USAID Subaward Management

Practical for both prime recipients and subrecipients, this course covers USAID regulatory requirements, processes for selecting local partners, assembling appropriate subaward packages, and managing risks. Participants can practice conducting partner assessments, identify appropriate subaward mechanisms, and implement effective performance monitoring best practices.

Use this USAID subaward management training to build capacity to refine systems or become direct recipients. This course can be an integral part of a subrecipient’s plans to qualify as direct recipients of USAID awards as part of USAID’s co-partnering and self-reliance goals.

Throughout the course, the facilitators as well as the course material emphasize strengthening and building collaborative relationships between pass-through entities and subrecipients based on trust and accountability.

• Learn the applicable USAID rules, regulations, and other requirements related to subaward management
• Identify & manage risks in subaward management using pre-award assessments and other tools
• Identify the different types of subawards and know when to use each type
• Determine how to select subrecipients, and monitor and evaluate their performance
• Build appropriate subaward packages
• Take appropriate steps to close-out subawards

• Any NGO staff who work in programs that USAID subawards, such as:
  Prime recipient/Pass through entity staff who manage or support subawards
• Staff at subrecipient organizations who implement or support the work of subawards
• Staff who ensure accountability or compliance of program implementation work.

If you’re still not sure if this is the right course, feel free to contact us and we’ll help you!

Humentum’s self-directed and focused trainings put the learner first. Connect and engage with peers from around the world, while learning through a series of engaging videos, assignments and readings. An expert facilitator will guide you.

The platform is open for a set number of weeks, and you can log-in to work at your own pace whenever convenient. You’ll find our learning platform easy to navigate, with clear guides and instructions. You can find out more about our online training platform by watching this video.

Each week, the following module will become available. To proceed to the next module, you’ll need to earn points for completing various tasks (such as watching videos, reviewing resources, and interacting with others). The more tasks you complete, the more points you’ll earn.

We estimate this training requires 5-7 hours per week, depending on your pace of learning, and previous experience.

Week 1

We set the scene with an overview of some important concepts for effective subaward management. In the first week, we also cover prior approvals, the purpose of using subawards, and risk management.

Overview of Subawards

• What are subawards?
• Subrecipient vs. contractor determination
• Setting up the subaward: Prior approval
• Subawards prime and subrecipient roles

Prior Approval Requirements

• Identifying subawards
• Prior approval process
• Second tier subrecipients
• Concepts of subaward risks
• Types of subaward risk

Why We Need to Use Subawards

• Subawards and procurement
• Difference between subawards and memorandum of understanding
• Definition of MoU
• Subawards prime and subrecipient roles

Identifying Types of Subaward Risks

• Subawards risk management
• Identifying risks
• Risk management through subaward files

Week 2

Week 2 continues with a focus on pre-award assessment and managing risks as we look at how we assess and address risks in subaward partnerships.

Components of Pre-Award Assessment

• Purpose of conducting a pre-award assessment
• Components of pre-award assessments
• Assessing/Analyzing pre-award assessment data
• Responsibilities of pass through entity for pre-award assessments

Methods and Resources

• Methods for managing risks
• Specific/special conditions
• Resources required to manage risks
• Objectivity in risk management

Week 3

In Week 3 we focus on how to go about selecting a subrecipient, and look at the different mechanisms you can choose from.

Competitive Process for Selecting Subrecipients

• Competitive mechanisms
• Components of request for application/proposals
• Competitive process for subawards
• Establishing milestones/deliverables
• Funding/subaward mechanisms

Different Types of Subaward Mechanisms

• Subagreements/subgrants
• Fixed amount subawards

Request for Application Documents

• Selection of subrecipients
• Criteria for selecting subrecipients
• Pre-selection of subrecipients

Building a Subaward Package

• Components of a subaward package
• Basis for issuing and managing special conditions
• Subaward package negotiations

Week 4

We round off the course with a look at how to conduct monitoring, including monitoring of current activities, revisiting the prior results of monitoring, and financial monitoring. We also examine the link between monitoring and risk assessment.

Purpose of and Issues to Consider in Monitoring

• Purpose of monitoring
• Risk indicators
• Risk assessment
• Monitoring documentation

Options for Payments and Monitoring Through Financial Report

• Indicators of good financial systems
• Payments
• Financial reports

Process for Closing Out and Documenting Sub-Award Close-Out

• Close out steps
• Inventory management and equipment disposal
• Documenting close-out process

Wrap Up

• Regulatory references

Upon completion, Humentum provides a certificate of attendance for this course.

Humentum encourages teams to attend this course together.

We offer a 15% discount for groups of 5 or more to attend this course.

Learn about our Organizational Training Package for members – an offer that allows even more flexibility and cost savings for your organization – starting at groups of 15 or more.

Humentum members receive a 10% discount off this course. When registering, ensure you use your organizational email address. Your member discount will then be automatically applied at checkout. Having trouble? Contact us at workshops@humentum.org.