Grants and Subcontracts Associate

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 Feed the Future Malawi Ag Diversification Activity (AgDiv) contributes to USAID/Malawi’s Feed the Future goal of sustainably reducing poverty and malnutrition in eight districts of Central and Southern Malawi. The Activity fosters inclusive and sustainable growth in Malawi’s agriculture sector, enhances resilience to climate change, empowers women, and improves the nutritional status of women and children, while simultaneously increasing the competitiveness of marketable, nutrient-rich value chains through support for agricultural enterprises and increased access to markets and finance. AgDiv is a central component of USAID/Malawi’s integrated, multi-sectoral approach to improving Malawians’ quality of life. 

A Grants and Subcontracts Associate is primarily responsible for providing support to the administrative processes for grant and subcontract management from pre-award to contract close-out. He/she will provide support in contract administration to ensure full compliance with Palladium’s grants and procurement policies, documentation and filing requirements.


Primary Duties and Responsibilities:

  • Drafting RFQs and RFPs for grants and subcontracts, submitting RFQs and RFPs to the procurement team for posting

  • Conduct administrative review of proposals ensuring all required documents are included in the application package

  • Assist Grants and Subcontracts Officer in gathering market data for cost analysis of the proposed budgets

  • Carry out initial reviews of the proposed budgets, verifying the formulas are correct and numbers are calculating correctly

  • Build and maintain a market cost database for labor, travel, and other direct costs

  • Receive and review invoices for payments, verify the invoices match the agreement, as well as presence of deliverables as stated in the milestone tables.

  • Maintain grantee and subcontractor invoice tracker, updating the tracker at least weekly

  • Prepare payment requests for Technical approval and submission to the Finance team for processing.

  • Ensure all grant and subcontract related documentation is filed in electronic as well as hard copies according to the documentation checklist. Ensure signatures are obtained for all relevant documentation.

  • Other tasks as needed by the project

Required Qualifications:

  • 3 years of work experience in an associate, coordinator, or other relevant position

  • Bachelor’s degree in Business Management, Accounting, Finance, or related field

  • Good organizational skills, note-taking, and attention to detail

  • Excellent oral and written communication skills

  • Positive attitude, good work ethic and ability to telework is a must

This opening will close on October 14, 2020.

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