Description
Summary of Role
The Contracts and Grants (CG) Business Partner will provide regional contract and managerial leadership as a member of the Contracts and Grants team. The CG Business Partner works closely with the Contracts and Grants Director and departmental peers, Business Development (BD), Compliance, Human Resources, Accounting, and Finance Department team members to ensure award management support and systems are consistent with IntraHealth policies; funder requirements; applicable legal, regulatory and compliance requirements; and industry best practices. S/he is responsible for providing cradle-to-grave support to assigned projects for incoming assistance awards and acquisition contracts and outgoing subawards/subcontracts. S/he exercises independent judgment and operates with a greater autonomy (e.g. researches regulatory and contract-specific issues and brings recommendations to supervisor; self-identifies training needs, designs curriculum and delivers training). S/he will supervise a Procurement Manager responsible for the corporate review of procurement contracts. S/he will manage CG departmental projects, as assigned.
The CG Business Partner works closely with the Procurement Manager and project-based CG Officers to support an assigned global portfolio. S/he works closely with colleagues in US-based divisions and project offices to establish, develop, strengthen and monitor award and compliance practices and procedures in support of international field operations.
The CG Business Partner will report directly to the Contracts and Grants Director.
Responsibilities Include:
Review Request for Proposal/Application (RFP/A) solicitations for budget/cost proposal requirements and interpret compliance-related requirements.
Provide leadership and input on the proposal cost strategy in coordination with BD and Programs, considering value for money and other win strategies, adhering to principles of cost realism, allowability and compliance with IntraHealth and funder requirements
Serve as the Budget Manager for proposals and continuing applications, coordinating with the BD Manager to provide oversight and instruction to members of the costing team, preparing cost application guidance and templates for IntraHealth staff and partners, meeting internal deadlines and submitting cost competitive proposals. Review IntraHealth and partner budgets for cost allowability, reasonableness and realism in relation to partner proposed scopes of work and share feedback with Proposal Manager or directly as appropriate.
Draft and negotiate incoming and outgoing legal agreements and modifications, ensuring risks are mitigated for IntraHealth and the inclusion of applicable funder requirements.
Prepare Award Briefs and participate in Award Kickoff Meetings with various members of project and operational staff, communicating key compliance requirements and reviewing planned subaward and procurement activities. Update and redistribute the Award Brief with each incoming award modification and review the Award Brief with new key personnel and local grants managers during on-boarding.
Prepare procurement flow down provisions under newly negotiated awards and distribute to the Procurement Manager, Senior Technical Manager (STM), Chief of Party (COP), and other field-based procurement staff. Update and redistribute, as applicable, upon execution of incoming award modifications.
Supervise and train regional-based Procurement Manager, ensuring timely and quality review of procurement requests (consultant and service agreements, purchase orders, leases) for accuracy and compliance with IntraHealth policy and procedures and award conditions. Backfill the Procurement Manager during surges and scheduled leave.
Maintain and update award data in a timely manner in Finance Division business systems and tracking tools (e.g. Serenic Awards Vision, SharePoint, Amber Road, etc.). Review award and subaward summary reports monthly and certify data annually to ensure accuracy of data for accounting and audit purposes.
Update the status of CG requests for service in the shared SharePoint Tracker as progress is made toward completing requests.
Assist global counterparts and project teams with conducting pre-subaward surveys. Document risk assessments and approve subrecipient monitoring (SRM) plans. Provide procedures, tools and training as needed and monitor implementation of SRM plans.
Coordinate execution of outgoing subawards in accordance with CG procedures and the Delegation of Authority/Signature Authorization for Agreements.
Host subaward kickoff meetings in coordination with project staff, orienting subrecipients to key compliance requirements and IntraHealth subaward management processes.
Maintain and apply knowledge of funder rules and regulations (including but not limited to the Uniform Guidance/2 CFR 200/45 CFR Part 75, USAID Mandatory Standard Provisions, FAR, AIDAR) and advise and provide training to implementation teams on best practices, compliance and risk management and mitigation strategies and tools.
