Subawards Associate Specialist (Outgoing Agreements) - 25023

about 1 month ago
Full time role
In-person · Washington, DC, US... more

Overview

World Wildlife Fund (WWF), one of the world’s leading conservation organizations, seeks a Subawards Associate Specialist (Outgoing Agreements).

 

Location: Washington D.C.

 

Reporting Structure: Reports to the Sr Specialist, Outgoing Agreements. 

 

Position Length: Full Time, Regular.

 

 

 

Major Function

 

Under the direction of the Outgoing Agreements Manager, administers outgoing agreements (i.e. grants, subgrants and consulting agreements) from issuance to close-out for assigned programs.  Provides system and process support to program staff, program administrators and external partners.  Ensures that financial, contractual, and administrative information related to outgoing agreements is accurate and well-organized in WWFUS’s operations systems (Panorama: SmartSimple &Workday).  Ensures that lead-time standards and deadlines are met, and that any issues are promptly addressed.

 

Salary:  The expected compensation range for this position is $56,400 - $70,600.

 

Responsibilities

Grants and Contracts Administration

 

  • Drafts outgoing agreements (i.e. grants, subgrants and consulting agreements), incorporating scopes of work and budgets, and ensuring that pertinent Prime Donor provisions are included. 
  • Contacts new consultants and grantees to gather documents such as payment details and tax forms.
  • Facilitates and monitors the internal review and approval process for new agreements or amendments. 
  • Coordinates with the Legal Department for contract negotiation issues, secures authorized signatures, and facilitates final document distribution.
  • Sets up and maintains agreement records in the grant management system (Smart Simple) and accounting system (Workday).
  • Troubleshoots agreement and supplier integration and payment processing issues through the grants management and accounting systems.
  • Ensures the completeness of outgoing agreement records and supporting documents across systems, are in accordance with WWF policy and audit standards.  
  • Processes agreement payments in a timely manner and in accordance with WWF policies and procedures. 
  • Monitors and clears advances and records expenses for conditional grants.
  • Monitors compliance with agreement deliverable requirements, including following up on outstanding submissions.
  • Ensures that financial or project reports are acknowledged and routed to appropriate individuals for review in a timely manner.
  • In coordination with Program Administrators (PAs), processes journal entries in Workday throughout the lifecycle of the agreement (e.g., agreement accounting reclasses, obligation adjustments, assistance with year-end accruals for grants, etc.).
  • Ensures that entries adhere to WWF’s accounting policies. 
  • Drafts and processes amendments for grants and consultancies, as needed.
  • Closes out agreements following WWF policies and procedures, coordinating with Program Administrators and Technical Officers, accordingly.
  • Provides excellent customer service to Program Adminstrators, Technical Officers, and external partners throughout the agreement lifecycle. 
  • Communicates effectively and timely with internal and external partners. 
  • Meets regularly with internal partners to coordinate on deliverables status, closeouts, etc.
  • Meets outgoing agreement and payment processing lead-time standards. 
  • Ensures that processing status is up to date and accurate in the grant management system to provide real-time visibility to Program Administrators and Technical Officers.
  • Backstops other Outgoing Agreements Team (OAT) members on an adhoc basis during outages or surges.
  • Performs other duties as assigned.

Qualifications

Key Competencies

  • Attention to Detail and Accuracy:  Ability to ensure completeness and accuracy in documentation managing agreements, financial transaction and compliance with policies. Responsible for incorporating a small number of documents into one cohesive agreement; may edit language for consistency in the agreement and format tables or images.
  • Communicative: Aptitude for clear and concise communication to internal stakeholders on requirements and next steps necessary, as well as responding to recipient inquiries as needed.
  • Organized: Capacity to simultaneously track several important tasks such as agreement approvals, start and end dates, receipt of deliverables, payment deadlines and documentation required to process payments, etc.
  • Collaboration and Teamwork: Proficiency in collaborating across the organization with various departments (Legal, Program Administrators, Technical Officers, etc)
  • Analytical: Acumen in analyzing submitted materials and if necessary, suggest edits. Identify trends or areas of improvement and enhancements within a portfolio and/or overall outgoing agreement processes as the team continues to grow.

    •  

    Required Skills and Experience

    • A Bachelor’s degree and minimum of two years of experience in grants and contracts administration, grant management, or grant accounting; or relevant work experience.
    • Working understanding of the grants management cycle and basic grant accounting principles (including FASB accounting).
    • Familiarity with U.S. Government-funded grants is highly desirable.
    • Excellent organizational, quantitative, and analytical skills.
    • Ability to effectively prioritize and produce high-quality work under time constraints.
    • Excellent communication and interpersonal skills.
    • Must possess customer service orientation, collaboration, and problem-solving skills, work well independently and on teams with time management skills to meet imposed deadlines.
    • Demonstrated ability to use word processing, database, and spreadsheet software packages (Word, Excel, PowerPoint, and Access).
    • Committed to building and strengthening a culture of inclusion within and across teams.
    • Identifies and aligns with WWF’s core values:
      • COURAGE – We demonstrate courage through our actions, we work for change where it’s needed, and we inspire people and institutions to tackle the greatest threats to nature and the future of the planet, which is our home.
      • INTEGRITY – We live the principles we call on others to meet. We act with integrity, accountability, and transparency, and we rely on facts and science to guide us and ensure that we learn and evolve.
      • RESPECT – We honor the voices and knowledge of people and communities that we serve, and we work to secure their rights to a sustainable future.
      • COLLABORATION – We deliver impact at the scale of the challenges we face through the power of collective action and innovation.

     

    To Apply:

    • Submit cover letter and resume through our Careers Page,  Requisition #25023.
    • Due to the high volume of applications we are not able to respond to inquiries via phone.

     

    As an EOE/AA employer, WWF will not discriminate in its employment practices due to an applicant’s race, color, religion, sex, national origin, age, marital status, genetic information, sexual orientation, gender identity and expression, disability, or protected Veteran status. WWF values diversity and inclusion and welcomes diverse candidates to apply.