Established in 1915 with Helen Keller as a founding trustee, Helen Keller International (HKI) is dedicated to saving the sight and lives of the world’s most vulnerable and disadvantaged. Headquartered in New York City, HKI has an operating budget of some $70 million and currently conducts programs in 21 countries in Africa and Asia, as well as in the United States. Renowned for its reliability, efficiency and high level of technical expertise, HKI promotes the development of sustainable, large-scale programs that deliver effective preventative and curative services for nutrition, eye health and neglected tropical diseases. The hallmark of the organization’s work is its proven success in developing, testing and scaling-up health interventions, and integrating them within government and community structures to support and build local capacity and sustainable solutions.
The Assistant is a member of the Grants & Contracts unit of the Finance department. The position reports to a Senior Grants & Contracts Manager, and liaises with staff from other headquarters departments and in our country and regional offices regarding the Awards Management System and Library.
The Assistant supports the Grants & Contracts unit to provide contractual and compliance oversight of HKI’s awards and subawards by coordinating data collection and creating and updating complete and accurate records in the Awards Management System and Library, as well as providing general administrative support to the unit.
Award Management Systems (AMS)
- Execute all aspects of the administration and maintenance of award and subaward management systems and library. These responsibilities may include, but are not limited to:
- Review assigned award and subaward records, for accuracy against contractual terms and conditions and budget information.
- Create and maintain award and subaward records data, and files, including contract terms and conditions, and budget information, ensuring information is thorough, accurate and up-to-date.
- Update systems, on an ongoing basis, with any award modifications.
- Create and organize award management library and department folders.
- Configure roles and administration permissions for award management library as needed.
- Run and distribute reports.
- Act as an AMS power-user, proposing improvements to processes/workflows and making recommendations to take advantage of the database features.
- Support onboarding of new HQ and CO staff and continued training and support of staff on system use, and relevant HKI Policies and Procedures.
Donor Agreement and Subaward Management
- Complete G&C Checklist review of donor agreements, subaward agreements, and procurements and flag issues to be resolved.
- Provide administrative support to G&C, Operations and Finance staff to manage and track the close-out of projects.
- May draft and/or conduct initial review of awards, subawards, and donor correspondence. May review assigned subaward agreements and procurement contracts against donor requirements and HKI policies and procedures.
- Support the G&C Department in compiling and updating US government compliance systems, as needed.
Unit Duties and Participation
- Schedule weekly team meetings, lead the note-taking process for all meetings and manage the unit calendar.
- Provide feedback, input and support in G&C unit development, goals and objective.
- Support G&C unit in establishing and preparing materials for use by colleagues, including new guidelines, toolkits, procedures, standards, work processes, manuals, metrics and methodologies, This includes formatting, drafting content from notes and other administrative support.
- Stay abreast of major donor regulations (i.e. USG) and assist in integrating new regulations into HKI policies.
- Respond to questions/inquiries from various HKI departments and field offices and assist unit staff to resolve issues as they arise.
- Collect the Audit Reports from organizations HKI has worked with in past fiscal year, on an annual basis as per USG funder requirement.
- Collect the of vendor lists from HKI HQ and field offices and complete vetting process as required on annual and quarterly basis.
- Prepare procurement paperwork for unit vendors and maintain files.
- Prepare credit card and vendor invoices for payment, maintain hard and electronic files.
- Provide other administrative and/or office support as needed.
- Other duties, special projects, and expertise development, as assigned by supervisor, or delegates.
- Bachelor’s degree plus a minimum of 2 years directly relevant work experience or equivalent combination of education and work experience. International non-profit experience and interest in compliance a plus.
- Knowledge of USAID and other donor regulations including other foreign government development agencies, and other multilateral development agencies a strong plus.
- Highly organized, detail-oriented individual with strong critical thinking skills.
- Ability to prioritize workload, assume responsibility for work, and follow through to completion.
- Ability to communicate effectively and professionally across cultures and language barriers including:
- asking for information in a way that is very clear and specific;
- represent G&C unit in meetings with other operations departments and report back relevant information;
- Ability to communicate complex information to a general audience.
- Ability to perform duties that require very close attention to detail and synthesize large amounts of information.
- Strong general computer literacy and proficiency including word processing, MS Excel, web usage, ability to learn new Windows-based programs and to search the Internet and navigate new user interfaces.
- Ability and willingness to work under pressure as a part of a global team, working in different time zones
- Strong verbal and written communication skills in English are required; oral and written proficiency in French is preferred.
- Positive customer service attitude.
- Strong motivation for working in a non-profit environment.
- Authorized to work in the US.
- Residence in or willingness to relocate to the NYC metro area.
Qualified candidates should submit a cover letter and resume noting the job title in the subject line. Applications will be accepted until the position is filled.
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