Contracts Manager

African Services Committee

African Services Committee is the oldest and largest non-profit serving the African immigrant community in New York City. Established in 1981 by Ethiopian refugees, African Services was initially set up to provide comprehensive resettlement assistance to African refugees and asylum seekers. Today, ASC provides health, housing, legal, educational and self-sufficiency services to African and Caribbean immigrants, refugees and asylum seekers affected by war, poverty, global health disparities, political oppression, and social persecution based on sexual orientation or HIV status. Our programs are designed to meet the basic needs of newcomers, using health as a gateway to immigrant integration and supporting community members to live healthy and productive lives.

Primary Function

Oversight of the agency’s federal, state, city and foundation contracts, ensuring contracts are accurately executed and documented with proper tracking and reconciliation of grants including; budget management and reporting for all grant portfolios; ongoing communication program staff and funder contract managers; reporting on grant and contract activities and outcomes and contribute to all fiscal reporting requirements as delineated in agency contracts.

Duties and Responsibilities

Contracts

Update and maintain a complete, accurate, electronic grant contract database; maintain hard copies where necessary

Review of current grant requirements and ensure that appropriate program and fiscal staff are familiar with all relevant contractual milestones and reporting schedule

Maintain regular communication with all contract managers to update them with planned program or budget modifications

Ensure current agency pre-qualifications and certifications in funder portals ( Eg., Grants Gateway, Grants Solutions, Passport, Accelerator, etc) are up-to-date and assist with meeting recertification requirements before the expiration date

Maintain records retention log to facilitate the orderly filing of permanent records and adherence to the agency record retention policy

Provide support with grant application preparation and submission

Fiscal Monitoring

Maintain a detailed system for reporting of expenditures in compliance with grant and project requirements and deadlines; when necessary, propose budget re-alignments

Assist program staff monitor contract spending to ensure timely expenditure in relevant program budget lines, report any significant variances with supporting analysis to the Executive Director

Prepare and disseminate monthly grant budget versus actual (BvA) reports to program directors with analysis notes. Work with program directors to evaluate the grant’s spending performance vs plan and determine action steps

Update and maintain accurate monthly shared allocations and apply to agency-wide grants

Quality Improvement and Compliance

Track contract deliverables to ensure timely payment on deliverable milestones and support program directors in reviewing projected to actual deliverables in an ongoing proactive process

Provide support on developing Policies & Procedures to ensure standardization in practice

Monitor submission of progress reports in accordance with grant/contract guidelines in advance of required deadlines

Participate in case conference and the QI committee and decision-making in the implementation of QI projects/activities to ensure outcomes meet the agency goals and objectives

Collaborate with program staff to identify processes to guide and monitor progress in meeting program goals and objectives

Evaluation

Collaborate with Executive Director and Program Directors to analyze survey data and create program recommendations

Support Program Directors in identifying data needs to document impact of program on clients

Qualifications and Skills

Minimum Bachelor’s degree in Accounting, Finance, or a related field, or satisfactory level of equivalent education and/or experience.

Minimum 3-5 years progressive experience in with federal, state and /or city government grants administration in a non-profit setting

Experienced computer user familiar with Microsoft Office applications; advanced Excel skills and experience with FUND- EZ accounting software required

Creative with the ability to develop systems to manage multi-year grants across multiple funders and programs

Able to efficiently plan, organize and manage complex multiple projects simultaneously with limited supervision or direction, while meeting deadlines

Excellent interpersonal skills, including the ability to work with staff at all levels

Commitment to administrative financial protocols, policies, confidentiality, and the mission of African Services Committee

Job Type: Full-time on-site

Salary: $75,000.00 – $85,000.00 per year

Benefits: Health insurance, Dental insurance, Vision insurance, Health savings account, Flexible spending account, Life insurance, Retirement plan, Paid time off

To apply: Please send a copy of your resume and a cover letter to Amanda Lugg at [email protected]