Grants & Subcontracts Manager 1

Grants & Subcontracts Manager

Palladium International

Company Overview

Palladium is a global leader in the design, development and delivery of Positive Impact – the intentional creation of enduring social and economic value. We work with foundations, investors, governments, corporations, communities and civil society to formulate strategies and implement solutions that generate lasting social, environmental and financial benefits.

For the past 50 years, we have been making Positive Impact possible. With a team of more than 2,500 employees operating in 90 plus countries and a global network of more than 35,000 technical experts, Palladium has improved – and is committed to continuing to improve – economies, societies and most importantly, people’s lives.

Palladium is a child-safe organisation, and screens applicants for suitability to work with children. We also provide equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.

Project Overview and Role

The USAID-funded Feed the Future Malawi Agriculture Diversification Activity (AgDiv) is a five-year initiative to sustainably increase income among Malawi’s smallholder farmers by building robust market linkages and improved agricultural productivity. The key activity focus areas include integrating smallholders into commercial markets; unlocking agriculture financing and stimulating private investment; helping farm communities adapt to climate change; improving household nutrition and dietary diversity; and enhancing women and youth empowerment.

As the project continues to scale-up activities and partnerships with grantees and subcontractors, AgDiv seeks a Grants & Subcontracts Manager to oversee all new and existing grants and subcontracts. This is a fixed-term role through the life of the project, with an end date of 29 September 2021.

The Grants and Subcontracts Manager (GSM) will oversee all grants and subcontracts for the AgDiv project. This will include, but will not necessarily be limited to, oversight of processes, practices, and compliance in project subcontracting and procurement, office management, and grants management according to USAID and US Government procedures, rules, and regulations. The Grants and Subcontracts Manager will work closely with the Director of Partnerships and the technical leads across the project’s four components to develop scopes of work and structure agreements. The GSM will also support the finance and administration team in tracking subcontract and grant spending, forecasting future spending, and liaising between the finance team and the technical teams. The GSM will manage the grants and subcontracts teams implementing these functions, reporting directly to the Chief of Party, and will coordinate closely with the Palladium home office.

General Tasks:

  • Ensure the effective implementation of Palladium policies and processes in all project activities.
  • Plan all subcontracts and grants with the technical teams ensuring that scopes of work contain the proper amount of detail. The GSM will co-author scopes of work with the technical team and work with them and directly with partners to structure agreements, including budgets, milestones, and payment tables.
  • Communicate with subcontractors and grantees on a regular basis to develop budget forecasts and ensure timely reporting.
  • Support and oversee the Subcontracts and Grants teams on procurement regulations and contract management in strict compliance with Palladium policies and USAID regulations.
  • Advise on the different types of contracting mechanisms and corresponding procurement and grants processes with the associated technical teams.
  • All other duties that are considered necessary.


  • Manage the grants team through the entire grant process in accordance with all Palladium Policies and USAID regulations.
  • Serve as the main point of contact with the technical team to ensure that grant solicitations, selection, awards, management, and closeout are carried out with the proper timeline and planning.
  • Work directly with grantees and potential grantees to perform due diligence checks, craft detailed budgets, and finalize cost analyses with all associated documentation.
  • Review all grantee milestone submission and invoicing for compliance with the agreement. If approved, submit the payment request to the home office.
  • Track all grantee performance and milestone achievement regularly reporting this information to the home office team for forecasting purposes.


  • Manage the subcontracts and technical team through the entire subcontracting process in accordance with all Palladium Policies and USAID regulations.
  • Manage subcontract solicitation, including preparing specifications, solicitation documents, managing evaluations, conducting subcontractor negotiations and cost and pricing analysis and overseeing subcontractor selection process.
  • Review and advise on purchase requests, purchase orders as needed.
  • Draft and/or review subcontracts, Memoranda of Understanding, selection memos, justification memos and other inter-office memorandums related to the project procurement cycle.
  • Ensure compliance with Palladium’s corporate policies (AgDiv’s Procurement Handbook), as well as AgDiv contractual terms, FAR, AIDAR, and other applicable rules and regulations.
  • Organize and maintain contract records and files documenting contract actions, modifications, vendor performance and compliance (i.e. foreign tax reports, due diligence reports).
  • Maintain procurement tracker to share weekly with the Home Office.
  • Coordinate with the Technical Teams to provide guidance on activity budgets to ensure that they are accurate and within cost range and assist Components in negotiating contracts.
  • Provide inputs to relevant reporting.

Finance and Administration:

  • Maintain a pipeline of grant and subcontract activities and update project budget/projections ensuring the accurate communication of financial projections to the home office on a monthly basis.
  • Maintain payment and financial projections for active grants and subcontracts.
  • With the Director of Finance, conduct periodic financial reviews of awards to grantees and subcontractors.
  • Review all subcontract and grant invoices for completeness and, if incomplete, work with the partner to revise the invoice and deliverable submission accordingly. When complete, approve the invoice for payment and submit to the Director of Finance.


  • Bachelor’s degree or equivalent in finance, management, international development; Master’s Degree in related areas preferred.
  • Strong knowledge of USAID policies and procedures, specifically in grants, procurement, accounting, and financial compliance.
  • Strong knowledge in contracts, and subcontracts in the context of USAID-funded projects.
  • Understanding and experience with USAID environmental regulations is preferred.
  • Experience working on international development projects in the field office.
  • Demonstrated experience in personnel supervision and management related issues.
  • Demonstrated contracting and procurement experience especially with USAID-funded projects.
  • Experience supervising Grant Under Contract (GUC) awards under USAID policies.
  • Previous experience managing/overseeing multiple staff across different functional departments.
  • Preparation, control, and analysis of budgets by cost centers.
  • Experience in compliance with operation, management, and finance manuals with ability to advise project staff on contracting systems and procedures according to federal regulations.
  • Knowledge or experience related to agricultural production, agribusiness, resilience, nutrition, finance and/or gender equity preferred.
  • Excellent interpersonal skills.
  • Excellent written and verbal command of English.
  • Sound knowledge of Microsoft Office tools.
  • Ability to work collaboratively, and works well individually with minimal supervision.
  • Willingness to travel within Malawi when required.

Apply Online Here