skip to Main Content
2 months ago

Contracts, Grants, and Compliance Manager

  • Location: US based
  • Employment Type: Full time
  • Salary: $65,900 USD to $85,000 USD

Reports to:  Chief Operating Officer

Location:     United States, remote – (we will consider candidates in the following states; in order of preference): Massachusetts, New Hampshire, Washington D.C., Maryland, Virginia, Tennessee

Start Date:   November – December 2022

Who we are:

D-tree International is a global digital health organization dedicated to ensuring that everyone has access to high-quality primary healthcare in underserved areas. We do this by working with governments to design, build and deploy digital tools for frontline health workers that improve their ability to deliver high-quality, evidence-based care. D-tree engages with governments to develop a shared vision for the potential of digital health, demonstrates the effectiveness of digital systems to improve health outcomes, and accompanies governments to scale these digital systems nationally and institutionalize them within their broader health systems.

D-tree has grown considerably in the past 3 years with funding from bilateral donors such as USAID, multilateral organizations such as UNICEF, and private foundations such as Gates Foundation, Foundation Botnar, and Conrad Hilton Foundation. We have an excellent track record and strong reputation as one of the original pioneers in digital health, with active programs in Zanzibar, Tanzania, Malawi, and Zambia. Our work involves extensive collaboration with governments, donors, local and international health implementers to improve the lives of the people we serve. Evaluations of D-tree’s programs have demonstrated significant health system impacts from D-tree’s digital programs–including reductions in maternal mortality, increase in facility delivery rates and follow up, and improved health worker performance.

Who you are

We are seeking a full time Contracts, Grants and Compliance Manager, ideally based in the Boston area, to support grants management, standardization of administration and compliance across a diverse set of funders. This is a dynamic and challenging role requiring an individual with exceptional attention to detail, initiative and passion for international development.

You are a professional, motivated, and a self-directed team player. You are someone who is just as comfortable traveling to D-tree country offices in East Africa to conduct trainings as you are interfacing with a variety of donor representatives and representing D-tree confidently. You function well in situations with ambiguity and are able to make decisions with partial information and push to deliver high quality work within deadlines.

What you will do

You are an integral member of the D-tree global operations team, supporting D-tree’s teams globally in the implementation of our contracts and grants from a variety of funders.  You oversee the compliance of multiple post-award grants and contracts and support our field teams to follow D-tree policies and procedures and develop tracking systems to maintain a diverse portfolio of funders and their terms and conditions. You will take a leading role on developing and expanding the standardization of D-tree processes and capacity building tools to support our growth.

Key Responsibilities include:

Grant / Contract Administration (post-award): 50%

  • Review, negotiate, and execute contracts and grant agreements and modifications to ensure D-tree can adhere to donor regulations as well as confirm D-tree programmatic and financial interests are considered and represented in such agreements
  • Provide guidance to staff regarding awarded terms and conditions and donor regulations (i.e. – create summary of terms and flag relevant topics / deadlines for various departments; lead coordination of kick-off calls to hand over program from proposal team to program team)
  • Draft agreements with vendors, clients, contractors and sub-awardees ensuring relevant flow down clauses are included
  • Identify and keep track applicable regulations and provisions of each grant and contract (prime and sub) and ensure D-tree has appropriate policies and trainings in place to meet spirit of compliance terms
  • Act as lead contact with donors, partners, contractors, subawardees, and consultants regarding their contractual relationship with D-tree; Maintain close collaboration between finance, field offices and programmatic teams to ensure compliance coordination
  • Support creation and maintenance of compliance risk register
  • Support country office teams with contract review and guide staff on how to review official documents (leases, contracts, etc.)

Organizational Compliance & Administration   40%

  • Act as subject matter expert on D-tree’s procurement policy and provide guidance, training, spot check reviews and other support to D-tree’s procurement processes
  • Develop and maintain compliance plans to ensure D-tree has applicable elements in place such as training, awareness raising, and procedures to support compliance with D-tree policies and donor requirements
  • Develop guidelines, procedures, standards, work processes, manuals, and methodologies for a successful and comprehensive grant management systems and to support D-tree’s growth
  • Stay abreast of legal, regulatory, policy, and industry trends and emerging issues related to D-tree’s work
  • Lead new policy creation as needed to stay current and relevant in our funding ecosystem (including but not limited to child protection, procurement, anti-terrorism, etc.)
  • Other duties as necessary

