TITLE: Associate Director of Procurements

REPORTS TO: Director, ICAP Finance Unit


Reporting to the Director of Finance, the Associate Director of Procurements is responsible for the day-to-day management and administration of all ICAP New York-based procurement and accounts payable activities. Responsibilities include all New York-based purchase orders for equipment and supplies, consultant contracts, sub-agreements and sub-contracts executed under ICAP grants and contracts and accounts payable functions including wire payments, other methods of electronic payments and the administration of petty cash. Oversees a team of specialists who work in collaboration with other staff from ICAP New York, ICAP country offices, MSPH/Sponsored Projects Administration and Finance offices, CU Purchasing, Treasury and Accounts Payable offices.


  • Ensures the consistent application of Donor, University, and MSPH/ICAP rules, regulations, administrative policies and standards to all procurement actions and accounts payable activities.
  • Supervises a team of staff and ensures that staff is cross-trained to support the work of the immediate team and the work of the wider ICAP Finance Unit.
  • Reviews and internally approves all sub-agreements, consultancy contracts and complex procurements to ensure that donor and University requirements are fully addressed including relevant donor-required terms and conditions.
  • Serves as ICAP’s main point of contact with MSPH SPA and CU Purchasing/Accounts Payable to facilitate submission and approval of sub-recipient award packages, donor concurrence requests, wire requests, major procurements and other administrative actions.
  • Oversees all issues and requirements associated with ICAP NY facilities, property management, equipment and supplies including repairs, renovations and vendor relations.
  • Works collaboratively with others across ICAP, including country offices, in the design of procurement plans related to newly proposed projects and initiatives to ensure realistic costs, compliance, and mitigation of risk, and in the close-out of major awards and initiatives.
  • Works collaboratively with others across ICAP to design new and improved internal systems, tools, and templates to improve sub-recipient award monitoring, evaluation and compliance.
  • Coordinates the provision of training and technical support to ICAP country offices and ICAP sub-recipients, as needed to improve their administrative systems, monitoring capacity and financial management capacity
  • Leads the review and adaptation of ICAP SOPs related to sub-recipients awards, general procurements and accounts payable activities to ensure compliance with USG and CU requirements
  • Perform other duties as assigned.


  • Bachelor’s degree in finance, management or related  field of study


  • Minimum 5 years of experience in  finance or administration
  • Advanced knowledge of OMB Circular A-110, A-122, and A-133; Federal Acquisition Regulations: 22 CFR 226 and 22 CFR 228 and the grants policies of HHS (CDC and HRSA), NIH and USAID
  • Demonstrated experience in preparing and managing US Government grants and contracts
  • Demonstrated experience in exercising sound business judgment to wisely prioritize and successfully perform multiple and complex tasks under pressure
  • High level and effective interpersonal and both oral and written communication skills with staff and people from diverse cultures and backgrounds
  • Demonstrated proficiency in the use of Microsoft Office Suite (especially Word, Excel and PowerPoint).
  • Outstanding organizational skills with demonstrated ability to manage staff in the prioritizing of multiple projects with conflicting deadline pressures and competing priorities
  • Higher level critical thinking and complex problem solving and attentiveness to detail
  • Demonstrated experience working in a multi-disciplined, team environment consisting of various levels and types of employees
  • Integrity and professional discretion when handling confidential matters


  • Minimum of three years of supervisory experience
  • Experience working within an international non-profit or academic sponsored projects setting
  • Proficiency in speaking, writing and reading French and/or Portuguese is a plus


  • Requires periodic international travel, at times with short notice


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Columbia University is an equal opportunity and affirmative action employer. It does not discriminate against employees or applicants for employment on the basis of race, color, sex, gender, religion, creed, national and ethnic origin, age, citizenship, status as a perceived or actual victim of domestic violence, disability, marital status, sexual orientation, status as a Vietnam era or disabled veteran, or any other legally protected status.