The Subaward Contracting Officer is primarily responsible for managing the administrative processes for subaward administration from pre-award to close-out in collaboration and coordination with project teams. Work will include leading and participating in organization-wide process improvement projects. The Subaward Officer will be responsible for the overall quality assurance of the subaward management system. They will provide professional expertise and technical training from pre-award to close-out of sub-awards, including assisting project teams in developing sub-award solicitations, negotiation, and preparation of sub-award packages through execution. The role will support compliance with donor regulations and FHI 360 policies.
The functions of the position include:
Comprehensive interpretation of donor (USG and Non-USG) rules and regulations and the ability to ensure lower-tiered subawards are in compliance.; Standardization of administrative procedures for efficient sub award management. Capacity building in best practices in sub award management. A Subaward Contracting Officer will lead or supervise other staff in the efficient operation and maintenance of an effective subaward system. The subaward officer will work in partnership with operations staff and other enterprise services staff to achieve successful and compliant subaward assurance and execution.
Please note that this position will require eastern time zone working hours.
Accountabilities:
Serves as a technical resource to proposal development units (Business Development and Diversification and Cost and Pricing) to provide advice in subaward planning and allocation, including review and negotiation of teaming agreements.
Reviews subaward solicitation upon request of project teams;
In collaboration with Contracting Officer, identifies significant risks and recommends plan for mitigation including justification of working at risk.
Advises program staff on matters of concern and elements of risk that can be detrimental to successful subaward performance. Recommend alternative approaches to overcome any negative impact.
Assists with new award briefings related to subaward processes.
Reviews the work of subaward specialists before submission to donors. These will include transactions requiring donor approval related to sub awards. The subaward officer will handle the more complicated or business-sensitive transactions.
Collaborates with operations staff and other enterprise services staff regarding the development of subaward packages.
Negotiates substantive provisions in lower- tier subawards.
Trains other staff in standardized procedures for efficient sub award management.
Manages input to subaward close-out.
Quality Assurance: spot check system records to ensure compliance with FHI 360 policies and procedures and adherence to donor requirements.
Responds to audit matters (internal and external) related to subawards.
Performs other duties as assigned.
Qualifications
Bachelor's degree or International Equivalent in Business Administration or related field.
Minimum of 5-8 yearsโ experience in a contracting or grants position in either the US Federal Government acquisition system or a Non-Governmental Organization (NGO) โ domestic or international.
At least 3 years of negotiating experience and direct management of subawards.
Advanced knowledge of donor (USG and non-USG) rule and regulations including but not limited to USAID, DHHS, DOE, etc. Knowledge of various mechanisms of funding and types of award of acquisition (contracts) and assistance (cooperative agreements and grants) and the ability to apply to subaward practice.
Quality Assurance/Compliance/Risk Management experience desired.
International development, healthcare, or consulting industry experience preferred.
Prior staff supervision experience preferred.
Strong and solid command of professional theory, techniques, practices and procedures requiring comprehensive knowledge of contracting principles.
Effective skills in negotiations, sub award management and procurement.
Strong attention to detail.
Excellent organizational skills and strong ability to manage and meet multiple tasks.
Excellent interpersonal skills and effective oral communication and business/technical writing skills.
Independently use technology to perform work. Ensure integrity of systems, internal controls and data, including recommending modifications for further strengthening as indicated.
Apply updated technology to facilitate procedures and achieve unit goals and objectives.
Adaptable to work environments in diverse cultural settings.
Problem Solving & Impact:
Analyze highly complex situations (e.g., high risk conditions or business-sensitive issues) and alert leadership to impact on performance.
Recommend options to overcome the above based on careful and thoughtful evaluation of facts and well-informed interpretation of applicable regulations.
Ensure that subawards are administered according to the highest standards of ethics and compliance.
Erroneous decisions or recommendations or failure to achieve results may cause the organization to incur additional costs and suffer delays that can have a negative impact on its record of performance.
Supervision Given/Received:
Performs work with a high degree of independence to determine practical methods and procedures for effective performance.
Could supervise the work of associate contract staff in the future, but this position does not have any direct reports initially.
Typical Physical Demands:
Typical office environment.
Ability to sit or stand for extended periods of time.
Ability to move or lift 5-10 lbs.
Technology to be Used:
Computer, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), e-mail, telephone, printer, calculator, copier, cell phones, PDAs and other handheld devices.
Travel Requirements:
Less than 10%
The expected hiring salary range for this role is listed below. FHI 360 pay ranges represent national averages that vary by geographic location. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, business sector, and budget.
Base salary is only one component of our offer. FHI 360 contributes 12% of monthly base pay to a money purchase pension plan account. Additionally, all US based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year. Paid time off is reduced pro rata for employees working less than a full-time schedule.
Hiring Salary Range: $83,400 - $120,000
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.
FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others โ and yourself.
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