Job Summary:
The Senior Contracts & Grants Officer provides leadership and oversight in the management of subgrants and contractual mechanisms under FHI 360 Cambodiaโs programs. This position ensures that subgrants are administered in accordance with FHI 360 policies, donor regulations, and applicable local laws. The Senior Officer will lead dayโtoโday management of the programmatic, financial, and compliance aspects of subgrant implementation, working closely with technical, finance, and program teams to ensure highโquality performance. The Senior Contracts and Grants officer will work in partnership with Associated Director (AD)- Contracts and Grants and other staff to efficiently operate and maintain an effective contracts portfolio management system. Principal duties will include contract administration and professional / managerial support to ensure full compliance with donor rules and regulations. The Senior Contracts and Grants officer will perform specialized tasks from pre-award to close-out as assigned by the supervisory AD-Contracts and Grants. These tasks may include a wide variety of discrete transactions occurring at various stages of the award and sub award processes. Typical tasks include but are not limited to a) Supplementing the technical assistance provided by the AD-Contracts and Grants to proposal development and operations staff to produce competitive and responsive proposals. The Senior Contracts and Grants officer will provide informed interpretation of fundamental regulations and standard contract requirements. b) Conduct selects negotiations with the guidance of the AD-Contracts and Grants. c) Provide technical assistance to operations staff and other enterprise services staff on matters of contract interpretation and compliance. d) Prepare and submit requests for donor approval as delegated by AD-Contracts and Grants. e) Prepare and review sub awards and procurement actions up to authorized thresholds. f) Conduct contract close-out. g) Assist the AD-Contracts and Grants in preparing management reports.
Accountabilities:
Pre-award:
- Provides supplemental interpretation of fundamental regulations and standard contract requirements to help produce competitive and responsive proposals.
- Select the subgrant mechanism.
- Support technical and program teams in developing clear scopes of work (SOW), budgets, and implementation plans
- Prepare the Request for Application (RFA)/Annual Program Statement (APS).
- From a Technical Evaluation Committee to review applications.
- Provide guidance to applicants on donor rules, compliance expectations, and proposal formatting as needed.
- Analyze subgrantee budget proposals to ensure cost reasonableness, allowability, and alignment with donor and FHI 360 requirements.
- Participate in selection committees, document evaluation results, and ensure a transparent partner selection process.
- Conduct preโaward assessments of potential subgrantees, including organizational capacity, financial systems, internal controls, and compliance risk.
- Review and verify eligibility documentation, registrations, and dueโdiligence requirements.
- Work closely with technical team to review the program description to ensure it is complete and aligns with the objectives of the prime award.
โข Review the budget to ensure it is allowable, allocable, reasonable, and aligns with the program description.
โข Conduct restricted parties screening and reference checks to verify that the subgrantee is eligible and qualified.
โข Prepare the Memorandum of Negotiation (Neg Memo).
โข Initiate requisition in Costpoint or Digital Process Automation (DPA)
โข Complete other requirement forms.
Subaward/Subcontract Development:
- Draft and prepare subgrant/subcontract packages, including agreements, special conditions, program description, budget, budget narratives, payment schedule/SFR and advance request form, negotiation memo and required attachments.
- Ensure all subaward documents fully comply with donor regulations (e.g., USAID 2 CFR 200), FHI 360 policies, and local legal requirements.
- Facilitate internal reviews for new subgrant awards or modifications.
- Process sub award data in sub award database.
Post-award (Subgrant/Subcontract):
- Conduct subgrant kickโoff meetings/orientations to ensure partners understand award terms, deliverables, payment schedules, reporting requirements, branding, and compliance obligations.
- Develop monitoring plans based on risk level and perform regular monitoring visits (financial, administrative, and programmatic).
- Establish and maintain complete and auditโready subaward filesโboth physical and digital.
- Lead day-to-day management of the programmatic, technical, and financial elements of subgrant implementation.
- Track subgrant data in Subaward Tracking System.
- Document monitoring findings, track corrective actions, and escalate compliance issues requiring management attention.
- Review and verify subgrantee financial reports, invoices, and supporting documents for accuracy and compliance with award terms.
