FLSA Status:
Full-time, Exempt
Department:
Grants Management and Compliance
Location:
Silver Spring, Maryland
Position Reports to: Senior Director, Grants Management and Compliance
Position Summary:
HIAS seeks a Grants Coordinator to ensure that the Grants Management and Compliance team is responding to donor’s rules and regulations. S/he is the point of contact responsible for tracking all donor reporting schedules/requirements and ensures that all reports are submitted to the relevant body as per the agreed timelines.
Essential Functions:
- Assists in the preparation of subcontractor/sub-recipient monitoring plans.
- Collaborates with the Grants Management and Compliance and Finance staff in the development and conducting of training webinars on sub award monitoring, including performance on financial management.
- Maintains central repository of all funder grants, modifications, amendments donor communication, deliverables, and other portfolio management elements, as necessary which will be shared with internal stakeholders regularly.
- Creates and maintains a database of the ever-changing tracker for all grant submission requirements/processes, i.e. period of performance, funder award amount, amendments, and when a grant is newly awarded and or recently closed.
- Communicates consistently and effectively with cross functional teams about award agreements, terms of references (TOR) obligation amounts, financial reporting questions and issues in a timely manner.
- Produces well-written, accurate and timely follow-up related to correspondence such as team presentations, webinars, related budgets, e-mails, reports, etc.
- Assists the Grants Management and Compliance team with developing and maintaining up to date SOPs and routinely ensuring that agency colleagues are informed of changes pertaining to donor requirements.
- Takes the lead in ensuring that all required updates are maintained on the UNHCR Partner Portal.
- Serves as the principal point of contact for donor on all grants administration issues, and ensures documentation is complete, accurate, and in compliance prior to submission to donor for approval, as necessary.
- Works with the Senior Director of Grants Management to regularly notify colleagues of updates to the Grants Management Manual once approved and operationalized.
- Ensures the time and effort tool is up to date and that those colleagues reporting time and effort are updated on appropriate fund codes that are current and or expiring regularly.
- Participate in orienting new staff on time and effort for the HR onboarding process, in collaboration with the Human Resources department.
· Prepares and maintains the Grant Submission/Reporting Calendar Reporting Calendar ensuring all deadlines are accurately accounted for and all submissions are accomplished on time.
- Supports Grants Management and Compliance team with developing appropriate close out parameters including checklist for donor grants and sub grantees.
- Develops budget templates, reviews and assists the Programs and Grants Management and Compliance staff with developing budgets, ensuring that they are harmonized with budget narratives and proposal narratives during proposals.
- Provides analysis, assists with financial reporting, evaluation and recommendation to improve award/sub award management associated policies and procedures within pre-established parameters.
- Develops donor financial reports monthly and quarterly.
- Tracks progress and timely submission of government reports as per the required format.
Qualifications and Requirements:
- Undergraduate degree in Public or Business Administration, Finance or a related field; Graduate degree preferred.
· Minimum of 3-5 years’ work experience in grants and contracts administration through federal and other types of funders; experience working with US government contracts (USAID experience strongly preferred) and institutional donors for financial reporting and tracking.
· Knowledge of DOS/PRM USAID regulations, OMB Circulars A-122, A-133, 2 CFR 200 (Uniform Code) is required.
· Advanced Microsoft Office and Excel skills to include pivot tables required; must be able to generate forms and presentations to include charts and conditional formatting.
· Experience using financial systems preferred.
- Excellent written and verbal communications skills, including strong multicultural communication skills and customer service skills; multilingual skills highly desired.
- Ability to work in a deadline-driven, fast paced environment; must be self-motivated.
About US:
HIAS is the global Jewish nonprofit organization working in 14 countries across five continents to ensure that refugees and displaced persons are protected. Throughout the United States, we help refugees reunite with families, resettle and become self-sufficient. Guided by our values and history, we help refugees rebuild their lives in safety and security and advocate to ensure that all displaced people are treated with dignity.
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