Pre- Award / Proposal Support 10%

  • Review proposal guidelines to ensure D-tree’s ability to comply with financial and other compliance requirements. Flag potential areas of risk as necessary to inform decision making (go / no go)
  • Assist review of proposals, draft and / or review budgets and budget notes and final scopes of work to ensure costs proposed are allowable and that any required approvals are requested within the submission
  • Lead teaming agreement development, review, and negotiation
  • Advise on financial strategies to support cost recovery and where appropriate generate net income

Examples of work tasks you will contribute to in the next 6 months:

  • Orient leadership in D-tree country offices on their role in D-tree’s various compliance plans in the coming fiscal year
  • Provide annual and as needed content trainings to all D-tree staff on key D-tree policies
  • Facilitate legal review of D-tree’s contracting templates (purchase order terms and conditions, teaming agreement, vendor contracts, etc.)
  • Review new D-tree awards and contracts and provide an overview presentation to relevant D-tree staff on important terms and compliance requirements
  • Facilitate D-tree’s selection and adoption of an ethics violation reporting and case management platform
  • Support the development of a compliance plan and associated tools for D-tree’s Prevention of Sexual Exploitation and Abuse (PSEA) policy

What we are looking for

We are looking for a motivated, passionate individual who is willing to wear multiple hats and do what it takes to help our organization be successful. The following attributes are a general overview, but we will consider individuals who do not meet all of the details below if you have the right skillset and attitude.

Basic requirements:

  • Bachelor’s degree required; Master’s degree preferred (business management, public administration or related field)
  • At least five to eight years of experience in non-profit finance, grants/contracts operations, administrative management with significant level of responsibility
  • Ability to negotiate and manage USAID and non-USG awards and subawards and correspond with donor and prime contracts representatives
  • Advanced skills in managing contracts and subawards issued by D-tree to other organizations, including fixed price and cost reimbursable mechanisms
  • Ability to develop and deliver training and information sessions both internally within D-tree and externally to partner organizations
  • Advanced knowledge of donor rules and regulations under both assistance and acquisition mechanisms
  • Ability to exercise critical thinking and strategically advise D-tree on creative solutions to barriers imposed by donor rules and regulations
  • Excellent attention to detail (ability to pay attention to small details and focus on quality and consistency while also understanding the big picture)
  • Excellent organizational skills and persistent follow through on tasks (both your own and tasks pending from colleagues)
  • Must be able to work independently, multi-task, collaborate with a distributed team, be persistent and work under tight deadlines with minimal supervision
  • Qualified to work in the USA and willingness to work from MA or NH (preferred states, see full list in header)
  • Desire and ability to travel internationally up to 15% of the time
  • Comfortable working remotely and in a small office environment

Desired characteristics:

  • Accountability & Reliability – Takes ownership and responsibility for decisions, actions, and results; delivers on commitments.
  • Initiative – Must display a sense of urgency to effectively and efficiently complete a varying workload in a timely manner. Can initiate actions independently, handles unexpected situations, and volunteers to assist others.
  • Adaptability – Ability to adapt to change and respond to challenges positively. Able to manage a variety of different tasks as needed for the position. Can develop and / or learn new processes/systems quickly, and embraces the challenge of unfamiliar tasks.
  • Problem Solving – Ability to proactively identify issues and take action by analyzing all the information skillfully to persistently purse positive outcomes. Uses sound judgment about when to take action and when to seek guidance.
  • Compliance & Quality – Must ensure accuracy, meet established deadlines of work, produce a quality product and show commitment to continuous improvement efforts. Ability to learn, interpret, and comply with all organization policies and procedures.
  • Collaborative – Brings a track record of working effectively with various and diverse individuals and groups, and a willingness to actively listen and invite different views and opinions across all levels of the institution to build alignment in support of a common goal.

Salary Range: 

$65,900 to $85,000 USD annual salary inclusive of all cash compensation

Note: Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate’s relevant experience, and internal equity.

Application information 

To apply for this role please follow the instructions below. Applications which do not meet these requirements will not be considered.

To apply for this position, please fill in this google form.

You will need to include:

  1. Cover letter, clearly and concisely explaining how you meet the required skills and experience specified above
  2. Your current Curriculum Vitae (CV) or resume, showing your work history & achievements
  3. Sample work product illustrating your ability to break down complex information into digestible format. Examples of what we are looking for include:
    • Policy you heavily contributed to writing
    • Manual you had a large role in developing
    • Grants management tracking system you developed (if not part of larger software platform)
    • Template you developed to contribute to efficiency in current or prior role (such as a grant/ contract summary of award terms document)

 Deadline for applications: Open until filled

*Candidates must have legal authorization to work in the United States and based in one of the states noted above.  We are unable to facilitate remote work from another location outside the states listed under work location. 

Want to join the team? Apply now
Back To Top