Contracts and Grants Officer

The Contracts and Grants Officer is responsible for the drafting and administration of subcontracts, consultant’s contracts, letter of agreements and purchase orders. S/he provides assistance to the Contracts and Grants Manager (CGM) on the USAID Sexual HIV Prevention Program (SHIPP) grant-making process, including issuance of request for applications and annual program statements, review of applications, negotiations with applicants, selection of grantees, and close out of completed grants.  Throughout SHIPP and with oversight from the Contracts and Grants Manager, the Contracts and Grants Officer will assist with monitoring visits to selected grantees for compliance to USG rules and regulations and fulfillment of the approved work plan and monitoring and evaluation requirements and, as appropriate, audit agreed-upon procedures.  S/he reports to the Contracts and Grants Manager.  This position is based in Pretoria, South Africa.

Key Responsibilities:

Contracts

• Draft and administer the subcontracts and the associated subcontract support documents. This includes maintaining subcontract files and keeping the CGM up to date on sub contract status and any contract compliance issues
• Draft consultants’ contracts (CAs) and Letter of Agreements (LAs)
• Verify that contract support documentation is complete and compliant and prepare contract file for the CGM and DCOP review
• Manage and update the contractual tracking tool for ease of program, finance and/or DC operations on the status of all contracts and provide periodic status reports
• When required, assist Finance with review of relevant contract invoices and raise any issues related to payments
• Coordinate and consolidate responses to contractual requests from subcontractor and consultants
• Administer the procurement of services and supplies, including coordination of bidding process and development of purchase orders.

Grants

• Assist the CGM with issuance of request for applications, preparations for grant selection process, pre-award survey and award negotiations.
• Assist the CGM with drafting, administering and close out of grant agreements, including but not limited to review of grant recipient invoices and training to grant recipient in financial accounting and reporting in accordance with USAID rules and regulations.
• Maintain productive relationships with client/partner contracting officers, agreement officers, and contract administrators.

Other Potential Responsibilities:

• Assist the Contracts and Grants Manager to develop and deliver training materials to build broader capacity in partner agreement development and administration. Training in contract terms and related compliance areas.
• Assist the Contracts and Grants Manager in auditing internal contract operations and subawardee operations.

Working Environment / Conditions:

• Manager:  Contracts and Grants Manager (CGM)
• Standard Office/Work environment:
• Office based in Pretoria, South Africa

Requirements

• Degree / Diploma in business management, finance, accounting or other related discipline
• Between 3 and  5 years’ experience in government contracting, including working with at least one of the following organizations – USAID, CDC, DFID, EU
• Through knowledge of the purchasing cycle
• Fluency in English is required (other languages are desirable)
• Demonstrated experience applying, FAR, AIDAR and CFR
• Strong written and verbal communication skills as well as Microsoft Office Word, Excel and Power Point skills

 Applications close on 9th August 2013.

Click here for further details and application