Project HOPE
Contracts & Grants Specialist (Awards and Systems Management)
Project HOPE, Washington, District Of Columbia, United States, 20001
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. 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: 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: 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
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. 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: 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: 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