Provide support, advice, mentoring, training and coaching to US and Country-based staff, including project-based CG Officers, in all areas of award management and CG policies and procedures.
Contribute to the development and improvement of CG business processes, systems, policies and procedures as needed. In concert with CG colleagues, facilitate the development and delivery of training on CG policies and funder compliance for headquarters program and country-based staff.
Cultivate, establish and maintain positive working relationships with internal and external clients globally.
Present, communicate, and provide oral and written guidance on CG topics globally.
Travel to country field offices and funder offices as necessary.
Other duties as assigned
Education/Experience Requirements
Master’s degree in Contracts Management, Finance, Business, Law, or relevant degree and 8+ years of experience working in contract/grant management or a Bachelor’s degree in relevant field of study and 12+ years of relevant experience.
Experience with U.S. government contracts and cooperative agreements and agencies (i.e. USAID, CDC), foundation, and private funders required
Demonstrated experience reviewing and administering awards, funder solicitations, and understanding compliance concepts.
Demonstrated understanding of U.S. federal compliance requirements, and evidence of experience in the design, development or enhancement of compliant policies, procedures, and training documents.
Demonstrated experience budgeting, performing financial analysis, reviewing costs for allowability, and preparing financial reports
Demonstrated experience with capacity building, working in teams/groups, presenting training material, and/or providing coaching and mentoring.
Strong oral and written communications skills.
Able to work effectively both independently and in teams (domestic and international).
Proven ability to work with all levels of office staff, internal and external clients, and with different personalities and organizations.
Strong analytical and computer skills, including proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and SharePoint, and experience with financial systems (familiarity with Serenic or Microsoft Dynamics preferred).
Working Conditions/Other Requirements/Physical Requirements
Minimum noise levels in an office environment
Ability and willingness to travel domestically/ internationally up to 25%
Position is based in an office, requiring sitting at a desk most of the day
Requires lifting of 0-10 lbs. occasionally or as needed
Competencies
Innovation-Develops new, better or significantly different ideas, methods, solutions or initiatives that result in improvement of IntraHealth’s performance and meeting objectives, results and global commitments.
Accountability – Holds self and others accountable for all work activities, research and personal actions and decisions; follows through on commitments and focuses on those activities that have the greatest impact on meeting measurable high-quality results for IntraHealth’s success. Exercises ethical practices, respectful words and behaviors, and equitable treatment of others in all activities.
Service Excellence – Knowledge of and ability to put into action customer service concepts, processes, and techniques to access internal and/or external client needs and expectations, and meet or exceed those needs and expectations through providing excellent service directly or indirectly.
Client Relationship Management – Knowledge and ability to determine and satisfy current client needs and maintain a partnering relationship during engagements; includes influencing, communicating, presenting, facilitating, Build and manage new relationships and collaborative alliances.
Strategic Thinking – Applies organizational knowledge to identify and maintain focus on key success factors for IntraHealth while recognizing, anticipating and resolving organizational challenges. Ability to develop organization- and industry-specific expertise and apply sound decision making processes to reach productive resolutions that translates strategy into actionable business plans.
Business Acumen – Knowledge, insight, and application of business concepts, tools, and processes that are required for making sound decisions in the context of IntraHealth’s business; ability to apply this knowledge appropriately to diverse situations; including supporting, identifying, assessing, and/or securing new business for the organization.
Effective Communication (Oral and Written) – Understands effective communication concepts, tools, and techniques; ability to effectively transmit, explain complex technical concepts in simple, clear language appropriate to the audience; and receive, and accurately interpret ideas, information, and needs through the application of appropriate professional communication behaviors
Summary of Benefits
IntraHealth International, Inc. is a great place to work and prides itself on its comprehensive benefits package. We offer competitive salaries and a dynamic inclusive work environment which supports health workers so they can improve the lives of people throughout the world.
IntraHealth International is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law, and requires affirmative action to ensure equality of opportunity in all aspects of employment. This is also to include inquiry about, disclosing, or discussing their compensation or the compensation of other applicants or employees.
