Subcontracts Manager | Pretoria, South Africa | 2023

Chemonics seeks a Subcontracts Manager for the USAID Empower Southern Africa (ESA) project. ESA is a 5-year regional program that covers South Africa, Lesotho, Eswatini, Botswana, Namibia, Angola, Zimbabwe, Zambia, Malawi, Mozambique, Madagascar, Comoros and Sao Tome and Principe. The primary purpose of ESA is to increase the availability of, access to, and use of affordable, reliable, sustainable and clean energy in Southern Africa in order to reach measurable development outcomes. Measurable development outcomes include economic growth, reducing poverty, improving livelihoods, and increasing inclusive access to electricity-enabled services in such areas as health, education, sanitation and food security. This position will be based in Pretoria, South Africa. We are looking for individuals who have a passion for making a difference in the lives of people and communities around the world.

Responsibilities include:

• Adapt and refine subcontracts procedures and manuals according to Chemonics and USAID rules and regulations. Specific procedures include solicitation, selection, award, implementation, monitoring, evaluation, and close-out of local subcontracts and public-private alliances
• Ensure contract-specified subcontracts related regulatory requirements (e.g., FAR, AIDAR, CFR and OMB) are met in a satisfactory and professional manner
• Draft and execute subs modification and negotiation memos, and conduct budget analysis and forecast
• Work with the Home Office procurement team on any mutual tasks related to the subcontractors
• Assist in the creation and oversight of policies, practices, and procedures relating to all aspects of local sub-contracts
• In coordination with the Director of Grants and Subcontracts, establish financial, accounting, and administrative procedures for control of funds and expenditures, including appropriate reporting and authorities
• Perform pre-award assessments to determine applicant management and technical capacity to administer subcontract awards, when necessary
• Analyze, assess, and assist with budgetary and financial aspects of ESA’s subcontractors and future proposals, as well as track and manage the subcontractor’s Level of Effort (LOE), period of performance (POP), and budget spending
• Manage the invoicing and payment cycle for the project’s local subcontracts, and perform detailed reviews and audits of all invoice documentation and ensure that expenses are incurred according to the terms of signed subcontracts, corporate financial policies, and Chemonics/USAID government procurement regulations
• Ensure effective communication between project staff and subcontract awardees such that suitable technical advice and assistance in the fields of management, including financial management and sustainability are provided
• Monitor compliance of the award of subcontracts and prepare reports to senior-level technical staff as requested
• Liaise with home office staff for compliance support as needed to ensure successful set-up, implementation, and close-out of subcontract activities
• Ensure the highest levels of honesty, integrity, openness and transparency in administering subcontract award processes and procedures
• Maintain subcontract documentation such that files are current, complete and audit-ready at all times
• Act as a point of contact for all local subcontractors, and report any concerns or issues, whether verified or not, to senior management
• Perform other duties as assigned by the Director of Grants and Subcontracts

Qualifications

• Bachelor’s degree in public administration, international relations, management, business, finance, or relevant field is required. Master’s degree preferred
• At least five years of progressively responsible procurement, subcontracts, and management experience in terms of the job tasks and responsibilities outlined above required
• Detailed knowledge of subcontract budgeting for USAID or Donor projects, including USG regulations for compliance and oversight
• Minimum three years’ experience with a USAID-funded project is strongly preferred
• Strong analytical skills and attention to detail required
• Demonstrated ability to establish and develop working relationships and a high level of trust with public/private organizations
• Experience supervising staff and overseeing subcontracting activities for USAID funded contracts
• Demonstrated versatility, leadership, and integrity
• Excellent verbal and written communication skills in English