Subgrant Business Systems & Procurement Operations Manager

International Rescue Committee•San Diego, CA

5d•Hybrid

About The Position

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.

Requirements

Bachelor’s degree in Finance, Business Administration, Public Administration, or a related field (Equivalent combination of education and experience may be considered).
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.
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.

Nice To Haves

Experience working within multi-site or statewide programs is strongly preferred.
Experience developing and implementing systems to support procurement and finance.

Responsibilities

Develop and disseminate procurement minimum standards guidance aligned with federal, state, and donor requirements.
Create standardized procurement procedures, templates, and toolkits to support subgrantee compliance and consistency.
Assess subgrantee capacity prior to selection and develop individualized workplans to ensure 100% of subgrantees adopt compliant procurement policies before fund disbursement.
Design and implement a comprehensive procurement training plan covering allowable costs, procurement procedures, and financial compliance requirements.
Ensure 100% of subgrantees complete required procurement and financial management trainings.
Provide ongoing technical assistance and coaching to strengthen procurement and financial systems.
Lead pre-award risk assessments for all subgrantees, including financial systems review, internal controls and procurement practices, and audit history and compliance capacity.
Collaborate with Finance and Partnerships teams to determine risk-based monitoring levels and funding structures.
Develop and implement standardized financial tracking systems and reporting templates for subgrantees.
Ensure all subgrantees track distribution of goods, procurement processes, and associated expenditures.
Provide guidance and capacity building to subgrantees on safe, compliant distribution of goods.
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.
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.
Monitor and report on procurement compliance metrics, including % of funds expended in compliance with procurement standards, subgrantee adherence to reporting timelines, and completion of trainings and policy adoption.
Collaborate with MEAL to integrate procurement compliance into broader performance tracking systems.
Work closely locally with Finance Team, MEAL Team, and Program Teams.
Support statewide coordination across Regional Network Hubs and subgrantees.
Coordinate efforts with HQ Operations, GSC, Finance, and IT departments.