Grants and Procurement Manager

Scope of Work (SoW)

USAID BIODIVERSITY (Jal Jangal)

Grants and Procurement Manager

USAID Biodiversity (Jal Jangal) will conserve nature, enhance human well-being, and safeguard Nepal’s biodiversity to improve the health of ecosystems, fight environmental crime, and improve the ability of communities to prepare for and adapt to impacts caused by climate change and natural disasters. The activity will achieve measurable conservation targets within the biodiversity-rich, terrestrial, and freshwater ecosystems in and around the Chitwan-Annapurna Landscape, Kailash Sacred Landscape, Terai Arc Landscape, and the proposed Karnali Conservation Landscape while increasing resilience to climate change and contributing to the inclusive and sustainable development of the Nepali people. To accomplish this, USAID Biodiversity (Jal Jangal) will implement activities aligned with three mutually interrelated and reinforcing objectives: improve the health of ecosystems (Objective 1), strengthen environmental crime control and natural resource safeguards (Objective 2), and enhance the climate resilience of natural and human ecosystems (Objective 3).

1.     Objectives of the assignment 

The Grants and Procurement Manager is responsible for supervising the Grants and Procurement team, which includes Kathmandu and regional-based staff. The Grants and Procurement Manager also maintains a roster of grants and subcontracts in the overall portfolio of USAID Biodiversity (Jal Jangal)’s activities.  In collaboration with the Chief of Party (COP), Deputy Chief of Party (DCOP), Director of Operations (DOO), and other members of the technical team, the Grants and Procurement Manager will ensure the effective design, implementation, and close-out of grants and subcontracts, managing activities through the entire grant and subcontract life cycle. Duties may include but are not limited to supervising grants staff, issuing grants and proposal solicitations, reviewing, awarding, implementing, compliance, payments, strengthening grantee capacity, and managing the subcontracts to perform as per the agreed scope of work.

2.     Tasks & Responsibilities

Grants Management

• Work closely with the technical team in the activity design process including, but not limited to, supporting the development of solicitations, facilitating the process of evaluation of grant applications to ensure adherence to grants management policies, and advising on appropriate grant mechanisms. Work with partners to develop grant budget estimates and review for allowability, allocability, reasonableness, and consistency, as well as compliance with USAID and DAI regulations and policies.
• With guidance from the Director of Operations, develops and implements the use of the USAID Biodiversity Grants Under Contracts Manual.
• Lead the administrative and financial capacity of grant applicants.
• Ensure proper negotiation of the terms and conditions for grants.
• Draft approval requests for USAID.
• Generate and review all aspects of grant agreements with grantees, including scheduling and facilitating meetings to define roles, responsibilities, and timelines for grantees.
• Provide guidance on policies and procedures for USAID Biodiversity (Jal Jangal) staff as well as grantees to ensure adherence to grant management policies.
• Serve as the USAID Biodiversity (Jal Jangal) focal point for grantees and sub-contractors. Share information with grantees and sub-contractors ensuring cohesion and supporting collaborative engagement. Attending meetings and events hosted by partners. Provide updates to and collaborate with USAID Biodiversity (Jal Jangal) staff on grant monitoring.
• Monitor and track procurement activities for in-kind grants and delivery status of goods/services.
• Monitor submission of and review grant deliverables. Coordinate with other members of the team for approval.
• Ensure complete backup documentation for cash payments to grantees and sub-contractors is submitted to the activity’s Finance Team.
• Work with grantees and other USAID Biodiversity (Jal Jangal) staff to ensure that activities are implemented in accordance with activity design.
• With the grantee and USAID Biodiversity (Jal Jangal) team, solve issues that arise during grant implementation.
• Ensure that all grant activities are properly documented from the start of implementation to grant close-down using DAI operations and grant management systems (TAMIS) etc.
• Perform regular spot audits of grant files to ensure completeness, accuracy, and compliance.

Subcontracts Management

• Ensure compliance with all regulations, policies, and procedures embodied in the Field Operations manual.
• Coordinate the drafting of the Scope of Work and Request for Proposal.
• Provide orientation sessions to potential subcontractors on RFP, if necessary.
• Coordinate the process of opening and evaluation of proposals.
• Document the entire process of selection of subcontractors.

Compliance

• Provides training, guidance, and direction to activity staff on planning, implementation, and compliance of grants policies, procedures, and instructions, specifically their role in the process.
• Reviews grants for completeness and appropriateness with the work plan.
• Reviews grant milestones and requests for payments against grant agreements to ensure compliance.
• Trains on and enforces policies and procedures to prevent improprieties, intentional and unintentional.
• Leads the audit of grant files no less than annually.
• Require adherence to DAI's high ethical standards and ensure high compliance, contributing to a positive work environment.

General Responsibilities

• Reports to the Director of Operations and work closely with the technical team on grants and sub- contracts information, progress, data, etc. for USAID reporting.
• Travels frequently to landscape offices to oversee grant and subcontract activities and compliance. Provide feedback to activity staff to improve management.
• Assists and collaborate in external or internal audits as necessary.
• Directly supervise the grants and subcontracts team. 
• Other duties as assigned by the supervisor.

3.     Qualifications  

• Bachelor’s degree required, degree in business or related field preferred.
• A minimum of 10 years/master’s degree or 13 years/ bachelor’s degree of relevant experience required, including at least 6 years of work experience in grants and subcontract management, (Subtract one year of relevant experience—9 years with MA or 12 years with BA—for persons of excluded groups.
• Demonstrated understanding and experience working with grantees and subcontractors and grants and subcontractor procedures.
• 5 years supervisory experience
• Familiarity with USAID rules and regulations required.
• Previous experience with DAI policies, procedures, and systems (TAMIS) a bonus.
• Ability to professionally communicate across all levels of an organization and the external
• Skilled in strategic thinking and planning
• Strong communication skills - both written and oral – in English and Nepali 

Application link

https://fs23.formsite.com/OLJTgx/cn8zzwvpdl/index

Application instructions:

Please select the position for which you are interested in applying for, fill out the required information and upload your CV. Only shortlisted applicants will receive notifications on the next steps.

Interested candidates should submit their application no later than February 16, 2024. 

Women and persons from excluded groups are encouraged to apply.

Consistent with DAI’s commitment to attracting and retaining staff from all races, ethnicities, castes and backgrounds, DAI may adjust eligibility requirements to allow for applicants from excluded groups.  In these cases, the Scope of Work and vacancy announcement will clearly indicate the minimum requirements according to the Country Compensation Plan as well as the revised minimum requirements for applicants representing an excluded group. DAI promotes workforce diversity and in Nepal, DAI considers excluded groups to be women, Dalits, indigenous ethnic minority groups, Madhesi, Muslim, persons with disabilities, people living in remote areas, and sexual and gender minorities.