Scope of Work

JOB SUMMARY:

The USAID Kosovo Adapt Activity is a five-year initiative aimed at increasing awareness and demand for climate-smart initiatives in both the public and private sectors. Our goal is to enhance Kosovo's capacity to adopt and implement policies and technologies that support climate change mitigation and adaptation, fostering a resilient environment and economic sustainability.

The Climate-Smart Innovation Fund (CIF) Assistant will support the Climate-Smart Innovation Fund Manager to manage the project’s local subcontracts and Grants under Contract (GUC) program, also known as the Climate-Smart Innovation Fund CIF, in compliance with USAID and Tetra Tech ARD’s policies and procedures. The CIF Assistant will assist the CIF Manager in coordinating the technical team’s review of applications and proposals and ensure that successful applications and proposals comply with USAID and Tetra Tech requirements. The CIF Assistant will help conduct pre-award surveys and cost analyses for all successful grant applications and work with the technical team to ensure that grantees have access to available resources to sufficiently build their grant management and implementation capacity. The CIF Assistant will also monitor grantee and subcontractor performance, recommending corrective actions to the partners and the technical team.

MAIN RESPONSIBILITIES AND TASKS:

Grant Administration

• Help administer the grant solicitation (RFAs/APSs) and selection processes in collaboration with technical staff and in accordance with Tetra Tech ARD’s procedures and policies.
• Provide appropriate assistance and information to applicants to improve the quality of applications, the cost-effectiveness of proposed activities, and their alignment with Adapt Activity objectives.
• Conduct pre-award due diligence requirements including the pre-award survey, risk assessment, and cost analysis of the budget.
• Co-facilitate Merit Review Committee (MRC) sessions, documenting discussions.
• Assist with pre-award due diligence requirements including the pre-award survey and cost analysis of the budget.
• Coordinate closely with the Monitoring, Evaluation & Learning (MEL) Specialist to ensure that targets proposed by grantees align with and contribute sufficiently to overall activity targets.
• Operationalize screening and scoring criteria for grant applicants and their applications and coordinate the internal review process.
• Maintain grants tracker to ensure grant awards, reporting, and payments are correctly tracked and aligned to the milestones/outputs per grants agreements.
• Maintain grants records in the Tetra Tech grants management system (Salesforce) to ensure grant awards and disbursements are correctly tracked and aligned to deliverables/outputs per grants agreements.
• Review awardee accounting transactions e.g., budget, advance request, payroll, financial reports, quotations, etc. to ensure correctness of disbursement and adherence to relevant financial rules and regulations, administration instructions, and practice.
• Participate in and organize site visits to grantees for pre-award and post-award assessments, as well as for monitoring project implementation.
• Help ensure that grant files are well managed and properly documented according to the filling policy and grant documentation checklist. Maintain digital grants tracker and sub-awards management systems.
• Any other similar tasks assigned by the respective supervisor (s).

Subcontract Administration

• Apply Tetra Tech ARD’s approved systems and procedures for the management of local subcontracts, including preparation of subcontract templates and other compliance-related documents related to the solicitation and setting priorities for the on-time completion of these contracts.
• Support oversight of the project’s local subcontracts portfolio.
• Participate in technical and pricing evaluation review panels; prepare the evaluation summary report for execution by panel members; review and recommend approval of subcontracts; participate in contract negotiations; draft the subcontract document and assist with the administration and monitoring of subcontracts.
• Draft contract agreements and other compliance-related documents as needed, under direction of the CIF Manager, ensuring that all documents follow USAID regulations, Federal Acquisition Regulations (FAR) requirements, and Tetra Tech ARD home office procedures.
• Work closely with project technical and finance staff to help ensure technical and financial attachments to all agreements are clear, concise and complete to ensure effective and efficient subcontract development.
• In coordination with the Monitoring and Evaluation (M&E) Specialist, ensure that contractors are providing required M&E data to program teams and the M&E unit.
• Assist with managing RFP and bid analysis process for subcontracts.
• Extract reports from database and write USAID-required reports, as required.
  

QUALIFICATIONS: (MINIMUM REQUIREMENTS)

EDUCATION:

• A bachelor's degree related to finance, accounting, business administration, economics or a similar field is required.

WORK EXPERIENCE:

• Minimum of two (2) years of experience in a similar position.
• Experience providing administrative support services in an office setting, USAID experience preferred.
• Experience with grants management, USAID experience preferred.

SKILLS:

• Proficiency in Microsoft Excel and Microsoft Word.
• Interpersonal Skills - Strong interpersonal skills to effectively interact with expatriate and Kosovo staff, as well as with USAID, business, and host-country government officials.
• Self-Motivation and Guidance - Demonstrate initiative and self-motivation in handling all assigned tasks as required.
• Languages - Excellent Language proficiency in spoken and written Albanian and English. Knowledge of Serbian is preferred.
• Teamwork, Tactfulness, and Enthusiasm.
  

GENERAL: Tactfulness, Enthusiasm for the job. Good Human Relations skills, integrity, and ability to work under pressure.

To be considered applicants must submit the following as part of the process:

Cover Letter and CV in reverse chronological format.

Apply by email at: [email protected]

Applications will be accepted on a rolling basis and not later than 17:00, 13 June 2024.

Applications that do not meet the minimum requirements listed above will not be considered. Please ensure that all necessary documents are uploaded, as incomplete applications and/or corrupt files may delay the processing of your application or remove you from consideration.

No phone calls will be accepted.

At Tetra Tech, health and safety play a vital role in our success. Tetra Tech’s employees work together to comply with all applicable health & safety practices and protocols, including health orders and regulations related to COVID-19 that are mandated by local, state, and federal authorities.