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Job Title: Grants & Contracts Assistant
Job Number:
Organization: Helen Keller International
Posted: 7/11/2018
Type: Full-Time
Classification:
Industry: Non Profit / NGO
Number of Openings: 1
Location: New York,  NY    USA
Compensation:
Position Description: Functional Relationships 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 other global management and program staff across departments and geographies regarding the Awards Management System and Library.

Scope of the Position 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.

Essential Duties and Responsibilities

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.

Qualifications: Requirements: • 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: o asking for information in a way that is very clear and specific; o represent G&C unit in meetings with other operations departments and report back relevant information; o 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.

Organization Description: Co-founded in 1915 by Helen Keller, Helen Keller International is dedicated to saving the sight and lives of the world’s vulnerable. We combat the causes and consequences of preventable blindness, malnutrition and diseases of poverty with more than 120 programs in 20 African and Asian countries, as well as in the United States. Renowned for its reliability, efficiency and high level of technical expertise, Helen Keller International promotes the development of large-scale, sustainable solutions to some of the most pressing issues in public health. We deliver scientific rigor and effectively leverage donor dollars with our hallmark characteristics of grit, compassion and integrity. If you share these characteristics, we invite you to apply to open positions at Helen Keller International.

Closing Date: 10/11/2018
Desired Starting Date:
Contact Name: Human Resources Department,  Grants & Contracts Assistant
Contact Location: 1 Dag Hammarskjold Plaza, Floor 2

New York    10017
United States
Contact Location: 1 Dag Hammarskjold Plaza, Floor 2
 
  New York    10017
  United States
Contact Phone: 2125320544 
Contact Fax:
Contact Email: HKI.Recruitment@hki.org
Web Address:
How to Apply: To Apply Qualified candidates should submit a cover letter and resume to HKI.Recruitment@hki.org noting the job title in the subject line. Applications will be accepted until the position is filled.

Additional Information: Helen Keller International is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity, genetic information, disability, or protected veteran status.

Web Site Delete Date: 10/11/2018