contacted. Curious about your status? Please log into your iCIMS account to find out.
PSI is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of actual or perceived race, religion, color, sex, age, national origin, disability, sexual orientation, marital status, personal appearance, matriculation, political affiliation, family status or responsibilities, gender identity or expression, pregnancy, childbirth, related medical conditions or breastfeeding, genetic information, amnesty, veteran, special disabled veteran or uniform service member status or employment status.
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