Contracts and Grants Officer

2 weeks ago

Jakarta, Indonesia Tetra Tech Full time

Tetra Tech provides best-in-class energy consulting services for clients worldwide. Our work advances clean energy to achieve climate and decarbonization goals; creates sustainable utilities and modern grids; and promotes gender equality and economic inclusivity at the energy nexus.

**Project Description**:
**Position summary & job purpose**:
We are recruiting for an experienced Contract and Grants Officer to be responsible for processing and ensuring delivery of procurement, subcontracts, and grants in a timely manner. This position will be based in Jakarta and reports to Contract and Grants Manager. Learn more about SINAR project here.

**Position responsibilities**:
**1. Contracts and Grants**
- Draft calls for proposals (Annual Program Statements, Requests for Application) in coordination with the SINAR Technical Leads
- Liaise with applicants to finalize the grant activities, timelines, budget, budget notes, milestones, type of grant, terms and conditions.
- Conduct pre-award survey, due diligence, debarment check and other verifications, prepare grant award package for submission to USAID for approval.
- Assist Contract and Grant Manager to prepare Grant Agreements and modifications, ensure they are properly signed.
- Communicate best practices in award compliance to ensure that program staff and grantees understand and adhere to relevant USAID and Tetra Tech policies.
- Assist Hold kick-off meetings for grantees.
- Maintain close coordination with grantees during implementation of grants.
- Assist in program monitoring and evaluation under grant management policies and practices.
- Assist Contract and Grants Manager to collect and review grantees’ reports, track milestones, compliance with grant terms and conditions, timelines and deliverables.
- Maintain accurate electronic grants records in the database / tracker.
- Manage disbursements within the approved budget, prepare regular projections.
- Assist Contract and Grants Manager to organize grants close-out, ensuring that each grantee’s files are complete.
- Assist Contract & Grants Manager periodically to prepare and present financial forecasts and portfolio analysis to COP for effective and efficient decision making.
- Prepare regular reports on grantee performance and signal any significant delays or other issues that impact implementation.

**2. Procurement**:

- Assist Grants & Contract Manager to provide necessary support to the HO Contracts Manager in Arlington-US on all aspects of procurement planning. Maintain procurement plan keeping track of procurement events and important dates.
- Conduct Procurement as prescribe in Tetra Tech Procurement policy and practice as follow:

- Draft Procurement Documents (PO, Guarantee Letter and Bid Matrix, for example)
- Prepare List of potential Bidders to be invited.
- Assist in preparing internal documents for approval by HO TetraTech
- Prepare documents and ensure that detailed terms of references for the recruitment of the project consultants are included (both firms and individuals).
- Assist Grants and Contract Manager to draft procurement documentation, including RFQs/RFPs, evaluation memos, negotiations, and sole source justifications.
- Assist Contract and Grants Manager to oversee the technical evaluation committees, including preparation of selection and negotiation memos to detail the process of evaluation and results of selection.
- Lead negotiations with bidders and respond to bidder inquiries related to the evaluation or procurement process.
- Prepare and issue notifications of award, as well as contract agreements, (subcontracts and purchase orders);
- When required, prepare Consent to Subcontract requests, including the request letter and negotiation memo, for submission to USAID.
- Assist Contract and Grant Manager to ensure compliance with all agreement’s terms & conditions and prepare reports to the Chief of Party and USAID as requested.
- Continuously identify ways to streamline the grants and contracts procedures and processes.

**3. General**:

- Assist Contract and Grants Manager to manage and monitor subcontract and grantee processes pursuant to Tetra Tech, Inc. policies and procedures and USAID regulations.
- Strengthen internal control processes, especially in areas related to grant/contract management. It may also mean making recommendations on improving invoicing and payment processes.
- Conduct organizational risk assessments and risk mitigation plan and sharing with management.
- Assist Contract and Grants Manager to Maintain and update the grants and contracts database and enforce reporting requirements.
- Perform additional tasks as assigned by the supervisor.

**Essential KSAs required (experience, skills, education, certification, etc.)**:

- Bachelor’s degree in finance, Management, Business Administration, or relevant
- 5-10 years of relevant experience in grants/contract and procurement.
- Experience with Donor Financial Institutions (DFIs) acquisition and a

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