Subaward Officer

Огляд

IFES is a non-profit, non-partisan international organization. As the global leader in democracy promotion, IFES advances good governance and democratic rights by providing technical assistance to election officials; empowering the underrepresented to participate in the political process; and applying field-based research to improve the electoral cycle. Since 1987, IFES has worked in over 145 countries, from developing democracies to mature democracies. IFES Ukraine is seeking qualified applicants for the position of Subaward Officer The Senior Grants Officer will be responsible for implementing and monitoring the entire grant administration cycle process, from pre-planning to solicitation/application to grant award and closeout, under the supervision of the IFES Ukraine Head of Operations.

Обов'язки

• management of the lifecycle of sub-awards, from pre-award through closeout, ensuring compliance with both organizational policies and donor regulations
• oversight of the negotiation, execution, and monitoring of sub-awards and subcontracts
• conducting risk assessments for potential sub-recipients and ensuring appropriate risk management strategies are in place
• ensuring compliance of all sub-awards with donor regulations, local laws, and organizational policies and procedures
• monitoring sub-recipient performance and financial reporting to ensure adherence to the terms and conditions of the sub-award
• performing audits and reviews of sub-recipients’ financial and programmatic performance, as needed
• reviewing and approving subaward budgets, expenditures, and financial reports
• ensuring accurate and timely financial reconciliation and resolution of discrepancies
• tracking and reporting on subaward expenditures to ensure alignment with project goals and funding requirements
• managing the procurement process for subawards, from launching calls to reviewing budget proposals and ensuring documentation is complete
• drafting subaward agreements, modifications, memos, and donor correspondence
• maintaining comprehensive and organized records of all subawards, including agreements and amendments
• ensuring readiness of documentation for audits and internal reviews
• providing guidance and support to sub-recipients regarding compliance and reporting requirements
• offering training and resources to sub-recipients to improve their understanding of compliance and reporting expectations
• serving as the primary point of contact for sub-recipients, addressing requests and resolving issues related to sub-awards
• contributing to the development and updating of subaward guidelines and procedures
• implementing best practices and process improvements to enhance efficiency and effectiveness in subaward management
• preparing and submitting regular reports on subaward performance, compliance, and financial status to senior management and HQ
• identifying and addressing concerns related to sub-awards in a timely manner
• developing and implementing corrective actions to resolve compliance or performance issues
• staying current with changes in regulations, policies, and best practices related to sub-awards
• conducting grants management seminars for grantees, explaining policies and procedures related to expending grant funds and preparing reports
• strengthening grantees' administrative and operational capacity
• other position-related duties as assigned

Вимоги

• bachelor’s degree in a relevant field (business administration, marketing, economics, etc.)
• minimum of 4 years of relevant work experience with a bachelor’s degree, or 3 years of relevant work experience with a master’s degree
• demonstrated professional experience in grant management or procurement in Ukraine
• experience in implementing donor-funded technical assistance projects (preferred)
• training or facilitation skills (advantageous)
• proficiency in MS Office suite
• strong analytical skills and ability to manage multiple initiatives within prescribed timelines
• ability to work independently and complete tasks with limited supervision
• strong communication, presentation, and briefing skills
• excellent attention to detail
• ability to show initiative, good judgment, and resourcefulness
• proven ability to promote and inspire effective collaboration between individuals, organizations, and networks
• commitment to ethical conduct and integrity
• willingness to adhere to principles of confidentiality

Умови

• Kyiv-based position
• travel may be required