Senior Subcontract Manager

The USAID Harvest Activity enables supported male and female grain and oilseed farmers, including marginalized and underserved groups, to return production and income for target commodities to at least pre-war levels while improving production efficiency and profitability and position farmers to market their crops more successfully and profitably in the wartime context.  

Position Description: 

To contribute to achieving Harvest’s overall goals, the Senior Subcontracts Manager ensures rapid and effective implementation of subcontracts and procurement of goods and services through the SIF in full compliance with Chemonics policies and procedures and adherence to USAID rules, regulations, and standards.    

Responsibilities:  

• Ensure that subcontractors comply with all regulatory requirements (e.g., ADS, CFR, and OMB) and requirements outlined in the Harvest’s subcontracting manual in a satisfactory and professional manner. 

• In cooperation with Harvest staff, will coordinate the Strategic Investment Fund-related financial, accounting, procurement, ad administrative and procedures for control of funds and expenditures, including appropriate financial reporting and authorizations for subcontractors. 

• Prepare subcontract solicitations (RFA, APS, RFPs, etc.), analyze and review subcontract applications and subcontract agreement documents.  

• Work closely with high-risk subcontractors during the budgeting and negotiating process to make sure the budget is reasonable and sufficient for the activity to be funded. 

• Chair and serve as a non-voting member of the selection committee meetings. S/he also reviews applications, evaluates the cost application for cost realism and cost effectiveness, finalizes subcontract documents, manages and monitors the subcontracts approvals. 

• Draft selection memos and sole-source justification and negotiation memos. 

• Ensure that suppliers and subcontractors are fully compliant with contract terms and conditions in terms of reports and/or invoices, as well as with USAID regulations and Chemonics’ policies and procedures.

• Check deliveries and invoices against purchase order for type, quantity, and condition.  

• Prepare purchase requests and orders, supplier agreements, and contracts for procurements. 

• Drafting memos regarding service providers’ and vendors’ performance.

• Ensure proper negotiation of the terms and conditions of subcontracts and review and analyze budget estimates for allocability, allowability, reasonableness, and consistency. 

• Perform pre-award determinations bidder management and technical capacities to responsibly administer subcontracts and advise on how to enhance recipient capabilities as necessary and appropriate. 

• In collaboration with the Harvest’s Operational Risk and Oversight Advisor and SIF Director, and the Finance and Administration Director, review how the subcontractors manage procurement, source, origin, inventory, care, maintenance, and disposition of subcontract purchased equipment, and assist in improving their processes as necessary. 

• Liaise with other Harvest staff and supervise subcontractors so they are provided with suitable advice and assistance on management, including finance and administration, as well as on all relevant technical components.  

• Ensure completion of required trainings as a condition to the subcontract agreement for higher risk subcontractors. 

• Ensure that all files are maintained in conformance with the Chemonics filing system and are up to date and audit-ready at all times. 

• Assist with conferences, workshops, trainings, and other capacity building exercises relating to subcontract awards and conducting procurement independently. 

• Work closely with the Collaboration, Learning and Adapting (CLA) and Monitoring Evaluation and Learning (MEL) teams to devise appropriate methods for evaluating the results Harvest delivers in relation to SIF subcontracts. 

• Ensure protocols are in place to promote environmental compliance monitoring throughout implementation of SIF activities.

• Use Microsoft Teams as needed to carry out tasks and collaborate with other activity staff. 

• Participate as directed in collection and analysis of MEL data.  

• Prepare sections of reports, plans, success stories and similar documents as requested.  

• Participate in regular activity Collaboration, Learning and Adapting CLA discussions.  

• Comply with Chemonics’ standards of business conduct.  

• Perform other appropriate tasks as requested.

Qualifications   

• Higher education in a relevant field at least to the bachelor’s degree or equivalent experience.

• Minimum five years of experience in design, administration, and management of USAID subcontracts required. 

• Knowledge of the USAID contract and procurement lifecycles, applicable rules and regulations required; knowledge of Chemonics policies and procedures related to subcontract management.

• Strong leadership capabilities including organizational and problem-solving skills; supervisory experience. 

• Ability to work quickly and creatively without sacrificing compliance or quality to operationalize SIF activities.

• Demonstrated excellent ability to effectively interact with local professionals, international donor organizations, civil society and private sector, host country government counterparts, and other implementing partners. 

• Native speaker of Ukrainian.   

• English sufficient for professional purposes and to understand written communications related to the work of the Activity such as emails.  

• Experienced user of MS Office 365 applications.  

• Demonstrated success working in a multinational, multilingual team under pressure and tight deadlines. 

Supervision and Reporting  

The Senior Subcontract Manager reports to and is supervised directly by the Strategic Investment Fund Director.

Location  

This position is based in Kyiv, Ukraine.  

Level of Effort   

This assignment is full time and long-term employment. The assignment will begin upon receiving USAID approval.  

If you are interested in this position, please send your CV and Cover letter to  Відправити резюме

Please submit your resume in English as they will be reviewed by international colleagues.