Jr. Grants Specialist

The Jr. Grants Specialist is responsible for entering appropriate grants information into client’s assistance planning and financial systems and for maintaining and reconciling database containing grant award information, status and ownership. The Grants Coordinator will review and record incoming requisitions for grants funding for accuracy prior to handing the grants requisitions over to Grant Specialists. This individual will prepare and audit all award files for the approval of the client’s Agreement Officer for grants. This individual is also responsible for dissemination of grant documents to grantees, overseas missions and other client’s stakeholders. The Jr. Grants Specialist will serve as contact person for all requests from Washington and overseas offices concerning grants. The individual will ensure high level of quality control and serve as central information clearinghouse for all grant actions and correspondence. This includes the organization of the official grant files for year-end audits. The Jr. Grants Specialist will become familiar with client’s Program Planning, Tracking & Monitoring System and use this as a tool to share grant information with its client. The Jr. Grants Specialist will be responsible for processing administrative modifications and closing out of expired awards for the assigned portfolio.

This position supports the U.S. Agency for International Development (USAID), Bureau for Democracy, Conflict and Humanitarian Assistance’s (DCHA), Office of Food for Peace (FFP) which manages emergency and development food assistance projects.

KEY RESPONSIBILITIES

• Maintain a separate tracking system for use by the Grants Unit as well as FFP to monitor the status of each application request and develop a detailed status report documenting the specifics of each application from submission, review and approval, annual modifications to final close-out, including annual budget and funding data;
• Manage the receipt, duplication and distribution of Notifications of Funding Opportunities (NFOs), i.e., Annual Program Statement (APS) and Request for Application (RFA) materials, to include but not limited to concept papers and application submissions;
• Utilize USAID and FFP management information systems to enter data and generate award documents; including other USG management information systems, such as GLAAS, Phoenix, ASIST, etc., as well for research, reporting on progress and generating data to support report writing and information sharing;
• Track the receipt of, review and draft related approval documentation for awardee requests for approval, modifications to awards, and other changes to current awards.
• Track the receipt of, review, and provide feedback on program related reports including, but not limited to quarterly progress and financial reports, annual resource requests and annual results reports. Maintain a standardized electronic filing system for storing reporting documents;
• Assist in preparation and dissemination of guidelines for grants management  submissions, detailed implementation plans, annual, mid-term, and final reports, evaluations, related studies, and other documents required for awards (i.e., transfer authorizations, grants and/or cooperative agreements, etc.);
• Negotiate and prepare administrative modifications, post-award approvals, and/or other related instruments;
• Coordinate logistics, such as scheduling and administrative arrangements for meetings with awardees, USG officials, key stakeholders and others, as part of the program pre- and post-award processes and other arrangements, as appropriate.
• Coordinate the timely closeout of assistance awards and ensure that all documents have been submitted and that the awardee has complied with all grant/cooperative provisions. Assist in maintaining the client’s compliance with the Grants Oversight and New Efficiency Act (GONE) and USAID’s Automated Directives System (ADS).
• Prepare modifications and supporting documentation for the decommitment and deobligation of excess funds from expired awards; and
• Perform all assigned tasks independently with minimal supervision and/or work in teams, as needed.

ESSENTIAL FUNCTIONS

• Enter appropriate grants information into client’s assistance planning and financial systems and maintain and reconcile database containing grant award information.
• Review and record incoming requisitions for grants funding for accuracy prior to handing the grants requisitions to Grant Specialists.
• Negotiate and prepare administrative modifications, post-award approvals, and/or other related instruments, as assigned;
• Prepare and audit all award files for the approval of the client’s Agreement Officer for grants.
• Distribute grant documents to grantees, overseas missions and other client’s stakeholders.
• Coordinate the timely closeout of assistance awards and ensure that all documents have been submitted and that the awardee has complied with all grant/cooperative provisions. Assist in maintaining the client’s compliance with the Grants Oversight and New Efficiency Act (GONE) and USAID’s Automated Directives System (ADS).
• Utilize client’s Program Planning, Tracking & Monitoring System as a tool to share grant information with its clients.
• Perform any other tasks, as needed.

EDUCATION, EXPERIENCE AND SKILLS

EDUCATION:

• Bachelor’s degree with 1-4 years of work experience; or
• Less than BS/BA with 1-5 years of work experience
• MS/MA/MB with 3 years of work experience

EXPERIENCE:          

• Proven experience in records management, quality control, information management, customer service and/or negotiation, administration and closeout of awards (See “Education” section for number of years of required experience).

