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Job Title:      Contracts Manager

Organization: WEI/Bantwana

Duty Station:
Kampala, Uganda

Reports to:  Finance Manager

 

About US:

Since 1951, World
Education, Inc. (WEI) has been working to improve the lives of the poor through
education and social and economic development programs. The Bantwana Initiative
of World Education, Inc. is a recognized leader in delivering integrated
comprehensive interventions to improve HIV outcomes and the quality of life for
orphans and vulnerable children (OVC) and families affected by HIV and poverty.
Rooted at the grassroots level, WEI/Bantwana builds the capacity of
communities, civil society and governments to coordinate and deliver integrated
comprehensive services for vulnerable children and families while strengthening
structures and service delivery across the HIV continuum of care.

 

About USAID ICYD Project:

The USAID Integrated
Child and Youth Development Activity (USAID ICYD Activity) aims to improve
learning outcomes, advance HIV epidemic control in Uganda, and ensure that
children and youth have the opportunity to lead resilient, healthy and
productive lives. The USAID ICYD Activity will deliver critical
HIV/GBV/violence prevention and response services to children and youth and
their families in communities, clinics, and schools. Within USAID’s Journey to
Self-Reliance Framework, USAID ICYD Activity will build the operational and
technical capacity of four Ugandan Primary Local Partner (PLP) organizations to
become direct recipients of USG funding within two years while strengthening
government capacity to deliver core services to children within an integrated
referral network and case management system. WEI/Bantwana is a leader in OVC
programming and organizational capacity development in high HIV prevalence
countries in southern and eastern Africa.

 

Job Summary:  The Contracts Manager, will provide full
contract cycle support to four PLPs under the USAID ICYD Activity. The cycle
includes planning, contracting, reporting and closeout. The Contracts Manager
will ensure that all financial and administrative aspects of contracts
management are efficiently completed, at a high standard of quality, and in
full compliance with WEI/Bantwana contracts management policies and USAID
requirements. The Contract Manager will report to the Finance Manager and
provide supportive supervision to the Contracts Officers.

 

Key Duties and Responsibilities:  

Manage full
procurement cycle of contracts through closeout

·       
Provide
leadership and oversee management of the contracts portfolio

·       
Oversee
PLP financial administration and reporting to include, but not limited to:
preparation and timely submission of sub-contractor reports, development and
adjustment of associated budgets, and coordination of budgeted funds

·       
Provide
contractual/regulatory guidance and ensure contracts compliance in accordance
to terms and conditions of the contract

·       
Oversee
overall contract administration, compliance and implementation procedures, and
ensure compliance with USAID and WEI procurement regulations

·       
Provide
oversight and lead the capacity building approach of partner staff to meet
compliance standards and other contractual obligations

·       
Supervise
contract officer and work closely with partner staff in supporting grants
management

·       
Review
partner cash requests and ensure timely disbursements to the partners

·       
Support
the budget development process and perform budget analysis duties as assigned
by the Finance Manager or his/her designee

·       
Provide
input into periodic work plans and carry out progress reviews of all key
outputs and financials (burn rates); monitor and report on partner performance
on meeting obligations of partner agreements including targets and reporting
deadlines

·       
Prepare
quarterly summarized performance reports by partners and consolidate them for
submission to management for any further action, with detailed proposals for
improvement

·       
Follow
up and close all CSO partner issues ensuring that all audit recommendations are
addressed

·       
Prepare
subcontract agreements and ensure contracts are awarded in compliance with
USAID and WEI/Bantwana policies

·       
Serve as
the liaison between the PLP organizations and WEI/Bantwana and process
contractual actions such as activity modifications, approval for procurement of
specialized equipment purchases, and closeouts

·       
Oversee,
maintain, and update new and existing contract documents such as consulting
agreements, subcontracts, purchase orders, and modifications

·       
Support
PLP audits during implementation and at close-out

·       
Support
partners in developing and submitting financial and narrative reports; and
ensure that partners manage and track expenses against approved budgets

·       
Propose
and take appropriate remedial action on PLPs that do not comply with the terms
and conditions of the grant agreement. This includes follow up on all
outstanding disallowed costs and actionable issues emanating from financial
reviews and field visits

·       
Manage
the release of funds to PLPs and ensure submission of accountabilities for the
advanced funds

·       
Use the
Salesforce platform to ensure grant information is captured accurately.

·       
Assist
in developing relevant training materials and resources

·       
Train
and provide technical support to partner organizations

·       
Monitor
partner funds disbursements expenditure against approved budgets and transfers
received

·       
Develop
and implement a contract(s) tracking system as well as a subcontractor tracking
system to ensure the timely and correct execution of all agreements and
subcontract awards

·       
M&E
staff to coordinate supportive supervision and implement integrated capacity building
approaches

Capacity Building

·       
In
coordination with Institutional Development Adviser, work with PLPs to
strengthen institutional capacity in finance and operations systems,
compliance, and/or grant award management.

·       
Build
the capacity of PLPs to ensure they comply with USAID Rules and Regulations.

·       
Participate
in organizational capacity assessments for PLPs covering the finance and
administrative components and support sub-partners to address identified gaps.

Finance

·       
Maintain
and regularly update contract tracker summaries of partner financial positions
and performance against their approved budgets

·       
Consolidate
and process PLPs cash reports and financial reports for posting into Quickbooks

·       
Monitor
financial management of grant funds to ensure consistency with agreed technical
plan and actual implementation, and monitor the projected expenditures against
their actual incurrence

 

Qualifications, Skills and Experience:

·       
The
ideal candidate must hold a Bachelor’s degree, Master’s degree in Management,
Finance and/or related field preferred

·       
Extensive
progressive experience in project, grants and contracts management; USAID
contract management, proposal cost and budget development preferred

·       
Minimum
5-7 years with USAID grants and/or contracts management experience supporting
at least 5M grants/contracts annually

·       
Experience
working on large US Government funded projects and following USAID Rules and
Regulations

·       
Familiarity
with Federal Acquisition Regulations (FAR), the USAID Federal Acquisition
Regulations supplement (AIDAR), 2 CFR 200, USAID ADS series, DoS Standardized
Regulations

·       
Comprehensive
knowledge of U.S. Government service-type cost reimbursable, T&M, and fixed
price Acquisition and Assistance management

·       
Proficient
in the use of financial management software to include spreadsheets and/or
databases, required

·       
Strong
organizational skills to ensure documentation is filed professionally and
accurately for internal and external audit

·       
Self-starter
with excellent interpersonal and communication skills who takes initiative and
leadership

·       
Experience
with capacity development of local partners preferred 

 

How to Apply:

All applicants
should submit a cover letter, updated CV, and three references to: BantwanaICYD@ug.worlded.org
with the position title you are applying for in the subject line.

 

NB:
Applications will be reviewed on a rolling basis until positions are filled.
Only shortlisted candidates will be contacted.

 

Deadline: 2^nd October 2020 by 2:00pm

 

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