Contracts And Grants Officer - Indonesia

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

Tetra Tech was awarded the USAID Sustainable Energy for Indonesia's Advancing Resilience (SINAR) project from January 2021 to January 2026. SINAR seeks to advance Indonesia's development goals in expanding reliable and equitable energy services necessary for sustainable development and inclusive economic growth. To achieve this goal, SINAR will focus on the following areas: 1) Accelerating deployment of advanced energy technologies, 2) Improving performance of energy utilities, 3) Applying procurement best practices, and 4) Establishing an institutional framework and capacity for energy sector transformation. By achieving this goal, USAID will contribute to Indonesia’s Sustainable Development Goals and 2020-2024 National Medium Term Development Plan.

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 plication) in coordination with the SINAR Technical Leads

• Procurement:
• Maintain procurement plan keeping track of procurement events and important dates.
• Assist Contract and Grant Manager to prepare Grant Agreements and modifications, ensure they are properly signed.
• Conduct pre-award survey, due diligence, debarment check and other verifications, prepare grant award package for submission to USAID for approval.
• Assist Contract & Grants Manager periodically to prepare and present financial forecasts and portfolio analysis to COP for effective and efficient decision making.
• Assist in preparing internal documents for approval by HO TetraTech
• Assist Grants & Contract Manager to provide necessary support to the Home Office (HO) Contracts Manager in Arlington-US on all aspects of procurement planning.
• Conduct Procurement as prescribe in Tetra Tech Procurement policy and practice as follow:
• Communicate best practices in award compliance to ensure that program staff and grantees understand and adhere to relevant USAID and Tetra Tech policies.
• When required, prepare Consent to Subcontract requests, including the request letter and negotiation memo, for submission to USAID.
• Draft calls for proposals (Annual Program Statements, Requests for Ap ssist Contract 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:
• Lead negotiations with bidders and respond to bidder inquiries related to the evaluation or procurement process.
• Draft Procurement Documents (PO, Guarantee Letter and Bid Matrix, for example)
• Draft calls for proposals (Annual Program Statements, Requ
• Prepare documents and ensure that detailed terms of references for the recruitment of the project consultants are included (both firms and individuals);
• Continuously identify ways to streamline the grants and contracts procedures and processes.
• Perform additional tasks as assigned by the supervisor.
• Prepare and issue notifications of award, as well as contract agreements, (subcontracts and purchase orders);
• Assist Contract 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:
• Assist Contract and Grants Manager to maintain and update the grants and contracts database and enforce reporting requirements.
• Assist in program monitoring and evaluation under grant management policies and practices.
• Prepare List of potential Bidders to be invited.
• 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 oversee the technical evaluation committees, including preparation of selection and negotiation memos to detail the process of evaluation and results of selection.
• Strengthen internal control processes, especially in areas related to grant/contract management.
• Contract and Grants:
• Assist Contract and Grants Manager to organize grants close-out, ensuring that each grantee’s files are complete.
• Manage disbursements within the approved budget, prepare regular projections.
• 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 collect and review grantees’ reports, track milestones, compliance with grant terms and conditions, timelines and deliverables.
• Maintain close coordination with grantees during implementation of grants.
• Assist Hold kick-off meetings for grantees.
• Coordinate the evaluation of concepts/applications submitted in response to open calls for proposals, when needed.
• Assist Contract and Grants Manager manage and monitor subcontract and grantee processes pursuant to Tetra Tech's policies and procedures and USAID regulations.
• Liaise with applicants to finalize the grant activities, timelines, budget, budget notes, milestones, type of grant, terms and conditions.
• Maintain accurate electronic grants records in the database / tracker.
• Prepare regular reports on grantee performance and signal any significant delays or other issues that impact implementation.
• General
• 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.

Essential KSAs Required (experience, Skills, Education, Certification, Etc.)

• Proficiency in Microsoft Office suite especially Microsoft Excel.
• Experience with Donor Financial Institutions (DFIs) acquisition and assistance rules and regulations
• Strong knowledge of budget review and cost analysis of grant resources.
• Fluency in English and Bahasa are required.
• Bachelor’s degree in finance, Management, Business Administration, or relevant
• 5-10 years of relevant experience in grants/contract and procurement.
• Ability to multitask in a fast-paced, deadline-oriented environment.

Valued But Not Required KSAs

• Familiarity with the Indonesian Energy Sector is a plus.
• Previous experience with USAID-funded projects is preferred.

Line Management Responsibility

• N/A

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 470 locations around the world. Our reputation rests on the technical expertise and dedication of our employees—22,000 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.

Additional Information

• Organization: 154 ESI