Outgoing Agreements (Grants) Associate Specialist - 24036

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

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.
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, 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.
  • A Bachelor’s degree and minimum of two years of experience 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).
  • 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, 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.

To Apply:

  • Submit cover letter and resume through our Careers Page, Requisition #24036
  • 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.