Grants and Contracts Administrator
Who We Are:
ICMA is at the core of creating better communities. Serving more than 13,000 members globally, we are the world’s leading association of professional city and county managers and other employees who serve local governments.
At ICMA, we take the concept of local government leadership and management further into the future. Through our mission and passion to advance professional local government, we help communities deliver innovative services, empower resident engagement, enable economic development, strengthen leadership, uphold ethics, and provide forward-thinking management.
We ensure a diverse and inclusive workplace by welcoming people of different backgrounds, experiences, abilities, and perspectives and by learning from each other, individually and collectively.
A Great Opportunity:
If you are a Grants and Contracts Professional who strives for excellence, models service leadership, and are excited about serving as a corporate culture ambassador in the delivery of grants and contracts for domestic and international programs, we have an amazing opportunity waiting for you!
With general direction, the position serves as a technical resource to ICMA staff on federal grant and contract regulations, interpreting donor rules and regulations, and compliance requirements. The position provides orientation and guidance on contractual requirements to project teams for both U.S. and international projects. The position manages both pre- and post-award activities across a variety of funding sources for an assigned portfolio. The position also supports ICMA’s procurement processes and aspects of proposal development and submission.
The Grants and Contracts Administrator reports to the Senior Manager, Contracts and Compliance.
What You'll Do:
• Provide customer support and guidance to project teams regarding contract review and approval process.
• Coordinate input from internal and external business stakeholders to prepare and review contracts and related documents (including RFPs, consulting agreements, grants, business proposals, and sub-awards), ensuring business needs and priorities are met while minimizing potential risks.
• Serve as a technical resource to ICMA staff in interpreting funder rules and regulations and acts as primary point of contact for contractual issues.
• Review, analyze, and negotiate terms and conditions of grants and contracts on behalf of ICMA consistent with organizational and funder guidelines.
• Provide proposal support as directed, including but not limited to the budget review, preparation of cost forms, collecting subcontractor data, solicitations review and submission, and proposal compliance with solicitation requirements. May conduct and/or participate in best and final offer (BAFO) negotiations.
• Negotiate with vendors, clients, and internal customers to achieve best financial and contractual outcomes for the organization.
• Ensure compliance in all other areas related to grant and contract management as well as internal policies and procedures.
• Ensure contracts meet ICMA’s guidelines and deadlines and are routed for review and signature in a timely manner.
• Manage both the pre-award and post-award activity for assigned portfolio, including leading ongoing team check-ins, issuing subawards/subcontracts, and reporting.
• Upon receipt of new awards, prepare new award briefs and billing set up memos and conduct project start up meetings with the project team.
• Maintain and update grants and contract files so that they meet audit requirements.
• Ensure timely resolution of internal and external issues/problems related to grant and contract administration.
• Answer requests and provide support to subrecipients/subcontractors, in compliance with award T&Cs, and ICMA's policies.
• Lead subaward/subcontract monitoring for the assigned portfolio including preparation of subcontractor/subrecipient monitoring plans and document monitoring results, including performance, compliance with terms and conditions, and reporting.
• Oversee and support organizational procurement processes for assigned portfolio; lead procurement training for all staff.
What You Need To Be Successful In This Role:
• Bachelor's degree in Business Administration, Public Administration, Finance/Accounting, or related discipline
• Two (2) to four (4) years of grants and contracts management experience
Knowledge, Skills, and Abilities (KSAs)
• Some experience in managing international programs funded under various vehicles
• Some knowledge in USAID contracts, grants, and/or cooperative agreement management
• Fundamental knowledge of 2CFR200 and the FAR
• Ability to understand, interpret, and apply federal regulations to various and complex questions
• Ability to independently research and analyze information and to propose solutions to problems
• Demonstrated professional experience and judgment to effectively assist program staff while protecting, representing, and advancing the organization's best interests
• Ability to work independently and exercise independent judgment
• Excellent verbal and written communication skills with outstanding customer service skills
• Ability to work well under deadline pressures without sacrificing accuracy, customer service, collegiality, or ethics
• Strong contract analytic and negotiation skills
• Ability to write clear and concise reports, correspondence, and other related work
• Ability to work independently with minimal supervision
• Ability to establish and maintain effective working relationships with a variety of individuals and diverse groups, and to develop a consensus on specific issues
• Ability to prioritize work, meet deadlines, and manage multiple projects simultaneously
• Knowledge of and proficiency with Microsoft Office Suite
Physical Requirements/Work Environment
• The work environment and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Work is typically performed in a home office environment free from hazards or unpleasant environmental conditions.
• Work may require occasional domestic and/or international travel up to 10% of time.
What We Can Offer You:
• Remote work environment
• A collegial working environment where teamwork and individual contributions are valued
• A competitive salary
• A comprehensive benefits package that includes employer sponsored health, dental, life, disability, and employee assistance benefits
• Paid time off to include vacation, sick leave, holidays, and floating days
• Generous retirement plan
• Opportunities for ongoing professional development
This position is based out of ICMA’s headquarters, located in Washington, D.C. Currently, all ICMA staff are working remotely. The selected individual must be able to work the core business hours from 8:30 am to 5:00 pm EST. Our office will remain operational and accessible for staff to use on a voluntary basis, subject to local COVID-19 guidelines.
The selected candidate must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future.
As a federal government contractor subject to Executive Order 14042, ICMA requires its Colleagues to be fully vaccinated against COVID-19, unless they are approved for a reasonable accommodation based on a disability (including a medical condition) or sincerely-held religious belief that prevents them from being vaccinated. Colleagues must provide proof of full vaccination prior to their start date or obtain a legally-required accommodation from the vaccination requirement.
At ICMA, we strive to promote and sustain a culture of diversity, inclusion and belonging every day. ICMA is an equal opportunity and affirmative action employer. We do not discriminate in recruiting, hiring or promotion, and all qualified applicants will receive consideration for employment without regard to race, color, ethnicity, national origin, religion, sex/gender, sexual orientation, gender identity or expression, age, disability, protected veteran status, or on any other basis or characteristic prohibited by applicable federal, state, or local law. We proudly support and encourage people with military experience (active, veterans, reservists and National Guard) as well as military spouses to apply for ICMA job opportunities.