Position Summary

This role is a dual role with 33% of time spent managing Central and South America Subawards and 67% time spent managing a reporting portfolio.

Central and South America Subawards support will entail full-cycle management of ICAP’s assistance awards and select procurements, including but not limited to sub-grants, consultancies, and service agreements in furtherance of project implementation requirements for Central and South America.  The candidate will work in collaboration with New York and field-based staff.

Reporting Portfolio Management will require serving as a lead analyst for internal and external reporting matters;  Provides first-level financial review and oversight from the New York headquarters office for funder and internal (pipeline) reporting for ICAP’s portfolio;  Serves as the lead analyst in the development and generation of information necessary to ensure that ICAP fulfills its financial reporting obligations to all US Government donor agencies, private foundations, partners and the relevant internal departments within Columbia University.

Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process.


Subawards Management:  33%


  • Serves as partner with collaborating teams in the design of sub-awards, consultancies, and service agreements at proposal and other stages of the prime award life cycle
  • Manages the agreement execution workflow, including the review and negotiation of scopes of work and budgets, engages and sets deadlines for all stakeholder groups, advises on quality standards and takes full ownership of the work product
  • Participates in cross functional and country specific team meetings to review and address service delivery challenges; he/she also maintains country-specific dashboards to support full cycle management of all agreements
  • Organizes and leads standing calls with collaborating teams to review issues specific to agreements and prioritizes actions to be taken in New York and in the field
  • Works closely with field and NY-based teams to ensure that budgets are sufficiently reviewed for items that include cost reasonableness, CU and USG regulatory compliance, indirect costs, invoicing implications, and overall business risks

Administration and Finance

  • Authors all agreements, using approved templates, including relevant federal flow-down terms and conditions, and obtains CU Sponsored Project
  • Administration (SPA) or CU Purchasing signatures for fully executed agreements
  • Reviews and verifies open commitments and initiates pre-paid and payment vouchers; reconciles and tracks expenses, facilitates the requisite approvals and ensures the timely posting of expenses for the generation of interim and final reports to the award sponsor
  • Oversees, collects and maintains complete documentation of administrative and contractual deliverables including, but not limited, to invoice, performance, expense, effort, and audit reports, certifications, and property log
  • Ensures consistent application of ICAP financial and administrative polices and standards, as well as USG and CU rules and regulations including pre-award assessment and subrecipient monitoring
  • Collaborates with various teams on Uniform Guidance audit preparation as well as Yellow Book audits for foreign sub-recipients

Training and Development

  • Provides expert training and technical support, remotely and in the field, to collaborating teams and sub-award recipients to improve systems for award administration and management; provides orientation to ICAP’s subrecipient management SOPs; policies and procedures for sub-awards, consultancies and service agreements
  • Contributes to the development or adaptation of administrative and financial policies and procedures for subrecipients, which include manuals, user guides, and templates for compliance for USG and CU requirements

Financial Planning and Analysis: 62%

  • Responsible for the direct oversight of some of the more complicated and larger awards within ICAP’s portfolio, including the development and submission of monthly, quarterly, and annual internal and external financial progress reports to ensure that they are in compliance with funder requirements
  • Responsible for the financial reporting inquiries and pipeline reports for some of ICAP’s more complicated awards
  • Review and provides assistance to the Financial Analysts in the preparation of monthly reports that will serve as a valuable tool for all NY and Country teams to better monitor expenditures against awarded funds by analyzing project burn rates, alerting country teams of budget over runs and training country finance teams to better manage their spending
  • Provides guidance and first level of review of analyst’s internal and external deliverables (including but not limited to invoicing, attestations, and allocations)
  • Performs first level review of Quarterly and Annual Final Financial Reports (FFRs) for ICAP’s sponsored projects for submission to CU’s Sponsored Projects Finance (SPF)
  • Assist in the preparation of quarterly budget vs. actual reporting of the status of grant activity as required by CUMC, and obtains PI attestation/certification, as needed.
  • Liaise with country offices and other Finance Teams to respond to field inquiries on reporting matters and other related issues, identifies and analyzes errors, and follows through to resolution
  • Liaise with other ICAP units to ensure that expenses are properly classified and appropriately charged to budgets/awards and ensure appropriate units are informed if corrections are needed
  • In collaboration with members of the team, perform routine assessments of existing process flow and develop strategies to streamline financial reporting process, standardize financial reports and improve efficiency
  • Coordinate and train existing and new financial planning and reporting analysts on COB and ARC as they relate to reporting matters
  • Prepares and coordinates quarterly and annual COB budgeting updates
  • Lead analyst for budget exception errors and diagnostics of COB issues

Other (5%)

  • Performs other tasks as assignee

Minimum Qualifications

  • Bachelor’s degree in Accounting, Finance, or Business Management or related business field or equivalent in education, training and/or experience
  • Minimum of five (5) years of directly related experience
  • Excellent oral and written communication and interpersonal skills
  • Knowledge of Federal award guidelines and grants administration principles and practices
  • Demonstrated experience preparing and managing grants and contracts
  • Strong analytical skills to successfully perform financial reviews, budget monitoring and other forms of quantitative analyses
  • Demonstrated experience exercising sound business judgment to prioritize and successfully perform multiple and complex tasks
  • Proficient in word processing, spreadsheet, with ability to use accounting and database systems

Preferred Qualifications

  • Master’s Degree in accounting, finance, business administration, or related field preferred
  • 7+ years of progressive experience in budgeting and financial analysis
  • Demonstrated experience working with international protocols, non-profit organizations, or academic institutions
  • Knowledge of Columbia University accounting and financial systems

Other Requirements

  • Requires international travel of two (2) to four (4) trips per year with each trip lasting ten (10) to fourteen (14) days for the purpose of training collaborating teams and subrecipients