Associate Subaward Manager
Job Type Full Time
Experience 3 years
Job Field Administration / Secretarial
Based in Nairobi, Kenya
Up to 25% international travel
Reports to the Senior Program Manager
This position is an opportunity to be part of a new team of Acceleration Market Group Countries at PSI. PSI is building a team who can support creative, new ways of shaping health markets and shifting policy and funding.
We are seeking an Associate Subaward Manager to help us manage our contractual relationships with key partners, particularly in Kenya and Nigeria. You will lead the subaward management process from development of the agreement to initiating and tracking subaward advances/payments to building the capacity of subaward managers in our country offices. You will work closely with your colleagues in the DC and country offices and the Grants and Contracts Department to ensure subaward management is in line with overall program management, donor requirements, and PSI policies.
Sound like you? Read on.
This position is based in Kenya, with up to 25% international travel, primarily to Nigeria. You will be responsible for subaward management, with capacity building, donor and financial compliance being the major objectives.
Develop and negotiate subagreements including cost-reimbursable subagreements, Fixed Amount Agreements, Master Subagreements, Pre-award Letters of Authorization as well as amendments to these subagreements;
Implement subaward management tools, templates, methods; and processes developed by PSI’s Grants and Contracts Department;
Ensure that subagreements are reviewed and approved by PSI’s Grants and Contracts Department in accordance with PSI policy;
Ensure Patriot Act and Transparency Act reporting and compliance;
Collect and file essential subaward documentation: pre-award assessments, reports, check-lists, site visits, important email communications;
Coordinate closely with the Grants and Contracts Department to evaluate country office risk and design relevant monitoring and capacity building plans related to development of both internal country office staff and subrecipient capacity;
Conduct site visits to subawardees on a regular basis to review financial documents (or collaborate with in-country sub-award teams were relevant to achieve the same).
Develop a dashboard to track sub-awardee performance across all compliance areas
Support the Senior Program Manager in drafting sub-award management letters
Follow up on all subaward compliance audit issues and document resolutions.
Initiate and track payments to subrecipients;
Work with PSI’s Accounting team to reconcile actual expenditures against advance payments;
Track spending and review subrecipient burn rates against subagreement terms and prime agreement contractual obligations;
Ensure country offices correctly and consistently review financial reports and that there is a documented correlation between subrecipient financial expenditures and subrecipient programmatic reporting;
Liaise with Financial Analysts to ensure subrecipient expenditures are able to be incorporated into prime award financial reports;
Liaise with Associate Program Managers to ensure that subaward budgets and payments align with donor budgets and program deliverables; Qualifications
What are we looking for?
At least 3 years of experience working in grant management, subaward management, or a related field.
Strong financial management, data analysis, and excel skills
Demonstrated knowledge of USG rules and regulations
You are extremely organized and detail oriented.
Effective verbal and written communicator
References will be required.
Must be able to legally work in Kenya
What would get us excited?
A love for compliance but the flexibility to meet program needs. You like to play by the rules but you understand the importance of being flexible to meet our ultimate goal of health impact.
Capacity Builder: You have experience building capacity and conducting trainings, particularly in the area of grant or subaward management but let us know if you have experience in other areas.
Team Player: You know how to connect several diverse groups of people in order to get things done.
PSI is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of actual or perceived race, religion, color, sex, age, national origin, disability, sexual orientation, marital status, personal appearance, matriculation, political affiliation, family status or responsibilities, gender identity or expression, pregnancy, childbirth, related medical conditions or breastfeeding, genetic information, amnesty, veteran, special disabled veteran or uniform service member status or employment status.
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About Population Services International
We have been measurably improving the health of Kenyans since 1989. Our approach harnesses the vitality of the private sector to improve health outcomes for "Sara” - our archetype that focuses our interventions. We address the most serious health challenges affecting resource-poor and vulnerable communities in Kenya, including HIV/AIDS, reproductive health and family planning, and the greatest threats to children under five including malaria, diarrhea, pneumonia and malnutrition.