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Sub Awards Manager

ICAP at Columbia

Sub Awards Manager

  • 517445
  • Medical Center
  • ICAP at Columbia
  • Full Time
  • Opening on: May 10 2022
  • Grade 105
  • Job Type: Officer of Administration
  • Regular/Temporary: Regular
  • Hours Per Week: 35
  • Salary Range: Commensurate with experience

Position Summary

Under the direct supervision of the Senior Manager for Sub-awards, the Manager for Sub-awards is responsible for the day-to-day management and administration of ICAP’s assistance awards, including sub-grants and sub-contracts, typically for 3-4 ICAP country portfolios. Manages the administration of the awards from ICAP headquarters and at country-based field offices in coordination with Senior Manager, Sub-Awards, Country Sub-Award Representatives, Finance Directors, Country Directors and New York-based Implementation and Finance Units.

The sub-awards management function is supported by a team of Sub-Awards Managers that works in a collaborative learning and collegial environment.    


Responsibilities

Project Management (35%)

  • Serves as partner with ICAP project Implementation Unit in the design of sub-awards included in new and continuing applications to funders
  • Manages the subaward execution workflow, engages and sets deadlines for all stakeholder groups, advises on quality standards and takes full ownership of the work product
  • Participates in cross functional and country-specific team meetings to review and address challenges related to the subaward and its impact on the country operating plan; he/she also maintains country-specific dashboards to support management throughout the sub-awards lifecycle
  • Organizes and leads standing calls with Country Sub-Award Representatives to review issues specific to sub-agreements and prioritizes actions to be taken in New York and in the field
  • Initiates modifications to existing agreements to assure successful project implementation and/or memorialize new meet administrative requirements

Capacity Building (10%)

  • Provides expert training and technical support, remotely and in the field, to Country Sub-Award Representatives and sub-recipients to improve sub-recipient administrative and financial systems and procedures
  • Technical assistance on the following topics are provided: ICAP’s sub-agreement management SOPs; policies and procedures for procurements under sub-agreements; review and negotiation of sub-agreement scopes of work, budgets and budget justifications; pre-award assessments; sub-recipient monitoring
  • Contributes to the development or adaptation of administrative and financial policies and procedures for sub – recipients, which include manuals, user guides, and templates for compliance for USG and CU requirements

 Administrative and Financial Management (50%)

  • Works closely with field offices and Program teams to ensure that budgets are sufficiently reviewed for items, including cost realism and allowability, CU and USG regulatory compliance, indirect costs, invoicing implications and overall business risks
  • Writes, using approved templates, all portfolio sub-agreements and amendments including relevant federal flow-down terms and conditions and obtains CU Sponsored Project Administration (SPA) signatures for fully executed agreements
  • Initiates vouchers for sub-recipient payments and interfaces with CU Departments for approving payments and reconciliations; reviews and verifies obligated funding is available and financial data is reported in funding agency reports and sub-agreement tracking workbooks
  • Oversees, collects and maintains complete documentation of sub-recipient submission reports: expense, effort, technical, audit, property log and other deliverables
  • Ensures consistent application of ICAP financial and administrative polices and standards, as well as USG and CU rules and regulations from subaward execution to close-out
  • Performs risk assessment throughout the sub-awards lifecycle, including pre-award assessments, coordination of subrecipient monitoring activities post-award, and collection of subrecipient audit reports and supporting documents
  • Engages personnel from CU vendor management and accounts payable to troubleshoot and resolve administrative challenges

 Other

  • Performs other related duties as assigned (5%)

Minimum Qualifications

  • Requires a bachelor’s degree or equivalent in education and experience, plus four years of related experience
  • Ability to present, lead meetings, and deliver written explanations and justifications to stakeholders at different administrative levels.
  • Intermediate proficiency with Microsoft Office (Excel, PowerPoint, Word), SharePoint and familiarity with Oracle-based systems
  • Knowledge of USG rules and regulations applicable to grants administration, 2 CFR 200 (Uniform Guidance), 45 CFR 74; Federal Acquisition Regulations: 22 CFR 226 and 22 CFR 228
  • Strong analytical skills to successfully perform financial reviews, expenditure forecasts, and other forms of quantitative analyses
  • Demonstrated experience exercising sound business judgment and diplomacy to wisely prioritize and successfully perform multiple and complex tasks

Preferred Qualifications

  • Minimum three (3) years of experience working on international projects, preferably those in a diverse and inclusive setting
  • Demonstrated experience managing grants and contracts
  • Financial management/budget monitoring experience
  • Fluency in Spanish is a is plus
  • Experience managing DHHS, HRSA, USAID and other Federal agency and donor awards

Other Requirements

  • Requires international travel of two (2) to three (3) trips per year with each trip lasting ten (10) to fourteen (14) days for the purpose of training ICAP and sub-awardee staff. Personnel safety is paramount and guided by public health advice.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.

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