Outgoing Agreements (Grants) Associate Specialist
World Wildlife Fund (WWF) one of the world's leading conservation organizations, seeks an Outgoing Agreements (Grants) Associate Specialist.
In coordination with Technical Officers and Program Administrators, WWF's Outgoing Agreements (Grants) Team plays a central role in supporting WWF's conservation implementation partners. The outgoing agreements team members are responsible for administering grants, subgrants, and consulting agreements from issuance to closeout for their assigned portfolio of programs.
The Big Picture
As Outgoing Agreements (Grants) Associate Specialist, you will:
- Lead your portfolio's full lifecycle grant agreement management (from issuance to closeout);
- Ensure timely processing of partner deliverables (i.e. invoices, reports, etc.); and
- Provide excellent customer service to Program Administrators, Technical Officers, and external partners throughout the agreement lifecycle. Communicate effectively and timely with internal and external partners
- Draft 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.
- Facilitate and monitor internal review and approval process for new agreements or amendments. Coordinate with Legal Department for contract negotiation issues, secures authorized signatures, and facilitates final document distribution.
- Set up and maintain agreement records in the grant management system (Smart Simple) and accounting system (Workday). Troubleshoot agreement and supplier integration and payment processing issues through the grants management and accounting systems.
- Ensure completeness of outgoing agreement records and supporting documents across systems, in accordance with WWF policy and audit standards.
- Process agreement payments in timely manner, in accordance with WWF policies and procedures. Monitor and clear advances and record expenses for conditional grants.
- Monitor compliance with agreement deliverable requirements, including following up on outstanding submissions. Ensure financial or project reports are acknowledged and routed to appropriate individuals for review in a timely manner.
- In coordination with Program Administrators (PAs), process journal entries in Workday throughout agreement (e.g., agreement accounting reclasses, obligation adjustments, assistance with year-end accruals for grants, etc.) lifecylcle. Ensure entries adhere to WWF's accounting policies.
- Draft and process amendments for grants and consultancies, as needed.
- Close out agreements following WWF policies and procedures, coordinating with Program Administrators and Technical Officers, accordingly.
- Provide excellent customer service to Program Adminstrators, Technical Officers, and external partners throughout agreement lifecycle. Communicate effectively and timely with internal and external partners. Meet regularly with internal partners to coordinate on deliverables status, closeouts, etc.
- Meet outgoing agreement and payment processing lead-time standards. Ensure processing status is up to date and accurate in the grant management system to provide real-time visibility to Program Administrators and Technical Officers.
- Backstop other Outgoing Agreements Team (OAT) members on an adhoc basis during outages or surges.
- Perform other duties as assigned.
- A Bachelor's degree and minimum of two years of experience (including direct expereince in grants and contracts administration, grant management, or grant accounting)
- Working understanding of the grants management cycle and basic grant accounting principles (including FASB accounting)
- 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)
- Familiarity with U.S. Government-funded grants is highly desirable
- 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 #23121
- 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.