Subgrant Business Systems & Procurement Operations Manager

Subgrant Business Systems & Procurement Operations Manager

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

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 experience working with federal and/or state-funded programs and associated regulatory requirements.
• Experience developing procurement policies, procedures, and conducting risk assessments to inform oversight approaches.
• Experience working within multi-site or statewide programs is strongly preferred.
• Experience developing and implementing systems to support procurement and finance

Core Competencies

• Strong knowledge of federal procurement standards, allowable cost principles, and financial monitoring and audit requirements.
• Experience using financial, procurement, and grants management systems
• Strong analytical, organizational, and problem-solving skills, with the ability to manage complex processes and competing priorities.
• Ability to translate complex compliance and regulatory requirements into clear, practical tools, guidance, and processes.
• Excellent training, facilitation, and stakeholder engagement skills, with the ability to support diverse partners and audiences.

Working Environment:

• This position operates in a hybrid or remote work environment, with periodic field engagement across the service delivery area to support program implementation and partner oversight.
• Requires semi-frequent travel throughout the State of California, including visits to Regional Network Hubs and subgrantee sites, as well as participation in procurement and financial management trainings and technical assistance activities.
• Involves active participation in both in-person and virtual meetings, convenings, site visits, and statewide coordination meetings.

Compensation: (Pay Range: $81,252.89 - $93,120.65). Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.

Professional Standards

All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.