Short Term Technical Assistance (STTA) - Technical Advisor for Grant and Subcontractor Management

USAID’s Tayar Nepal - Improved Disaster Risk Management Project

Scope of Work

Technical Advisor for Grant and Subcontract Management 

Position: Short Term Technical Assistance (STTA) - Technical Advisor for Grant and Subcontractor Management

Number of Position: One

Level of Effort: Up to 50 days over the time of around 4.5 months 

Period of Performance: On/about August 1, 2024, to December 15, 2024

Base of Operations: Kathmandu 

Background:

USAID’s Tayar Nepal is a five-year project funded by the United States Agency for International Development (USAID) and implemented by DAI Global LLC (DAI) since 2019 to strengthen the capacity of Nepal’s national and municipal institutions responsible for disaster risk reduction, preparedness, and response. At the national level, USAID’s Tayar Nepal works with national government and disaster risk reduction and management (DRRM) entities, including Ministry of Home Affairs (MOHA) and Ministry of Federal Affairs and General Administration (MOFAGA), to improve how national level systems and institutions respond to all types of natural hazards. At the local level, USAID’s Tayar Nepal is working with eight (8) partner municipalities to enhance local DRRM capacity by working with existing and new local bodies and communities to identify and implement successful DRRM initiatives which are consistent with national level policies and guidelines. USAID’s Tayar Nepal employs two-pronged Stronger Systems + Safer Settlements approach that strengthens institutions and capacities at the national, provincial, and local levels to strengthen Nepal’s resilience to natural and non-natural disasters. This will be accomplished through working on key three components: 1) Improving National Level Systems and Institutions; 2) Building Capacity at the Municipal Levels and 3) Strengthening disaster response and recovery and supporting activities.

Position Overview: 

The Technical Advisor's role involves guiding a team of Action Fund Managers to ensure ongoing support in overseeing a portfolio of Tayar Action Fund initiatives, encompassing grants and subcontracts. The Technical Advisor is responsible for maintaining a record of grants and subcontracts within Tayar's overall portfolio, with a primary emphasis on the closure of these agreements. S/he will mainly provide support in the preparation of final reports related to the grants. In collaboration with the COP, DCOP, and other members of the technical team, the Technical Advisor will ensure the effective design, implementation, and close-out of grants and subcontracts, managing activities through the entire grant and subcontract life cycle. Duties may include but are not limited to guiding action fund team members,, issuing grants and proposal solicitations, reviewing, awarding, implementing, compliance, payments, strengthening grantee capacity, and managing the subcontracts to perform as per the agreed scope of work Specific Tasks: There will be several specific tasks which are:

Grants Management

• Coordinate & collaborate closely with the technical team in the activity design process including, but not limited to, supporting the development of solicitations, facilitating the process of evaluation of grant applications to ensure adherence to grants management policies, and advising on appropriate grant mechanisms as required. 
• Support the team to work with partners to develop grant budget and review for allowability, allocability, reasonableness, and consistency, as well as compliance with USAID and DAI regulations and policies, proper negotiation of the terms and conditions for grants.
• Support to draft approval requests for USAID.
• Support - the team to develop all aspects of grant agreements with grantees, including scheduling and facilitating meetings to define roles, responsibilities, and timelines for grantees.
• Provide guidance on policies and procedures for Tayar staff as well as grantees to ensure adherence to grant management policies.
• Support on tasks management to monitor and track procurement activities for in-kind grants and delivery status of goods/services.
• Oversee complete backup documentation for grantees and sub-contractors ensuring the activities are implemented in accordance with activity design and support the team to solve issues that arise during grant implementation.
• Perform spot audits of grant files to ensure completeness, accuracy, and compliance for proper close-out.

Subcontracts Management

• Guide the team to be in compliance with all regulations, policies, and procedures embodied in the Field Operations Manual related to subcontract.
• Coordinate team on drafting of the Scope of Work and Request for Proposal.
• Support the team on orientation sessions to potential subcontractors on RFP, if necessary.
• Facilitate the team on the process of opening and evaluation of proposals and documentation of the entire process of selection of subcontractors.
• Provide advice to Tayar Program Team on subcontract process, requirements and closing process.
• Conduct periodic audits of subcontractor files (physical, digital, and TAMIS).

General Responsibilities

• Work closely with the technical team on grants and sub-contracts information, progress, data, etc. for USAID reporting.
• Oversee grant and subcontract activities with team management and provide feedback to project staff to improve management.
• Other duties as assigned by the supervisor.

Level of Effort, Location and Reporting:

The Technical Advisor will be on Short Term Technical Assistance (STTA) on monthly basis for tasks spread over around 4.5 months. Period of Performance will be from on/about August 1, 2024, to December 15, 2024, in an intermittent basis with 50 (Fifty) days of Level of Effort (LOE). The position will be based in Kathmandu. The Technical Advisor will work under supervision of Deputy Chief of Party in close coordination with Tayar Action Fund Managers.

Deliverables and payment schedule:

• Monthly reporting to the supervisor includes outlining tasks completed, achievements, challenges encountered, and recommendations.
• Support on quarterly report, final report and as necessary related to grant and subcontract.

Qualifications and Experiences:

• A minimum of 12 years/master’s degree or 14 years/ bachelor’s degree of relevant experience, including at least 6 years of work experience in grants and subcontract management, knowledge of USAID and DAI regulations highly preferred. 
• Demonstrated understanding and experience working with grantees and subcontractors and grants and subcontractor procedures.
• Ability to professionally communicate across all levels of an organization and the external
• Skilled in strategic thinking and planning
• Excellent written and oral communication skills, and fluency in English.