Sub Contracts Assistant

PACT Overview

Department

Position Overview

Pact, a non-profit organization based in Washington, DC, is implementing the USAID Zambia Integrated Health Activity. The Activity supports USAID and PEPFAR objectives of 95/95/95 and provides service delivery and technical assistance to improve Maternal, Newborn, and Child Health (MNCH) services. USAID Zambia Integrated Health improves,  sustains, and further integrates lifesaving HIV/AIDS and MNCH services at the health facility and community levels and ensure that client-centered, high-impact, high-quality services are available to all Zambians

Pact Zambia’s Subcontracts Department ensures the proper management of subcontracts and subawards covering the full cycle of subcontract and/or subaward processes including solicitation, review, implementation, monitoring, communication, and closeout;

KEY PERFORMANCE AREAS•Subcontract and award management•Donor and Pact compliance and reporting•Filing and maintenance of subcontract archives and related documents

Key Responsibilities

• Support the management of ZIH subcontractors by reviewing deliverables and ensuring adherence to the Firm Fixed Price (FFP) requirements, in order to meet program timelines and financial compliance.
• Manage the entire FFP subcontract cycle: solicitation, review, implementation, monitoring, communication, and closeout.
• Support the preparation, organization, and maintenance of subcontract records and files in Pact’s systems including the online subcontract database
• Assist in preparing, amending, and modifying subcontractor budgets and budget narratives.
• Review supporting documents of deliverables submitted by subcontractors and ensure submission is accurate and adheres to subcontract requirements.
• Work with subcontractors to ensure the proper closing out of financial accounts at the end of each grant period.
• Support the capacity building of subcontractors’ finance teams to improve financial management.
• Ensure that subcontracting processes comply with all USAID regulations and Pact policies, practices, and regulations.
• Monitor subcontractor financial and compliance performance.
• Monitor subcontractor compliance with Zambia’s legal and statutory requirements (e.g., employee benefits, tax filings).
• Assist subcontractors in meeting award conditions and provide ongoing guidance to resolve compliance issues.

Basic Requirements

• Diploma or equivalent in Finance, Accounting, Business Administration or related field.
• At least 2 years relevant experience with the full cycle of subcontract and/or subaward management including solicitation, review, implementation, management, monitoring, communication, and closeout.
• Knowledge of USAID and/or other international donors’ rules and regulations related to subcontract and subaward management.
• Strong written and verbal English communication skills.
• Must be proficient in Microsoft Excel and Word (experience with accounting software systems is a plus)
• Competence using common desktop applications and office administration system

Preferred Qualifications

• Courteous, willing to learn, able to follow instructions.
• Strong interpersonal skills and polite.
• Willing to work beyond normal hours.
• Good planning and time management skills.
• Ability to solve problems.
• Ability to multitask with ease, adapting to frequently changing priorities.
• Consistently follows internal process and procedures.
• All certificates to be verified by ZAQA