World Wildlife Fund (WWF), one of the world's leading conservation organizations, seeks an Outgoing Agreements Senior Specialist.
Under the direction of the Outgoing Agreements Manager, supervises the administration of outgoing agreements from issuance to close-out for assigned programs. Ensures system and administrative technical assistance to program staff, program administrators and others (might include grantees, consultants and/or WWF-US Country Offices), including agreements issuance, tracking of project deliverables, payments to recipients, processing journal entries in Workday (e.g., reclasses, assistance with year-end accruals for grants, etc.) and agreements close out. Ensures that financial, contractual, and administrative information of outgoing agreements is accurate and well-organized in WWF Operations Systems (Panorama: SmartSimple &Workday). Ensures deadlines are met, and problems or inconsistencies are addressed or escalated. This role includes supervising and mentoring Associate Specialists as well as the direct administration of a portion of the assigned program portfolio. This role also includes supporting the Outgoing Agreements Manager in responding to technical questions and issues across the Outgoing Agreements Team (OATs) unit.
For Assigned Portfolio (80%):
- Supervises a sub-team of Associate Specialists in the administration of grant and consultant agreements, including:
- Drafting agreements, ensuring that pertinent Prime Donor provisions are included, as applicable. Contacting new consultants and grantees to gather documents such as payment details and tax forms.
- Preparing paperwork and routing agreement for approval, securing signatures and distributing documents to appropriate parties.
- Processing agreement payments in a timely manner and in accordance with WWF policies and procedures.
- Monitoring and clearing advances and recording expenses for conditional grants.
- Monitoring compliance with deliverable requirements, including following up on outstanding submissions.
- In coordination with Program Administrators (PAs), processing 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.)
- Processing amendments for grants and consultancies, as needed.
- Closing out agreements in accordance with WWF policies and procedures and coordinating with PAs and Technical Officers, accordingly.
- In addition to sub-team supervision, administers a portion of the assigned portfolio directly. Provides or ensures backstopping support for the assigned portfolio during workload surges or outages.
- Ensures that outgoing agreement workstream lead time standards are met for themselves and their direct reports. Supports their direct reports in answering day to day questions, resolving system issues, or addressing other delays that may prevent timely processing. When necessary, escalates more complex or systemic issues to the Outgoing Agreements Manager.
- Ensures the accuracy and completeness of information and files pertaining to agreements across multiple systems. Monitors their direct reports' compliance with WWF accounting and recordkeeping policies and procedures.
- Trains, coaches, and conducts periodic performance reviews of their direct reports, ensuring consistent processes are followed and departmental standards are met.
Cross-Portfolio Support (20%):
- Assists the Outgoing Agreements Manager in responding to ITWorks tickets for the full OATs unit. Troubleshoots agreement and supplier integration and payment processing issues through the grants management and accounting systems.
- Backstops the Outgoing Agreements Manager in responding to day-to-day questions and issues arising across the full OATs unit.
- Performs other duties as assigned.
- A Bachelor's degree and a minimum of five years of relevant experience.
- Three years of experience in contract administration or subgrants management.
- A working understanding of basic accounting principles and demonstrated experience using financial software packages is required.
- Previous supervisory experience is strongly preferred.
- Familiarity with U.S. Government-funded projects 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, Access)
- Committed to building and strengthening a culture of inclusion within and across teams.
- Identifies and aligns with WWF's core values: Courage, Integrity, Respect, and Collaboration:
- Demonstrates courage by speaking up even when it is difficult, or unpopular.
- Builds trust with colleagues by acting with integrity, owning mistakes, and holding oneself accountable.
- Welcomes other points of view and ideas, recognizing and embracing different and contrary perspectives with kindness, curiosity, and encouragement.
- Makes conscious efforts to promote cooperative practices, behaviors, and ways of working across many groups and individuals.
WWF is committed to maintaining a safe and healthy workplace and requires all US-based staff to be fully vaccinated for COVID-19. WWF will consider requests for accommodation from the vaccine requirement based on disability, medical contraindication, sincerely held religious belief, or any other category protected by federal, state, or local law.
- Submit cover letter and resume through our Careers Page, Requisition #23090
- 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.