Subcontracts Officer

Job Summary:

STRIDES Subcontracts Officer is primarily responsible for managing the administrative processes of subcontract management and administration. This role supports the development and implementation of processes related to issuing and management of subcontracts from pre-award to closeout. Theywill provide professional expertise in subcontract administration to ensure full compliance with donor rules and regulations. The functions of the position include:

Comprehensive assessment of subcontract implementation requirements to ensure development of appropriate subcontract and that the subcontractors has the organizational capacity or is able to acquire the necessary capacity to successfully perform and meet contractual obligations; Expert interpretation of donor (USG and non-USG) rules and regulations to support the STRIDES project Standardization of administrative procedures for efficient award and subcontract management; Preparation and review of subcontract package and associated documents (including templates and ancillary business forms); and Capacity building and replication of subcontract portfolio management systems and best practices in contract and subcontract management.

STRIDES Subcontracts Officer will lead/ supervise/collaborate with other staff in the efficient operation and maintenance of effective subcontracts portfolio management. STRIDES subcontracts Officer will work in partnership with operations staff and other enterprise services staff to achieve successful and compliance contract performance. In consultation with FHI 360's Contracts Management Services ( (CMS) team, this position will help the project team identify issues requiring contract interpretation and ensure compliance with prime award and subcontract regulatory requirements and restrictions as well as corporate policy and procedures. This role will also coordinate and liaise with the project team to ensure adequate subcontractor management, monitoring and oversight.

Accountabilities:

Subcontract Pre-award:

• Serves as a technical resource to STRIDES by leading the development of and analyzing subcontract solicitations, interpreting regulations and award provisions, clarifying compliance issues, and working with CMS to ensure congruity across organizational policies.

• Serves as a knowledge base of FHI 360 subcontract processes and USG acquisition rules and regulations, reviews critical subcontract terms and conditions in collaboration with CMS;.

• Understands the FHI 360 organizational structure and the roles of the Business Unit, Regional Office, and HQ Enterprise Service staff in supporting projects.

• Manages and supports subcontract process improvements, implements best practices related to subcontract management for STRIDES Activity and collaborates with division/function/operating unit and CMS on organizational process improvements.

• Prepares and issues requests for proposals (RFPs) =,evaluates bids or supervises junior staff in these tasks, recommends plans for WARs/RUFs.

• Develops and defines subcontract elements, coordinates with FHI 360 Contract Management Services on appropriate terms and conditions, ensures FAR compliance.

Subcontract Post-award:

• Manages subcontract set-up in the procure-to-pay and/or financial management system.

• Advises senior management on matters of concern and elements of risk that can be detrimental to successful subcontract performance. Recommends alternative approaches to overcome any negative impact.

• Develops and maintains strong relationships with counterparts. Responds to audit matters (internal and external).

• Articulate and advocates for the Activity's and organization's position on matters of regulation and other contractual issues.

• Trains other staff in standardized procedures for efficient subcontract management and collaborates with ops/enterprise service staff as necessary.

• Contributes to the development and delivery of specialized training to staff on policy, regulations, and best practices in subcontract administration.

• Conducts periodic reviews of the subcontract portfolio to ensure compliance; maintains effective communication with subcontractors and stakeholders.

• Demonstrates deepened expertise, professional growth, and managerial and leadership skills through evidence of effective crisis management.

• Monitor and tracks subcontractor progress and performance to ensure alignment with budget and schedule and escalate any issues/risks to STRIDES leadership.

• Participates in the review of subcontractor invoices, ensuring costs are allowable and reasonable along with technical/finance counterparts.

• Tracks STRIDES approved Subcontracting Plan to ensure compliance.

Applied Knowledge & Skills:

• Knowledge of donor (USG and non- USG) rules and regulations, common mechanisms of funding, contracting concepts, and principles from the solicitation phase to post-contract.

• Manage projects related to the subcontracting process.

• Effective customer management skills are essential to developing and growing critical business relationships within and outside of the organization.

• Influential leadership skills to facilitate and support transitions to new systems at the unit level.

• Highly articulate (compelling and persuasive) oral and written communication skills to convey complex business concepts and information both inside and outside of the organization.

• Strong and effective ability to develop, articulate, and implement.

• Good knowledge of strategic planning methodologies and practices.

• Experience creating and documenting processes and systems.

Education: **

• Bachelor's Degree or international equivalent in Business Administration or related field.

• Project Management (PM) Certification or equivalent preferred.

Experience: **

• Minimum of 8+ years' experience in a position of managing project-level awards, subcontracts, and international project management.

• At least 5 years of negotiating experience and direct management of a diverse portfolio of complex subcontracts and other agreements.

• Comprehensive knowledge of USAID rules and regulations; (i.e. FAR, subcontracts)

• Expertise in USG acquisition processes.

• Experience working in a not-for-profit or non-governmental organization (NGO)

• Experience working with international donors.

• Prior supervisory or mentor experience preferred.

Typical Physical Demands:

• Typical office environment. Ability to sit and stand for extended periods of time; ability to lift 5 lbs.

Technology to be Used:

• Personal Computer, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), email, telephone, printer, calculator, copier, cell phones, PDAs and other handheld devices.

Travel Requirements:

• Up to 25%

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants' previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant's tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

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