Vice President, External Grants and Contracts

Job Description

The Vice President, External Grants, and Contracts is responsible for guiding and overseeing the administration and management of CI’s external grants and contracts portfolio, including developing and enhancing policies, procedures, systems, training, implementation, and compliance over CI’s sub-award, sub-contracting, and procurement activities. Reporting to the Chief Financial Officer, this position will lead a team of grant and contract specialists that implement the grant-making process for US-based programs. This position also provides oversight, training, and guidance to field-based programs in their granting and contracting activities. The Vice President, External Grants, and Contracts will partner with CI’s grant-making program staff to support their programmatic due diligence, develop scopes of work, and perform programmatic monitoring of sub-awards.

RESPONSIBILITIES

General responsibilities:

• On an ongoing basis, evaluate, refine and strengthen CI’s global policies and procedures for administering sub-grants and sub-contracts throughout the life cycle of the award, including calls for proposals, due diligence, programmatic and financial monitoring, close-outs, and sub-award performance evaluation.
• Standardize, document, and operationalize grant management procedures across the organization. Train and communicate with staff when updates are made.
• Lead development of a robust training program for sub-grantees, including the development of materials, grantee project launch seminars. Establish a “train the trainers” model so CI staff across the organization have adequate capacity to evaluate grantees capacity building needs and develop and implement appropriate training programs.
• Maintain a comprehensive understanding of the specific regulations related to highly restrictive donors, e.g. US Government, EU, and multi-lateral donors including the Global Environmental Fund and Green Climate Fund, and ensure procedures, templates, and sub-award agreements are consistent with those requirements.
• Serve as the business owner and primary administrator for Conservation Grants, CI’s Salesforce-based grants management system
• Working in collaboration with the IT and Finance teams, manage and oversee CI’s grant management system – Salesforce – across the institution.
• Ensure necessary training to staff is provided, disseminating new standard operations procedures as required.
• Manage system updates, modifications, and enhancements as required.
• Work closely with leaders in CI’s global offices to understand needs and facilitate communication.
• Oversee or support completion of relevant regulatory reporting, including FFATA reporting, A-133 and Form 990 disclosures, etc.
• Report to executive leadership on CI’s grants and contracts portfolio.

Grants + Contracts Administration and Procurement oversight for US Divisions:

In collaboration with finance and program staff, ensure an accurate, timely, efficient, and transparent process for the entire grant life cycle, from proposal to close.

• Lead a team of grants administrators to effectively administer grants including pre-award management, reviewing and approving payment requests, reviewing or producing relevant reports, monitoring, and post-award management.
• Oversee the due diligence process for vetting sub-grantees or contractors, ensuring robust analysis of applicant’s financial and programmatic capacity and harmonizing the financial and technical review aspects of the selection.
• Manage the procurement process for consultants to be managed by US programs.
• Design, update and oversee implementation of monitoring protocols, including desk reviews, financial and operational assessments, site visits, and contracted audits. Partner with granting programs to monitor technical delivery on a timely basis and according to best practices.
• Oversee management of grantee compliance including programmatic and financial reporting, cash management, procurement, and compliance with relevant donor-related requirements.
• Oversee post-award monitoring and support including training, financial reviews, and capacity building as required.
• Implement timely, appropriate interventions for grantee/contractor non-performance or non-compliance.
• Collaborate closely with US-based program staff to identify grantees or consultants, develop programmatic scopes of work, and develop programmatic monitoring and evaluation plans. Train programmatic staff as required to manage these functions.
• Develop, maintain and update CI’s global policies and procedures over procurement. Oversee procurement process for US Divisions, ensuring compliance with donor requirements. Supervise Procurement officer providing support to programs in issuing, evaluating, awarding, and monitoring Requests for Proposals.

Field Divisions Partnership:

• In coordination with Regional Divisions, [jointly] supervise Regional Grants Management Officers who provide oversight and support to field office grants, contracts, and procurement staff
• Ensure consistent application of global grants/contracts/procurement policies and procedures.
• In coordination with Regional Grants Management Officers, develop a robust set of tools and training programs for the field staff to aid in their award, monitoring, evaluation, and closing of external grants and contracts.
• Provide support to field office’s grants to governments and coordinate the related Grant Risk Evaluation Committee.

People and resource management responsibilities:

• Manage a team of 5-10 employees.
• Other duties as assigned by supervisor.

WORKING CONDITIONS

• This position is based in Arlington, VA.
• Work is typically performed in an office environment.
• The position will require occasional travel to field offices and/or grantees, up to 3-5 trips per year

QUALIFICATIONS

Required

• Master’s degree with 15 years or more of experience working in grants and contracts management.
• 5 or more years of experience managing a team of staff members.
• Experience with international non-profits and demonstrated success managing a variety of donor requirements and funding sources.
• Strong experience administering public funds, specifically, World Bank, GEF, European bi-laterals, and other multi-lateral agencies.
• Knowledge of Federal awards (assistance, contracts) including 2CFR200 and Federal Acquisition Regulations.
• Experience in managing procurements and managing Requests for Proposals for both grants and contracts
• Advanced proficiency with grants management software.
• Experience socializing and institutionalizing major processes.
• Excellent oral and written communication skills.
• Foreign language fluency, especially in Spanish, French, or Portuguese.
• Ability to work effectively with others from a variety of disciplines, cultures, and backgrounds.

About the Organization

Conservation International (CI) has been protecting nature for the benefit of all for over 30 years. Through science, policy, and partnerships, CI is helping build a healthier, more prosperous, and more productive planet.