Ethiopia: USAID Contract Management for NGOs: An Introduction

Overview

Organizations traditionally receiving grants and cooperative agreements (assistance) from U.S. Government agencies sometimes consider expanding into the world of contracts (acquisition) as a prime or sub-contractor. The very premise of a contract in which the U.S. Government is the buyer (acquisition) entails a stricter relationship than a grantee would usually experience in an assistance environment. The risks of non-compliance are significant and the management involvement of the U.S. Government (or the prime contractor if you are a subcontractor) in the oversight and management of the work is greater.

• What are the important differences in the rules and regulations between a contract and a grant?
• What are the risks in administering a contract?
• What rules apply to contracts that aren’t applicable to grants?

While the workshop emphasis is on administering USAID contracts, the content will be just as useful and relevant to organizations receiving contracts from other U.S. Federal agencies.

This workshop covers critical contract administration/management areas and contract clauses while providing useful tools and procedures to ensure compliance and successful implementation. Designed to stimulate critical thinking on contractual oversight and implementation, participants will be engaged in practical discussions and exercises that focus on the administration of a contract after negotiation and award, the applicable regulatory clauses and effective procedures.

If your organization is new to contracts, or if you are a prime contractor partnering with organizations that are new to contracts, this workshop will give you key insights into:

1. making the strategic decision to bid on contracts,
2. conducting a thorough review of the Request for Proposal, and
3. submitting a winning proposal that can be implemented effectively.

Program Content

Participants will become familiar with U.S. Federal and USAID Acquisition terms and regulations. Topics will include managing the relationship with USAID including responsibilities of the COR (Contracting Officer Representative) vs. the CO (Contracting Officer) for approvals, budget management, sub-awards/subcontracts, and personnel. Contract administration issues related to cost principles, invoicing, source/nationality, contractor performance reviews, branding, audit, Defense Base Act insurance, fees, approvals, allowances, property, travel, taxation, and grants under contract will be addressed. The workshop also covers planning for the close-out process. This workshop combines instruction with discussion, small group format, practical exercises, and liberal opportunities for Q&A.

Learning Objectives

• Understand the differences in Assistance vs. Acquisition
• Become familiar with types of contracts
• Understand the roles USAID plays and who does what
• Receive practical advice on how to manage the relationship with USAID
• Develop familiarity with USAID contract terms and applicable regulations
• Receive reference tools for understanding day-to-day management of contracts
• Understand key contract administration areas such as approvals, source/nationality, audit, and more
• Review close-out planning from field and home office perspectives

Who Should Attend

Compliance Staff; Finance and Administrative Staff; Program Staff; Development Staff; outside Independent Auditors. The course level is Introductory to Intermediate. No advance preparation is required. Knowledge of grants/cooperative agreements is helpful as it forms a good baseline for comparing the differences with contracts.

InsideNGO is a global association of over 300 international relief and development organizations who share operational expertise, insights, and leading practices to better sustain organizations and support essential missions in changing times.

Register here!

Registration requires filling out a form that includes information such as your job title, organization, area of responsibility, and form of payment. If you have questions, please contact workshops@insidengo.org.