PHIA Project – Sub-Awards Manager – Kampala – International Center for AIDS Care and Treatment Programs

ICAP at Columbia University is an international non-profit organization that aims to ensure the wellness of families and communities by strengthening health systems around the world. In partnership with the United States Centers for Disease Control and Prevention (CDC), ICAP will conduct Population-based HIV Impact Assessments (PHIA) in specific PEPFAR-supported countries. Each PHIA will define the status of the national HIV epidemic, guide allocation of resources based on evidence, and integrate capacity building of country stakeholders in the design, conduct, analysis, and use of PHIAs.
ICAP, in partnership with the Ministry of Health (MoH) and the Centers for Disease Control and Prevention (CDC), is planning to conduct a PHIA to estimate the population-level impact of the national HIV prevention, care and treatment programs in Uganda. In addition to providing important programmatic information to the MoH and relevant stakeholders, this assessment of the national HIV program is of great value to HIV researchers and public health experts around the world.

The Sub-Awards Manager is responsible for in-country management of survey and laboratory subawardees, S/he will work to ensure timely execution, management, and reporting of subaward packages in accordance with ICAP financial and administrative policies/standards, as well as US Government and Columbia University rules and regulations.
This position is grant funded.
Location: Kampala, Uganda

Major Accountabilities:
• Responsible for full-cycle management of subagreements from execution to close-out.
• Ensures consistent application of ICAP financial and administrative policies/standards, as well as US Government and Columbia University rules and regulations.
• Ensures that subrecipients keep books of account and bank reconciliations updated and accurate; transactions are recorded in accordance with GAAP and supporting documents are retained.
• Performs ongoing monitoring of subrecipient spending patterns and compliance with the U.S. Government’s regulations, Uniform Guidance 2 CFR 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
• Assists subrecipients with Columbia University required quarterly reporting, monitor timelines for reporting and acts as liaison between the subrecipient, ICAP field office and the NY Subawards Team.
• Receives reviews and monitors subrecipients monthly / quarter financial reports and advance requests; conducts a thorough review of all financial documents for accuracy, cost allowability and allocability before requesting the signature of the ICAP authorized official.
• Works closely and communicates with the Uganda PHIA Technical team and NY Subawards team to assure they are apprised of key financial and administrative matters impacting the implementation of a subrecipient’s scope of work.
• Communicates budget allocations and other financial concerns to subrecipient; collaborates with finance staff and the Technical team to finalize subaward packages for inclusion in new and continuing grant applications.
• Conducts financial site visits and produces a report of findings and recommendations to improve the financial and administrative management systems of subrecipients.
• Manages a site visit calendar to assure financial monitoring and technical monitoring of subs in coordination with the subaward Technical Advisors; forwards for the New York Subawards Manager’s file all financial site visit reports, technical site visit reports produced by Technical Advisors and technical performance reports and other reports submitted by subrecipients.
• Designs and maintains tracking tools to record key data, actions, events in the life of each subaward (i.e. reports received/pending, cash advance request and disbursed, amount expended per reporting period, date subagreement or amendment executed and amount obligated).
• Provides training and technical support to sub awardees to improve their administrative and financial system and procedures, including the use of ICAP management tools, but also including more general improvements in managements of funds.
• Maintain electronic and physical records of all documentation and communication pertaining to each subaward.
• Reviews travel authorizations and major procurement requests from subrecipients and facilitate process for securing approval/concurrence.
• Serves as primary point of contact with the subrecipient on all financial and administrative matters.
• Performs other duties as assigned by the Director of Finance and Administration or Country Director.

Travel Requirements
• Periodic domestic travel to manage sub awards (requiring overnight stay of up to two days).

Education:
• Bachelor Degree in Finance or Accounting required.

Experience, Skills & Minimum Required Qualifications:
• Minimum four (4) years of relevant experience with project management and sub-award management.
• Excellent verbal and written communication skills.
• Computer literacy in Microsoft Word & Excel, and accounting packages.

Experience, Skills & Preferred Qualifications:
• Demonstrated experience managing sponsored projects; USAID/CDC funded projects preferred.
• Strong writing and verbal communication skills.

HOW TO APPLY:
Suitably qualified and experienced candidates should send their applications, including a detailed Curriculum Vitae (CV) and cover letter to:
icap-jobs-uganda@columbia.edu
Please indicate position being applied for in the subject line and do not attach certificates
The closing date for receiving applications is 15 November 2015. Only shortlisted candidates will be contacted.
NOTE: These are local hire positions and the successful candidates will be employees of ICAP in Uganda and subject to the local terms and conditions of employment which includes a competitive salary and benefits package.