job
Subgrant Business Systems & Procurement Operations Manager
Organization International Rescue CommitteeLocation United States of AmericaType FULL TIMEPosted 14 May 2026Deadline 31 Jul 2026
Administration/Finance
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Full Description
**JOB OVERVIEW:**
The Subgrant Business Systems & Procurement Operations Manager is responsible for ensuring the compliant, efficient, and transparent distribution of funds through subgrantees across the Statewide Family Support Coordinator (SFSC) initiative. The role leads the design, implementation, and continuous improvement of procurement standards, financial oversight systems, and subgrantee capacity-building efforts to ensure full alignment with California Welfare and Institutions Code 134001 and organizational policies.
Working in close partnership with Finance, MEAL, and Program teams, the Procurement Oversight Manager operationalizes procurement compliance across all subgrantees. This includes developing standardized tools and guidance, delivering targeted training, conducting risk and capacity assessments, and implementing monitoring systems. Through this work, the Manager supports subgrantees in the compliant procurement and distribution of approximately $5,000,000 in goods across 11 regional hubs and more than 20 subgrantees.
**Major Responsibilities:**
**Procurement Standards Development & Implementation**
- In coordination with IRC’s, Operations, Global Supply Chain and Finance departments, develop and disseminate procurement minimum standards guidance aligned with federal, state, and donor requirements within the first 60 days.
- Create standardized procurement procedures, templates, and toolkits to support subgrantee compliance and consistency.
- In collaboration with CDSS, assess subgrantee capacity prior to selection and develop individualized workplans to ensure 100% of subgrantees adopt compliant procurement policies before fund disbursement.
**Subgrantee Capacity Building & Training**
- Design and implement a comprehensive procurement training plan covering:
- Allowable costs
- Procurement procedures
- Financial compliance requirements
- In collaboration with Senior Finance Manager, ensure 100% of subgrantees complete required procurement and financial management trainings.
- In collaboration with Senior Finance Manager, provide ongoing technical assistance and coaching to strengthen procurement and financial systems.
**Pre-Award Risk Assessment & Subrecipient Due Diligence**
- Lead pre-award risk assessments for all subgrantees, including:
- Financial systems review
- Internal controls and procurement practices
- Audit history and compliance capacity
- Collaborate with Finance and Partnerships teams to determine risk-based monitoring levels and funding structures.
**Procurement and Distribution Tracking Systems & Tools**
- Develop and implement standardized financial tracking systems and reporting templates for subgrantees.
- Ensure all subgrantees track:
- Distribution of goods
- Procurement processes
- Associated expenditures
- Provide guidance and capacity building to subgrantees on safe, compliant distribution of goods, including protocols for different distribution models (e.g., mass distributions vs. individual or small-group delivery), client verification and signature documentation, and basic safety and security considerations.
**Monitoring, Compliance & Quality Assurance**
- Conduct quarterly monitoring and QA reviews (desk reviews and site visits) for all subgrantees.
- Review procurement documentation, financial reports, and supporting records to ensure compliance.
- Ensure 100% of subgrantees submit timely and accurate financial and programmatic reports.
**Audit Readiness & Risk Mitigation**
- Establish internal controls and oversight mechanisms to achieve no major audit findings related to procurement or financial mismanagement.
- Identify and address compliance risks proactively through corrective action plans and technical support.
**Performance Tracking & Compliance Outcomes**
- Monitor and report on procurement compliance metrics, including:
- % of funds expended in compliance with procurement standards
- Subgrantee adherence to reporting timelines
- Completion of trainings and policy adoption
- Collaborate with MEAL to integrate procurement compliance into broader performance tracking systems.
**Cross-Functional Coordination**
- Work closely locally with:
- Finance Team – for fiscal oversight and compliance
- MEAL Team – for reporting and data tracking
- Program Teams – for implementation alignment
- Support statewide coordination across Regional Network Hubs and subgrantees.
- Coordinate efforts with HQ Operations, GSC, Finance, and IT departments
**Job Requirements:**
**Education**
- Bachelor’s degree in Finance, Business Administration, Public Administration, or a related field
- Equivalent combination of education and experience may be considered
**Experience**
- Minimum of five (5) years of experience in grants management, procurement, and/or financial compliance.
- Demonstrated experience overseeing subrecipients or subgrantees, including monitoring and compliance.
- Proven exper
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