Senior Contracts & Grants Manager

About the International Foundation for Election Systems (IFES): IFES advances democracy for a better future. We collaborate with civil society, public institutions and the private sector to build resilient democracies that deliver for everyone. As the global leader in the promotion and protection of democracy, our technical assistance and applied research develops trusted electoral bodies capable of conducting credible elections; effective and accountable governing institutions; civic and political processes in which all people can safely and equally participate; and innovative ways in which technology and data can positively serve elections and democracy. Since1987, IFES has worked in more than 145 countries, from developing to mature democracies.

The greatest assets of IFES are our team members. IFES offers competitive benefits and pay, as well as the opportunity to work in a dynamic and collaborative environment. Every member of the IFES team is responsible for carrying out the mission of IFES and integrating IFES values into their work every day: Commitment to Excellence, Effective Communication, High Quality Decision-Making, Accountability, Teamwork and Collaboration.

PRIMARY FUNCTION/PURPOSE: 

The Senior Contracts & Grants Manager will manage all phases of work involved in the selection of acquisition and assistance awards (both contracts and grants) with the US government, other bilateral and multilateral donors such as Foreign, Commonwealth and Development Office (FCDO) Global Affairs Canada (GAC), the United Nations, European Union, multilateral development banks, as well as foundations and private sector donors and ensure proper due diligence for all grants and contracts. The Senior Contracts & Grants Manager will support one or more of IFES’ regional programmatic areas and its regional field offices and sites. The Senior Contracts & Grants Manager will lead the assessment, design, and implementation of appropriate business process improvements related to IFES’ delivery of effective C&G operations.

MAJOR DUTIES AND RESPONSIBILITIES:  

• Serve as the main point of contact in administering the facilitation, submission, and negotiation of federal, non-federal, and international grants, cooperative agreements, proposals, contracts, sub-awards, leases, procurement, service agreements, and consulting agreements and modifications.
• Provide guidance in the interpretation of award terms and conditions, and USG and non-USG regulations.
• Conduct training on grants and contracts compliance issues for headquarters and field staff with the goal of enhancing IFES’ global knowledge and capacity to effectively manage an expanding C&G portfolio.
• Coordinate with the Business Development team as well as the regional program and finance staff in formulating and negotiating strong, competitive and compliant proposals and final awards/grants.
• Coordinate with the Finance division on a variety of common issues, including business process improvements that help streamline processes and create greater efficiency.
• Track changes to, and provide interpretations of, United States Government (USG) and relevant non-USG regulations as they pertain to IFES’ programs.
• Maintain current records in appropriate databases and systems.
• Establish and maintain positive working relationships with donors and IFES staff.
• Ensure compliance with award’s terms and conditions, and IFES operational procedures and policies for contracts/grants management.
• Establish and maintain communications with prime and subcontractors to ensure the smooth execution of the contract awarding process.
• Liaise with donors, Non-Governmental Organizations and Private Voluntary Organizations (NGOs/PVOs) and advocacy groups.
• Advise Regional IFES staff on matters related to preparation and administration of subawards of all types.
• Support activities of Finance staff in the areas of fiscal management, audit, and financial reporting for IFES’ awards.
• Ensure the timely processing of projects closeout.
• Carries out other duties as assigned, including serving as the C&G Director’s Designee in his/her absence.

POSITION SCOPE:  Manage all phases of work involved in the selection of acquisition and assistance awards. Manages and/or performs highly technical or complex work, requiring ingenuity and capacity to evaluate and respond to new and changing issues. Demonstrate insight, judgment and initiative to resolve unusual challenges.  Performance and outcomes are subject to senior management oversight.

DECISION MAKING/PROBLEM SOLVING:   Identify risk factors with potential to disrupt achievement of operational goals. Consult with internal and external stakeholders to identify, propose and build consensus around best solutions.  Lead solution implementation after approval. Demonstrate insight, judgment and initiative to resolve unusual challenges. Complex decision-making subject to management review. 

FISCAL RESPONSIBILITY: Submitting and negotiating strong, competitive and compliant proposals and final awards/grants. Conduct detailed review and evaluation of budget and pricing submissions with Program teams. Authority to approve expenses, subject to established controls and procedures.

RELATIONSHIPS:  Collaborate with internal and external partners in planning and implementing project activities. Manages activities with internal and/or external partners to integrate efforts toward departmental objectives. Partnerships require a high degree of diplomacy and judgment. Manage and provide leadership guidance to the C&G team. Maintains effective working relationship with members of other departments, vendors, partners, subcontractors and donors.

SUPERVISION EXERCISED: May supervise a team of entry level and professional level staff. Manage, coordinate and monitor activities of others to assure goals are met. 

POSITION REQUIREMENTS:

Education: Bachelor’s degree in Business, International Relations, Finance or related discipline; Master’s degree preferred.

Experience:  Minimum of 10 years of experience in international development with an NGO and/or for-profit in the development sector.  Minimum of 10 years comprehensive experience managing the administration of USG and non-USG contracting and grant making, procedures, regulations and policies required.  Experience with USAID, Department of State, and other international development donors is required.  Experience working at headquarters office is required. Strong skills managing processes and timelines.  Proven ability to track and manage several projects and processes simultaneously. 

Related Skills or Knowledge:  Proficiency with Microsoft Office, SharePoint and Teams is required.  Proven organizational skills and capacity to handle multiple tasks under tight deadlines. Excellent analytical, written and verbal communication skills. Team player with excellent interpersonal skills. Experience supervising a team. Excellent negotiating and influencing skills.

LANGUAGE SKILLS:  English required.

TRAVEL:  Travel may be required up to 10%.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

Standard office work environment.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

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