Classified Title: Grants and Contracts Manager Working Title: Role/Level/Range: ATP/04/PE Starting Salary Range: Employee group: Full Time Schedule: M - F, 8:30 am - 5:00 pm Exempt Status: Exempt Location: 27-MD:Jhpiego Department name: 60000070-Contracts Management CMD Personnel area: Academic and Business Centers
Grants and Contracts (G&C) Manager is responsible for the overall contractual management of program sub-awards and subcontracts. This includes managing and monitoring of expenses for the MCSP sub-awardees (including partner organizations) and ensuring that all contractual documents comply with USAID and Jhpiego’s rules and regulations. In addition, this position serves as a subject-matter-expert in the areas of standard provisions and policies and procedures governing non-governmental and governmental contracts, awards, grants, bi-laterals, MOU, sub-agreements, and leases. Also prepares all required documents related to Program Sponsors approvals related to sub-awards, waivers, and procurement. Maintains good relationships with Program Sponsors and sub-awardees on all contractual and procurement matters.
Grants and Contracts Manager will supervise junior-level G&C staff.
Review and ensure completeness of pre-award due diligence and related required documentation
Draft sub-award and sub-contract agreements, Technical Service Contracts, and modifications as required
Prepare and submit contractual documents for approval to Program Sponsors including prior approvals, procurement, and waivers
Modify sub-awards as required to reflect updates/changes in budgets, obligations, and Sponsor/JHU/Jhpiego regulations and reporting requirements.
Ensure proper close-out of awards, sub-awards and subcontracts
Coordinate and maintain documentation for award compliance such as environmental, Institutional Review Board, Open Data Policy, and other regulations
Analyze contract requirements, special provisions, terms and conditions to ensure compliance with appropriate laws, regulations, and Jhpiego/JHU policies and procedures
Interpret policy and regulations for contracts and awards that require specific certifications
Advise Jhpiego local offices on sub-award compliance, management, and monitoring
Liaise with sub-recipients on a regular basis regarding contractual, financial and operational issues
Provide exceptional, timely customer service in all dealings with internal and external customers
Cultivate professional relationship with USAID Agreement Officer and Representatives to ensure timely approvals
Will supervise junior-level G&C staff.
Negotiate terms and conditions with sub awardees/partners and ensure that terms and conditions are as clear as possible/promote understanding by awardees
Calculate obligations vs. expenditures for subs
Ensure that cumulative sub-awardee obligations are consistent with the written policy and does not constrain payment/cash flow for sub-awardees (except as warranted)
Develop templates and guidance to streamline sub-recipient and operational processes
Serve as a resource for interpretation of USAID regulations and assist in training staff on an ad-hoc basis in procurement policies, procedures, and location and use of templates
Advise management on ensuring adequate appropriate grants management staffing in local offices in the case of large amounts of sub-award activity
Advise on contractual and compliance issues regarding sub awardees
Monitor timeliness of receipt and payment of sub-awardee invoices. Follow-up with sub-awardees in the case of late submission of invoices or delays in JHU payment processing
Review invoices for reasonableness and ensure compliance with Jhpiego/JHU procedures related to invoice review and approval
Prepare standard reports related to monitoring of sub-awardee burn rates and identify those that exhibit significant variances from anticipated burn rates
Prepare, organize and maintain financial and sub-recipient records and files supporting award performance and compliance
Participate in discussions between Jhpiego and JHU Office of Research Administration on post-award management
Participate in internal country reviews (ICRs) of country offices
Core Competencies: will have working knowledge of JHU-specific systems, or will become competent within 6 months from date of hire.
COEUS – Familiarity and working knowledge of the JHU COEUS system
JAWS – Familiarity and working knowledge of JHURA JAWS system for new awards and modifications.
SWiFT - Familiarity and working knowledge of JHURA SWiFT system for new subawards and modifications.
Electronic Data Management - Familiarity and working knowledge of EDM system for routing and processing of all contractual documents.
SAP – Familiarity and basic knowledge of the SAP system, basic competencies in order to ensure that JHU has the correct information on all awards (ceiling, obligation, IONs. etc.).
Financial Management Report (FMR) – Familiarity and working knowledge in using the FMR.
Other Required Qualifications and Competencies
Bachelors in Finance, Economics, Business or a related field
Five years of related experience in sponsored research and/or financial positions.At least two of those years must include working in a lead or supervisory capacity with extensive supervisory responsibilities or high level, direct involvement in JHU grants and contracts leadership development training projects, serving as a recognized subject matter expert.
Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.
Extensive contractual and financial management experience, with at least ten years at a mid-management level, working with USAID, CDC, DOD and other international donor agencies
7 years financial or cost management experience preferred
3-4 years’ experience supervising and mentoring G&C teams preferred
Knowledge of cost accounting methods and practices applicable to management of private and federal monies
Experience development of policies, procedures and systems relative to finance and accounting practices
Demonstrates leadership and management style that works in cooperation with others who represent a wide range of interests and needs
Experience with international, non-profit organizations (larger than $10M), as well as a multi-office, multi-national environment
Experience with Project Management tools to manage large projects efficiently and effectively
Advanced knowledge of post-awardprocess
Strong understanding and interpretation of, CFRs (Code of Federal Regulations), and FARs (Federal Acquisition Regulations)
Strong understanding of international contracts and cooperative agreements including their relevant terms, conditions and the differences between them
Demonstrated ability to learn quickly, read analytically and write well and fluently
Demonstrated ability to work with professionals at all levels of the organization
Demonstrated high-level skills in planning, organizing and managing multiple tasks
Ability to work independently and exercise independent judgement
Ability to work in a fast-paced complex team environment with multiple projects/tasks, short deadlines, competing deadlines and intense pressure to perform
Strong problem solving skills and ability to thrive in environment of changing deadlines and priorities
Strong decision making skills and results-oriented approach
Strong interpersonal communication skills and a real team player
Excellent organizational, presentation and verbal and written communications skills
Demonstrated ability to maintain a high level of professionalism and confidentiality
Highly organized with attention to detail and ability to prioritize multiple responsibilities
Comfortable with a team approach to management and the ability to manage several major activities simultaneously
Excellent general management skills particularly in facilitation, team building and coordination
Demonstrated ability to effectively manage several major activities simultaneously
Proficiency in MS Office, financial software applications and reporting packages
Knowledge of database management, HTML and SharePoint
Knowledge of database functions and abilities, in particular invoice payments using SAP
Project Management Program Certification
Knowledge of Jhpiego and JHU contracting and procurement policy
Prior experience training staff
Experience with multi-office and multi-national international development organization preferred
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at email@example.com. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
Equal Opportunity Employer Note: Job Postings are updated daily and remain online until filled.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.