The Grants Coordinator (GC) provides grants and financial management services to the portfolio of private grants and contracts that are implemented by CARE USA Country Offices (COs) and departments. The private portfolio consists of grants issued by major gifts donors (e.g. individuals, corporations, family and professional foundations). The incumbent is responsible for ensuring effective and timely administration of donor agreements and sub-agreements through the award life cycle; developing an understanding of donor requirements and expectations for the agreement; ensuring compliance; and coordinating with COs, program staff, and others throughout CARE and within partner organizations as appropriate. The GC is responsible for the initial preparation / review, negotiation, due diligence, monitoring and modifications of donor agreements (i.e. grants and contracts) as well as the submission of regular reports. The GC is responsible for monitoring financial reports and expenditures of current grants and contracts, and identifying trends associated with over/under expenditure and making recommendations to resolve these. The incumbent will work with Fundraising Relationship Managers (RMs), Program, Partnerships and Learning (PPL) and COs to develop budgets for new opportunities ensuring adequate cost recovery, accuracy, and reasonableness prior to submission to the donor. The GC will coordinate closely with Award Management Solutions (AMS) during the pre-award phase to address potential exceptions imposed by the donor. The GC will work closely with PPL counterparts within CARE USA HQ to ensure consistency in agreement administration and support sharing the work load when possible and appropriate. The GC reports to the Director, Grants Coordination, yet is also a member of the wider organizational grants and contracts management team supported by AMS.
1) Works with fundraising and donor relationship teams (including PPL) to collect and compile Go/No-Go decision documentation required for identifying proposal development opportunities, including Pre-IPIAs as needed.
2) Reviews proposals to ensure budget is aligned with proposal cost elements for accuracy and completeness.
3) Ensures proposal budgets are accurate and reasonable, comply with donor requirements, and are adequate to fulfill proposed program activities. Special attention should focus on validating that: a) home office technical support is budgeted as appropriate, b) home office agreement management support is included, c) if match is required, that it is allowable per donor regulations, and d) indirect costs and other shared costs (the latter as appropriate) are calculated correctly.
4) Facilitates approval in coordination with the Relationship Manager, as required, of relevant CARE policy related documentation (e.g. match/cost share & budget exceptions checklist, ICR waiver, etc.
1) Reviews donor agreements and facilitates approval of Agreement Approval Checklists.
2) Working with the Shared Service Center (SSC), ensures that donor agreements are correctly set up in PeopleSoft. Specifically, the GC submits proper documentation to acquire Fund Codes (FCs) and Project IDs (PIDs); prepares and submits budget information using the proper donor reporting line items (i.e. Activity IDs); and validates accuracy of budget upload to PeopleSoft thereafter.
3) Communicates assigned FC/PID to relevant staff, including RMs, COs, and Gift Processing Team. Ensures that the FC is added to constituent relationship management software (Salesforce) and funds are applied accordingly.
4) Prepares Budget Agreement Memorandums (BAMs) to share grant terms with and facilitate funds allocations to COs, and verifies proper accounting entries are made by SSC.
1) In consultation with the Relationship Manager and Program Manager, prepares proper and timely notifications to donors of changes in agreement conditions (e.g. change in key personnel, etc.). May be responsible for submission as delegated.
1) Regularly monitors objectives, milestones and timeframes, and budgets including over and under-expenditure and provides recommendations to resolve.
2) Working closely with SSC and implementing COs/HQ units, ensures that narrative and financial reports have been submitted on time. Reviews financial reports prior to sending to the donor. Coordinates with Resource Development Communications (RDC) team, as needed, to edit narrative reports to ensure donor readiness.
3) Monitors payment schedules and ensures payments are made on a timely basis.
4) Works closely with the implementing unit to prepare budget modifications, when required for donor approval.
5) Processes modifications of donor agreements (i.e. grants and contracts) including budgets.
6) Prepares waivers and exceptions for submission to the donor or internally, as appropriate.
7) Sets-up and maintains agreement files including supporting documentation.
1) Reviews and submits final program and financial reports, evaluations and other program documentation.
2) Establishes and maintains archives for document retention.
1) Serves as liaison to SSC to monitor assigned grants. Also participates in monthly review of FC balances, including pooled funds.
2) Updates private grants database on a weekly basis to track proposals, grants and reporting deadlines for all private awards.
3) Supports CARE’s internal and external audit preparations, and provides information and documentation as required by internal and external auditors for assigned portfolio of awards.
4) Works closely with other CARE USA HQ grants managers to ensure consistency in grants and contracts management functions, and sharing the work load when possible and appropriate.
5) Advises of actual or potential risk in administration of agreements where appropriate.
6) Contributes to the mutual learning and knowledge sharing to further strengthen CARE USA’s grants and contracts management.
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