Contracts & Grants Specialist (Awards and Systems Management)

Contracts & Grants Specialist (Awards and Systems Management), Finance

Location:
District of Columbia
United States

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 Contracts & Grants
Specialist (Awards and Systems Management) will be responsible for
key pre-award activities, including leading kick-off meetings in coordination
with cross-functional teams, tracking donor restrictions, facilitating targeted
training sessions, and supporting the specific reviews, development, digitization,
and refinement of systems, procedures, templates, and compliance
frameworks.

We are seeking a Contracts &
Grants Specialist (Awards and Systems Management) to strengthen Project HOPE's
award lifecycle management by contributing to proposal development, advancing
systems and tools, and demonstrating robust pre-award expertise.

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.

Pre-Award Support

Contribute to the funding opportunities review and identification, and proposal development to the extent required and needed, especially with a focus on acquisition mechanisms.
Collaborate with cross-functional departments, ensuring alignment with the identified opportunities and adherence to donor compliance standards.
Contribute to reviewing and drafting comprehensive and precise clarification questions pertaining to identified funding opportunities, facilitate inquiries, and submit to the relevant stakeholders as required.
Serve as the point of contact with relevant stakeholders for communications post-proposal submission, including addressing feedback, responding to inquiries, and executing follow-up actions as needed.
Develop and maintain award compliance tools, including the Award Compliance Matrix and the Award Requirements Tracker, to capture donor restrictions and lead the award kick-off meetings' contractual and compliance portion in collaboration with other departments.
Conduct comprehensive reviews of pre-award documentation related to subrecipient selection during proposal development, e.g., Teaming Agreements, NDAs, Risk and Capacity assessments.
Collaborate with the business development department to review various prime award and subaward mechanisms, offering strategic compliance and operational guidance as needed.
Participate in subrecipient risk assessment meetings scheduled/coordinated by the program team and lead the meetings/calls to provide expert-level support to ensure the integrity and feasibility of proposed subawards.

Review and
Compliance Support
Provide support with specific and assigned reviews of various requests, including but not limited to regulatory requirements, systems development, awards, subawards, amendments, and associated policies and procedures to provide informed guidance on recommended actions or approvals, as appropriate.
Liaises with program teams to ensure the timely scheduling of subaward kick-off meetings and actively participates in these sessions, leading the contractual and compliance components to ensure subrecipients receive a comprehensive and clear understanding of all applicable requirements and obligations.
Render support in executing designated and varied compliance-related activities, as necessitated by departmental mandates and operational priorities.
Provide guidance and assistance to requesters and PH staff on the utilization of updated tools, templates, and procedures to ensure strict adherence to applicable regulatory and organizational compliance requirements.
Facilitate the review, refinement, and oversight of awards and subawards monitoring processes and protocols to ensure optimal efficacy and compliance.
Engage collaboratively with cross-functional teams to support closeout activities by leveraging existing C&G closeout tools or by developing and recommending novel tools as deemed necessary to enhance efficiency and effectiveness.

Coordination
and Development Support
Foster cross-departmental collaboration to design, refine, and optimize awards management systems, including the digital transformation and standardization of templates for awards, subawards, and their associated tools.
Engage in cross-functional coordination with both inter- and intra-departmental stakeholders to monitor the closeout process and status of awards and subawards within internal systems and tracking tools, ensuring timely resolution of outstanding matters.
Coordinate with cross-functional teams, particularly program units and country offices, to identify key focal points for strengthening and ensuring adherence to awards, subawards, organizational, and C&G procedures, while also designating C&G Champions within relevant teams to facilitate ongoing collaboration and procedural alignment.
Deliver support across a range of training initiatives, encompassing, but not limited to, continuous procedural updates, regulatory frameworks, and the effective utilization of tools and standardized templates.
Oversee and ensure systematic collection, dissemination, and secure archiving of pertinent documentation within the C&G filing systems to uphold record retention and compliance standards.
Any other task assigned by the supervisor as deemed necessary.

MINIMUM QUALIFICATIONS:
Bachelor's degree in business (or international equivalent), or a related field.
Minimum of five (4) years of increasingly responsible experience in federal and/or private contracts/grants management. An equivalent combination of related education and experience may be substituted.
Experience in identifying funding opportunities and contributing to proposal development.
Experience in utilizing diverse awards and subawards management systems, providing insights for enhancing and/or developing awards management systems.
Experience in managing SharePoint, and adept at digitizing and transforming templates to optimize workflow and operational efficiency.
Adept at composing reports, presentations, memoranda, emails, awards, solicitations, and various written communications in a structured, coherent, and succinct manner. Exceptional writing proficiency, meticulous attention to detail, and impeccable command of grammar are significant.
Demonstrated knowledge of FAR and CFR (e.g., Uniform Guidance) and other donor rules and regulations.
Possesses comprehensive expertise in the entire lifecycle of prime award and subaward management, with a robust understanding of diverse subaward mechanisms and the pertinent application of donor and client flow-down requirements.
Demonstrated organizational acumen, particularly in managing time-critical and deadline-driven tasks with efficiency and precision.
Demonstrates a proactive, collaborative mindset coupled with expertise in cultivating robust partnerships within diverse and global contexts.
Demonstrated experience in designing, coordinating, and facilitating both in-person and virtual training sessions.
Possesses advanced analytical and creative problem-solving abilities, with a demonstrated capacity to effectively multitask, prioritize, and meet deadlines within dynamic and complex global settings.
Proficient in MS Office applications, including Word, Excel, PowerPoint, Outlook, SharePoint, and basic knowledge of graphic design and Adobe Acrobat.

PHYSICAL DEMANDS AND
WORK 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 $___TBD____ 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.