KNOWLEDGE, SKILLS AND ABILITIES:  

            Qualified candidates must possess:

• Excellent record keeping and organizational skills and exceptional attention to detail.
• Familiarity with Federal award life cycle including award management process and procedures
• Proficiency in basic Microsoft Office suite (including Word, Excel, PowerPoint) and/or Google suite (docs, slides, sheet).
• High level of integrity, professionalism including teamwork and ability to deliver within short deadlines, work under pressure and multi-tasking skill in fast-paced environment.
• Professional level communication skill in both oral and written forms.

U.S. Citizenship is required; selected candidate must be able to qualify for a government sponsored clearance.

PERFORMANCE CRITERIA

The employee is required to perform the duties and responsibilities of the position independently and with minimal supervision.  At the end of the probationary period and annually thereafter, the Jr. Grants Specialist will be evaluated against the following performance criteria:

Quality of Work – The extent to which the employee demonstrates problem solving, & corrective action skills, defines /meets client requirements and consistently pays attention to detail and produces high quality work product.  The extent to which the employee consistently produces thorough work with minimal errors. Timeliness of Deliverables – the extent to which the employee’s productivity level consistently meets/exceeds customer expectations and the employee effectively manages time and sets priorities to meet deadlines. The extent to which the employee provides timely and consistent service to customers (FFP, OAA and Recipients). Job Skills – the extent to which the employee has thorough conceptual knowledge and related rules, regulations, policies, procedures and utilizes good judgment and creative approach to position requirements. The employee must be willing to learn new concepts and regularly update her/his knowledge through independent research of current job-related materials to perform the duties and responsibilities. Professional Qualities – the extent to which the employee is results-oriented and organized.  The extent to which the employee exhibits high level commitment and willingness to do what needs to be done.  The extent to which the employee takes initiative and requires supervision.  The extent to which the employee is supportive to team members, consistently exhibits positive, constructive and cooperative attitude and integrity.  The extent to which the employee is courteous, polite and professional in his/her interactions with clients, OAA and colleagues. The extent to which the employee is willing to provide and receive constructive feedback. Interpersonal Relationships - the extent to which the employee strives to attain positive customer experience. The extent to which the employee consistently exhibits patience, attentiveness and readiness to handle any unexpected circumstances. The employee is expected to work in a cross-functional team-oriented environment.

Timeliness of Deliverables – the extent to which the employee’s productivity level consistently meets/exceeds customer expectations and the employee effectively manages time and sets priorities to meet deadlines. The extent to which the employee provides timely and consistent service to customers (FFP, OAA and Recipients). Job Skills – the extent to which the employee has thorough conceptual knowledge and related rules, regulations, policies, procedures and utilizes good judgment and creative approach to position requirements. The employee must be willing to learn new concepts and regularly update her/his knowledge through independent research of current job-related materials to perform the duties and responsibilities. Professional Qualities – the extent to which the employee is results-oriented and organized.  The extent to which the employee exhibits high level commitment and willingness to do what needs to be done.  The extent to which the employee takes initiative and requires supervision.  The extent to which the employee is supportive to team members, consistently exhibits positive, constructive and cooperative attitude and integrity.  The extent to which the employee is courteous, polite and professional in his/her interactions with clients, OAA and colleagues. The extent to which the employee is willing to provide and receive constructive feedback. Interpersonal Relationships - the extent to which the employee strives to attain positive customer experience. The extent to which the employee consistently exhibits patience, attentiveness and readiness to handle any unexpected circumstances. The employee is expected to work in a cross-functional team-oriented environment.

Job Skills – the extent to which the employee has thorough conceptual knowledge and related rules, regulations, policies, procedures and utilizes good judgment and creative approach to position requirements. The employee must be willing to learn new concepts and regularly update her/his knowledge through independent research of current job-related materials to perform the duties and responsibilities.

Professional Qualities – the extent to which the employee is results-oriented and organized.  The extent to which the employee exhibits high level commitment and willingness to do what needs to be done.  The extent to which the employee takes initiative and requires supervision.  The extent to which the employee is supportive to team members, consistently exhibits positive, constructive and cooperative attitude and integrity.  The extent to which the employee is courteous, polite and professional in his/her interactions with clients, OAA and colleagues. The extent to which the employee is willing to provide and receive constructive feedback.

Interpersonal Relationships - the extent to which the employee strives to attain positive customer experience. The extent to which the employee consistently exhibits patience, attentiveness and readiness to handle any unexpected circumstances. The employee is expected to work in a cross-functional team-oriented environment.

Physical Requirements

While performing the duties of this job, the employee is regularly required to talk, hear, and use hands to finger, handle or feel objects, tools, or controls.  The employee is occasionally required to reach with hands and arms.  Specific vision abilities required by this job include close vision.  The employee must occasionally lift or move up to 25 pounds.

This position description reflects Macfadden’s assignment of essential functions; nothing in this job description restricts the Company’s latitude to assign or reassign duties and responsibilities to this job at any time.