Job Description

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.

Position summary & job purpose:

We are recruiting for an experienced Contract & Grants Officer. This individual will undertake diverse and complex work assignments that support contracts, subcontracts, grants and procurement program activities, major events, etc.

The Contract and Grants Officer will report to the Contract and Grants Manager and undertake independent work, including the supervision of certain subcontractors & grants. The individual will support the USAID SINAR project by ensuring a transparent, effective, and efficient procurement process for all material resources and services in accordance with USAID and Tetra Tech regulations and requirements. They will also provide provision and delivery of all subcontract, grants and procurement support to the execution of the USAID SINAR project.

USAID SINAR builds upon the longstanding commitment and partnership between the U.S. Government and the Government of Indonesia in climate change mitigation in the energy sector. Through SINAR, USAID will help national and subnational governments, state-owned energy utilities, businesses, financial institutions, universities, and other key players to:

• Accelerate the deployment of advanced energy systems
• Improve the performance of energy utilities
• Advocate for transparent and best value procurement
• Strengthen the institutional frameworks and capacity for energy sector transformation.
  

Learn more about the USAID SINAR Project

Position responsibilities:

• Contract and Grants:
  • Assist Contracts and Grants Manager to administer all grant activities of the SINAR project, including grantee intake, application review, preparation of grant award package, management and close-out:
    • Draft calls for proposals (Annual Program Statements, Requests for Application) in coordination with the SINAR Technical Leads
    • Coordinate the evaluation of concepts/applications submitted in response to open calls for proposals, when needed
    • 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 Contracts and Grant Manager to prepare grant agreements and modifications as well as 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 with holding 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 Chief of Party for effective and efficient decision making.
  • Prepare regular reports on grantee performance and signal any significant delays or other issues that impact implementation
  
  

• Procurement:
  • Assist Grants & Contract Manager to provide necessary support to the Home Office (HO) Contracts Manager in Arlington, Virginia, US on all aspects of procurement planning.
  • Maintain procurement plan, keeping track of procurement events and important dates
  • Conduct procurement as prescribed 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 Grants 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.
  
  

• 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.
  • Make 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 KSA's required (experience, skills, education, certification, etc.):

• Bachelor’s degree in finance, management, business administration, or a relevant field
• 5 years of relevant experience in grants
• Demonstrated experience with Donor Financial Institutions (DFIs) acquisition and assistance rules and regulations, including experience with the full cycle of grant making & procurement
• Expert knowledge and efficiency working with financial control processes, payment systems, results-based management, project monitoring, and management
• Proven ability to handle multiple tasks in a fast-paced, deadline-oriented environment
• Strong Microsoft Excel skills, as well as a background in budget review and cost analysis to ensure maximum efficiency of grant resources
• Ability to get things done, strong proactive position
• Ability to effectively use computer software including the full Microsoft Office suite
• Ability to work effectively in a team environment
• Excellent organizational skills to meet deadlines
• Strong oral and written communications skills to effectively liaise with and advise grantees and technical staff
• Fluency in English and Bahasa are required

Valued but not required KSA's:

• Prior experience with USAID-funded projects is strongly preferred, ideally in the field of grants/contracts and procurement
• Familiarity with the Indonesian Energy Sector is a plus

Physical demands & work environment:

• Office setting, domestic travel

About Tetra Tech:

Tetra Tech combines the resources of a global, multibillion-dollar company with local, client-focused delivery in more than 450 locations around the world. Our reputation rests on the technical expertise and dedication of our employees—21,000 associates working together to provide smart, scalable solutions for challenging projects. We are proud to be home to leading technical experts in water, environment, infrastructure, resource management, energy, and international development.

Explore our open positions at https://www.tetratech.com/careers. Follow us on social media to learn more about our people, culture, and opportunities:

LinkedIn: @TetraTechCareers

Twitter: @TetraTechJobs

Facebook: @TetraTechCareers

Tetra Tech is proud to be an Equal Opportunity Employer. Diversity, inclusion, and equity are among Tetra Tech’s core values. Throughout our history, the company has prioritized equitable inclusion of all people. All qualified candidates will be considered without regard to race, color, religion, national origin, military or veteran status, gender, age, disabilities, sexual orientation, gender identity, pregnancy and pregnancy-related conditions, genetic information and any other characteristics protected by the law. We invite resumes from all interested parties. Please visit our website at www.tetratech.com to see the array of diverse services and exciting projects we are currently working on.

Tetra Tech is a VEVRAA federal contractor and we request priority referral of veterans for available positions.

We thank all applicants for their interest, however, only those candidates selected for interviews will be contacted.

Please no phone calls or agencies.