Counterpart, a global nonprofit, is currently seeking a part-time Contracts, Grants and Compliance Specialist for its Grants, Contracts and Compliance (GCC) team to provide cradle-to-grave contact/award management and oversight of Counterpart’s portfolio of contracts and subcontracts and cooperative agreements in order to mitigate risk and to ensure compliance with client’s and donors’ regulations and the organization’s policies. This is a part-time position based in Arlington Virginia and will report to the Director GCC.
The Contracts, Grants and Compliance Specialist will analyze, interpret and apply client regulations, contract/award terms and conditions and Counterpart policies in the day-to-day management of programs, serving as the lead advisor on his or her portfolio on compliance to HQ and field-based staff. He/she will: manage a portfolio of contracts, subcontracts and any assigned cooperative agreements, primarily from U.S. Government agencies; review proposal and budget packages prior to submission; negotiate terms and conditions of contracts/awards and modifications; review consultant agreements; review and provide guidance on subawards and grant manuals; review procurements for assigned portfolio; provide ongoing guidance to HQ and field staff on client/donor regulations, internal procedures and overall daily troubleshooting; conduct training as needed; and work collaboratively within and across teams. The Contracts, Grants and Compliance Specialist will assist the GCC Director in updates, revisions of manuals and guidance, and developing guidance, tools, job aids and templates for contract/award administration and compliance.
· Serve as GCC liaison to assigned portfolio to provide guidance to project management and program support teams for post award administration of prime contracts, subcontracts, sub-task orders, and purchase orders, and cooperative agreements including, but not limited to modifications, realignments, and interpretation of terms and conditions and client/donor regulations (U.S. Government and non-US government).
· Contribute to the development and/or revision of resource materials, including manuals, guides, templates and other tools, to assist program staff with Contract/Award Management and compliance with donor regulations and Counterpart policies
· Support negotiations of contracts, subcontracts, and grants, as needed, by conducting research and providing targeted input
· Participate in award start-up and close-out planning, and audit processes, providing guidance on and interpretation of applicable contractual and regulatory requirements
· Review budget realignments/modifications to ensure compliance with existing terms and conditions, Counterpart’s policies, and client’s cost principles
· Provide advisement and clearance to project management teams and business units for procurement of goods and services through different contractual mechanism terms and conditions
· Conduct occasional high-value or complex procurements for projects or business units as assigned by the GCC Director.
· Review and or clear draft subcontracts, task orders, amendments, services agreements, grants and independent contractors’ agreements and address contract/agreements/subcontract-related issues
· Perform necessary due diligence to ensure cost/price reasonableness and compliance with applicable U.S. Government regulations or non-U.S. government regulations and/or terms and conditions.
· Participate in the Business Development (BD) process, assisting with the interpretation of compliance-related requirements in application/proposal packages and reviewing teaming agreements
· Review technical proposal and cost applications/ proposals for compliance with donor/client requirements and Counterpart policies
· Review subawards and grant manuals prior to issuance for compliance with donor regulations and Counterpart policies, and provide subaward management guidance as needed throughout life of program
· Review and submit contractually required reports, plans, forms or other information to the client/donor as assigned
· Develop and conduct training to contribute to organizational learning and build capacity of HQ and field office staff in GCC- related areas.
· Coordinate and interact regularly with teams (program, program support, finance, new business development, HR, IT and security)
· Identify and recommend compliance, process and system solutions to the director.
· Develop and maintain good working relationships with a staff of client/donor agencies
· Maintain agreement-related files and database records for awards in assigned portfolio
Systems and Subject Matter Expertise
· Contribute to cross-functional initiatives to streamline workflows and operational business processes
· Develop and/or conduct training on donor/client regulations and requirements, as well as on Counterpart policies and procedures
· Review documents on behalf of executive leadership from a compliance and risk management perspective as well as brief leadership on compliance issues in a timely manner
· Minimize risk to organization by proactively identifying potential problems and possible solutions
· Contribute to the development and maintenance of Contract/Award Management and record repository systems to facilitate improved award administration
· Represent Counterpart in meetings with donors, clients, subrecipients, INGO industry partners, and other stakeholders, as needed
· Coordinate with GCC team members to ensure consistent organizational interpretation and guidance on donor regulations
· Participate in weekly GCC team meetings and check in meetings for assigned portfolio
· Update the GCC intranet site as assigned
· Assist and/or backstop other GCC team members, as needed
· Perform other duties as assigned by the Director of GCC
· Bachelor’s degree required; Master’s degree in relevant field preferred
· Seven to eight years of relevant and progressive experience, preferably at international development organization or donor/client agency in an award/contract management or compliance capacity; Master’s degree or Peace Corps experience may be considered in lieu of work experience
· At least five years’ USAID contracts administration experience or similar years of experience working on USAID projects; Courses in government contracts or government contract management may be considered in lieu of work experience
· Knowledge of Federal Acquisition Regulations (FAR), AIDAR and ADS
· Working knowledge of CPFF, T&M, FP, and/or IDIQ contracts
· Demonstrated understanding of federal compliance requirements, and evidence of experience in the design, development or enhancement of compliant policies, procedures, and training documents
· Ability to communicate, verbally and in writing, policies and interpret regulations to provide clear guidance.
· Fluency in verbal and written English;
· Excellent verbal and written communications skills;
· Experience with providing feedback to processes, procedures and policies.
· Demonstrated ability to negotiate and communicate with colleagues and external parties in a professional and succinct manner;
· Meticulous attention to detail, as well as outstanding critical thinking and problem solving skills;
· Proven ability to work independently, prioritize and to initiate follow-through;
· Demonstrated ability to generate proactive solutions, handle multiple tasks simultaneously and remain calm under pressure;
· Knowledge of and ability to adopt industry best practices to enhance organizational checks and balances in order to mitigate risk;
· Demonstrated ability to work in multi-cultural and multi-lingual settings; overseas experience preferred
· Ability to travel overseas (up to 10%) to provide short-term technical assistance or training, as needed.
· Working knowledge of U.S. Government grant rules and regulations including OMB’s Uniform Guidance (2 CFR 200), and their respective processes and procedures (USAID ADS, in particular), preferred;
· Experience with other U.S. Government agencies (e.g. USDA) as well as bilateral or multilateral donors, such as DFID, SIDA, UN Agencies, and foundations preferred;
· Working knowledge of regulations of non-USG donors (e.g., DFID, SIDA, UN Agencies) preferred;
· Experience developing and delivering participatory training on regulations and policies preferred;
· Advanced competency in French, Spanish or Arabic a plus; knowledge of other foreign languages desirable.