- Track subgrant data including budgets, burn rates, deliverables, timelines, and reporting submissions.
- Ensure timely submission of subgrantee reports, payments, and integrate them into donor and internal reporting.
- Provide targeted capacityโbuilding to subgrantees on finance, reporting, compliance, safeguarding, procurement, and other operational areas.
- Coordinate with technical, finance, and MEL teams to support performance management and quality assurance.
- Prepare and submit FFATA reports in accordance with donor deadlines.
- Maintain ongoing communication with partners to resolve implementation challenges.
- Works in partnership with operations staff to monitor sub-award compliance with flow-down provisions. Records management:
- Work in partnership with records management staff to maintain the accuracy and integrity of the unit filing system.
- Accountabilities will be differentiated by:
- Degree of complexity of transactions handled (transition from routine/moderate complexity to higher complexity.
- Level of interaction with internal and external clients.
- Exercise of expanding decision rights.
- Quantity of transactions handled.
- Performs other duties as assigned.
Closeout:
- Lead subgrant closeโout processes in collaboration with program, finance, and operations teams.
- Confirm that the subgrantee has satisfied all closeout requirements.
- Ensure all required documentation (financial reports, deliverables, inventory records, final evaluations, etc.) is submitted and properly filed.
- Prepare Pre-Close Out Letter, Closeout Modification and Final Closeout Letter
- Prepare Close Out Check List
- Reconcile final financial reports, verify cost allowability, and support final payment or deโobligation processes.
- Confirm all compliance requirements have been met, including disposition of assets and completed audits (if required).
- Ensure subgrant files (both digital and hardcopy) are fully complete and archived per FHI 360 and donor requirements.
Applied Knowledge & Skills:
- Increasing knowledge of donor (USG and non-USG) rules and regulations, and local compliance requirement, common mechanisms of funding, types of acquisition and assistance awards, contracting concepts and principles from the solicitation phase to post-award administration.
- Critical thinking and stronger analytical skills applied to successful completion of tasks. Strong analytical skills and ability to interpret financial documents.
- Increasingly effective/persuasive oral communication and business/technical writing skills. Effective communication and interpersonal abilities for working with partners and internal teams.
Demonstrable growth in technical expertise on regulatory matters, contract management systems, processes and computer software.
Problem Solving & Impact:
- Works on increasingly complex and problems of diverse scope requiring critical analysis and comprehensive evaluation of critical factors.
- Increasingly exercising independent judgment in developing methods and techniques to obtain solutions (and process improvements).
- Increasing independence in determining specific tasks to accomplish in order to meet certain goals and objectives.
Supervision Given/Received:
- Increasing self-reliance in performing tasks.
- Needing lesser regular supervision.
- Higher proficiency and confidence in operating within established operating procedures.
Education: **
- Bachelor's Degree or its International Equivalent โข Business Administration, Legal Studies orโAccounting, Finance, Public Administration, or a related field.
- Masterโs degree preferred.
Experience: **
- Minimum 5โ7 years of relevant experience in grants or contracts management with international NGOs, donorโfunded projects, or development programs. In a contracting position either in the Federal Government or a Non-governmental Organization (NGO).
- Demonstrated experience managing multiple subgrants, including financial oversight and compliance monitoring.
- Advanced (above intermediate) knowledge of donor (USG and non-USG) rules and regulations applicable to sponsored projects. Experience working with USAID awards is strongly preferred.
- Advanced understanding of contracting concepts and principles.
- Effective oral and written communication skills.
- Strong organizational skills and project management skills.
- Manage a variety of activities and pay close attention to detail.
- Proficiency in word processing, spreadsheets, and Internet capabilities.
- Read, write and speak English. Fluency in a foreign language is desired.
- Ability to work independently and prioritize tasks.
- Ability to interact professionally in culturally diverse settings.
- Ability to research and interpret information to respond to inquiries.
Typical Physical Demands:
- Typical office environment.
- Ability to spend long hours looking at computer screens and doing repetitive work on a keyboard.
- Ability to sit and stand for extended periods of time.
- Ability to lift/move up to 5 lbs.
Technology to be Used:
- Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.
Travel Requirements:
- 10%
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 applicantsโ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicantโs 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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- 10%
- Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.