Senior Contracts and Grants Coordinator

Senior Contracts and Grants Coordinator, Finance

Location:
District of Columbia
United States

POSITION TYPE: Employee: Full Time, US

POSITION TITLE: Contracts & Grants Senior Coordinator

DIVISION: Finance

REPORTS TO: Senior Director of Contracts and Grants

FSLA STATUS: Non-Exempt

Project HOPE is an international NGO of more than 900 engaged employees and hundreds of volunteers who work in more than 25 countries, responding to the world's most pressing global health challenges. Throughout our 60-year legacy, Project HOPE has treated millions of patients and provided more than $3 billion worth of medicines to local healthcare organizations around the world. We have helped build hundreds of health programs from the ground up and responded to humanitarian crises worldwide.

Code of Conduct

It is our shared responsibility and obligation to treat each other with respect, take affirmative steps to prevent matters involving Sexual Exploitation & Abuse and Trafficking in Persons, and to disclose all potential and actual violations of our Code of Conduct, which may include Conflicts of Interest, Fraud, Corruption, Discrimination or Harassment. Together we can reinforce a culture of respect, integrity, accountability and transparency.

POSITION SUMMARY:

The Sr. Coordinator will be responsible for tracking and retaining department records, files, SharePoint page, Shared Folders, trackers, and other relevant documentation. Monitors and updates the Awards and Subawards databases and System(s) to ensure the metadata is current. Communicates, collaborates, and follows up with various departments and team members to ensure accurate and final records and data are in place on time and in compliance with the organization and donors' policies and regulations.

PRINCIPAL RESPONSIBILITIES:

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation. The tasks listed represent the nature and level of work assigned and are not necessarily all-inclusive.

* Track, collect, and maintain records in accordance with the internal filing procedures.

* Locate and enter a wide range of information and documentation related to prime and subawards into PH's different tracking systems, e.g., Awards Management System/Database, the Subrecipient Tracker/Database, and Other Data Tracking Sheets.

* Maintain data integrity and ensure all information is organized and easily trackable by following standard operating procedures related to filing, data management, including tracking, sorting, formatting, and organizing documentation to capture fully executed prime and subawards and associated fully executed modifications, required tools, and reports.

* Conduct an in-depth review of sub/agreement files to ensure that sub/award documents comply with their awards' terms and conditions, e.g., conduct internal compliance reviews for accuracy, timeliness, and completion of the respective documents or as guided by the Contracts and Grants Director.

* Support C&G with the compliance review of sub/award files relating to supporting documents and ensure proper and/or required subrecipient documentation is on file. For instance, review prior to audits to identify areas for improvement related to the contract and grant management documentation.

* Run simple data queries and metrics for the Awards Mailbox tracker on a quarterly basis and/or for similar or other activities upon request to validate the information for the C&G Director.

* Help maintain and update the Grants & Contracts SharePoint page, web-based training, and compliance notifications. Provide administrative and logistical support for meetings, travel, and event planning.

* Maintain an electronic library of C&G's various templates and SOPs related to contracts and grants procedures.

* Provide support for training and capacity-building activities. Coordinate the administration of sub/award compliance and onboarding training for project staff based at headquarters and in the field, which includes scheduling sessions, managing participant sign-up and invites, overseeing logistics for live sessions, supporting trainers as needed, and distributing post-training materials and surveys.

* Contribute to the development of operational guidance and training materials of the C&G department as deemed necessary or directed by the Contracts and Grants Director.

* Provide cradle-to-grave administrative support for C&G compliance activities. Support the review of the award and subaward documentation for completion, assist with internal compliance reviews, and perform tasks as requested, intended to help ensure prime awards and subawards across the various portfolios are compliant.

* Monitor the Sub/awards for closeout purposes to ensure the respective POC is notified on a timely basis prior to the end date for the Sub/award.

* Be responsible for ensuring the subaward audit and TIP certifications, as applicable, are collected and filed.

* Track FFATA report applicability and ensure FFATA reporting in SAM.gov for all first-tier subawards is timely completed.

* Be responsible for Bridger Insight (BI) administration to create new accounts and/or activate inactive accounts for PH staff.

* Conduct trainings as needed e.g. record retention, AMS, BI, etc. training sessions.

* Meet with various teams, as needed, e.g., GOF, Procurement, Finance, Legal, HA, etc., to collect the required data and/or documentation.

* Provide support in procurement activities and any other tasks assigned by your supervisor.

MINIMUM QUALIFICATIONS:

* Bachelor's Degree (or international equivalent) in a related field.

* Minimum of three (3) years' experience in a fast-paced office environment, with at least two (2) years of related experience. An equivalent combination of related education and experience may be substituted.

* Proficient in MS Office applications, including Word, Excel, PowerPoint, Access, SharePoint, and basic knowledge of graphic design and Adobe Acrobat.

* Able to pick up new technologies and systems quickly.

* Excellent organizational and administrative skills. Able to manage and organize large amounts of information.

* Excellent attention to detail. Able to create, maintain, and enter information into databases with a high degree of accuracy.

* Basic knowledge of filing systems and database management best practices.

* Basic knowledge of creating process documentation.

* Able to multi-task, prioritize and meet deadlines in ambiguous and fast-paced global environments.

* Excellent communication skills, both verbal and written.

* Excellent collaboration and customer service skills.

* Strong analytical and problem-solving skills. Able to think creatively and approach tasks or problems in a new or different way.

* Demonstrated ability to work in a multicultural environment.

* Strong desire to learn.

PREFERRED QUALIFICATIONS:

* Advanced computer skills: MS Office applications, including Word, Excel, Adobe Acrobat, PowerPoint, Access, SharePoint, and knowledge of graphic design.

* Ability to write well with strong attention to detail in order to compose reports, presentations, and emails in an organized, logical, and concise manner.

* Experience responding to audit inquiries, working closely with external parties to ensure a high degree of compliance.

* Knowledge of and experience working in contexts that support and execute U.S. Government procurement processes, contracting and grant procedures, regulations, and policies (i.e., FAR, 2 CFR 200 cost principles).

PHYSICAL DEMANDS
ENVIRONMENT:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Physical demands:

• While performing the duties of this job, the employee must be mobile in an office environment and able to use standard office equipment.
• Must be able to communicate in verbal and written form, and must be able to travel internationally.
• Project HOPE employees may be required to travel or work in countries where working conditions are classified as "hardship."

Work environment:

• Typical office environment with exposure to a minimal noise level.
• Emergency deployments may be in resource-deprived environments with austere living conditions.
• Travel for extended periods may be by air and/or other modes of transportation.
• While international travel is not a regular part of every job, programmatic needs may require it intermittently.
• Project HOPE employees may be required to travel or work in countries where working conditions are classified as "hardship."
  
  

Salary range starting at $71,000-89,00 per year. Compensation for the role is dependent on several factors, including a candidate's qualifications, skills, and experience. Project HOPE offers comprehensive benefits as part of the total compensation package, including health, dental, vision, and life insurance, 403(b), paid leave, and much more. For more information about our benefits, please visit our benefits page.

Due to the large number of inquiries we receive, only candidates who have met the required experience & qualifications for this position will be considered. No phone calls please.

However, since we are active around the world in the field of public health, we may wish to retain your CV in our database for other/future opportunities, unless you direct us otherwise.

Notice to applicants: Project HOPE does not conduct direct solicitation/recruitment via email. Project HOPE never asks job applicants for payment or financial information at any stage of the recruitment process. Project HOPE will never send you a third-party check and ask you to cash it. If you have been recruited via email, please contact Compliance@projecthope.org

Thank you very much for your interest in Project HOPE!