Provide on-going support to the Foundation’s incoming and outgoing award procedures by serving as point of contact on key systems and coordinating the operational needs of the Awards and Compliance team.
- Awards and Compliance System Support:
- Serve as the primary administrative contact for award tracking systems and other compliance related software, including the writing of training materials and orienting new users
- Liaise with IT and members of the Medical and Scientific Affairs and Corporate services teams for system maintenance and data entry
- Serve as the Administrative Manager for the Foundation’s Contracts and Grants Information System (CGIS) working closely with the IT department to ensure changes, corrections, and enhancements to the system are completed as needed.
- Serve as the primary data entry person in CGIS during the outgoing award process.
- Support the Foundation’s sub-award closeout process. Make all final de-obligation and closeout entries in CGIS.
- Identify, update, and provide status reports on sub-awards, contracts, and task orders as requested by the A&C team and using Foundation’s Contracts and Grants Information System.
- Ensure that award information on sub-awards is kept up-to-date in the Contracts and Grants Information System and that relevant CGIS reports are provided and analyzed.
- Perform data entry and system administrative functions for the Foundation’s global Procurement System, Verian. This includes but is not limited to: managing and updating reports, adding and editing users, monitoring new vendor additions, performing bulk uploads of relevant data, updating manuals and training materials, and providing administrative support to country teams as needed.
- Support countries with the roll-out or re-design of the WASP inventory system where applicable.
- Awards and Compliance Country Support
- Under the guidance of either the Associate Director, Awards & Compliance or an Awards and Compliance Officer provide back-up support to countries as needed. Support activities may include:
- Review transactions for accuracy and compliance in accordance with the Foundation’s policies and procedures, and donor terms.
- Obtain sub-award approvals in accordance with the Foundation’s signature authority policy as well as scanning, filing and returning sub-award packages to the country offices.
- Create and maintain tracking spreadsheets to track the status of DC approvals on award packages.
- Complete reviews and ensure submission of annual inventory reports.
- Organize, participate in and take notes at operational country team meetings.
- Assign awards numbers for outgoing awards.
- Provide other support to countries teams as needed including but not limited to customizing templates, training on tools and templates, etc.
- Other Duties:
- Assist with writing and updating departmental policies and procedures applicable to the position. As needed provide editing to departmental policies and procedures.
- Establish a strong rapport with team members to facilitate proactive and supportive communications.
- Create and update tracking sheets, templates and tools as needed.
- Assist team members with development of tools as needed.
- Coordinate A&C Country Support team meetings and takes notes and follow-up as needed.
- Maintain personal work management system for tracking tasks and follow-up on actions to ensure timely completion.
- Perform additional responsibilities as assigned.
Required Qualifications
- At least 2 years relevant experience.
- Bachelor’s degree required.
Knowledge, Skills and Abilities
- Strong desire and ability to learn how to use new tools or systems is essential.
- Excellent communications skills (oral and written), including editing and writing.
- Ability to manage multiple tasks and proactively provide updates to staff in a timely manner
- Excellent organizational skills.
- Fundamental knowledge of Word and Outlook, with intermediate/advanced Excel skills
- Familiarity with Adobe LiveCycle, InfoPath or XML-based forms a plus; skill in using database management tools
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