Grants & Contracts Coordinator

Coordinator, Grants & Contracts

Based in Washington, D.C.

No Travel Required

Work From Almost Anywhere Status = Eligible

Reports to Senior Manager, Grants & Contracts

Who we are

Population Services International (PSI) is the world’s leading non-profit social marketing organization.  We are a diverse group of over 4,500 entrepreneurial development professionals located in over 35 countries committed to making it easier for all people to lead healthier lives and plan the families they desire. PSI is using its global presence and 50+ years of experience to help reimagine healthcare. We are working to shape market systems, shift policy and funding, and strengthen global capacity to better support consumer-empowered healthcare.

Join us!

PSI’s Grants & Contracts Department serves as the one-stop shop for guidance on donor regulations, award negotiation, and compliance training. We are responsible for helping PSI staff navigate the complexities of donor requirements and the terms and conditions of their awards. We approach award compliance holistically – ensuring the correlation between programmatic, financial, and donor regulatory requirements.

Given the increasing complexity of our portfolio of awards and subawards, we are looking for a tech-savvy Grants & Contracts Coordinator that will provide a wide range of administrative,  knowledge management, and audit preparation support to the Grants & Contracts department. It will ensure award documentation and information is accurately entered into PSI's tracking systems, support the development and delivery of training and other compliance-related content across the organization, and provide administrative support for contract compliance-related activities. The Grants & Contracts Coordinator is an organized, clear communicator and has a demonstrated ability to perform and prioritize a variety of tasks, sometimes on short notice within designated deadlines. She / He / They serve as a liaison helping to facilitate communication and coordination between G&C and other PSI departments and has at least 1 year of prior experience working in a fast-paced office environment.

Your contributions

Provide support for knowledge management and audit preparation activities, including creating and maintaining internal filing systems and entering a wide range of information and documentation related to prime and subawards into PSI’s different tracking systems (Award Management System (AMS), the Subrecipient Documentation and Expenditure Tracker (S-Tracker), and the Documentation Tracker (D-Tracker)). (70%) This includes:

·         Maintaining data integrity and ensuring all information is organized and easily trackable by following standard operating procedures related to data management to include sorting, formatting, and organizing documentation to capture fully-executed prime and subawards and associated fully-executed modifications, pre-award assessments, selection and negotiation memos, reports, site visits reports, monitoring plans, financial report review checklists, management letters, important email communications, and pre-closeout letters.

·         Running simple data queries upon request to validate the information for the G&C Director and other department heads.

·         Reassigning points of contact in the system, as needed.

- Help maintain and update the Grants & Contracts SharePoint site, web-based training, and compliance notifications. Provide administrative and logistical support for meeting and event planning. (10%)

- Provide support for training and capacity-building activities. Coordinate the administration of compliance and onboarding training for project staff based at headquarters and in the field, which includes scheduling sessions, managing participant sign-up and invites, overseeing logistics for live sessions, supporting trainers as needed, and distributing post-training surveys. (10%)

- Provide administrative support for contract compliance activities. Support the review of award and subaward documentation for completion, assist with internal compliance reviews, and perform tasks as requested intended to help ensure prime awards and subawards across the various portfolios are in compliance. (10%)

Time percentages listed above are not exact. They are estimates and may change. This is also not an exhaustive list of all tasks that an incumbent is expected to perform but is instead a summary of the primary responsibilities and requirements of the job. The incumbent may be asked to perform duties not included above. PSI reserves the right to revise job profiles at any time based on changes to the required job responsibilities.

What are we looking for?

-Bachelor's Degree (or international equivalent) in a related field
-At least 1 year of related experience.  Equivalent combination of related education and experience may be substituted.
-Experience responding to audit inquiries, working closely with external parties to ensure a high degree of compliance.
-Proficient in MS Office applications including Word, Excel, PowerPoint, Access, SharePoint, and basic knowledge of graphic design and Adobe Acrobat.
-Able to pick up new technologies and systems quickly.
-Excellent organizational and administrative skills. Able to manage and organize large amounts of information.
-Excellent attention to detail. Able to create, maintain, and enter information into databases with a high degree of accuracy.
-Basic knowledge of filing system and database management best practices.
-Basic knowledge of creating process documentation.
-Able to multi-task, prioritize and meet deadlines in ambiguous and fast-paced global environments.
-Excellent communication skills, both verbal and written.
-Excellent collaboration and customer service skills.
-Strong analytical and problem-solving skills. Able to think creatively and approach tasks or problems in a new or different way.
-Demonstrated ability to work in a multi-cultural environment.
-Knowledge of and experience working in contexts that support and execute U.S. Government procurement processes, contracting procedures, regulations, and policies (i.e. FAR, AIDAR, 2CFR200 cost principles,) strongly preferred.

The candidate we hire will embody PSI’s corporate values:

Measurement: You use hard evidence to make decisions and guide your work. You set clear goalposts in advance and explain clearly if you need to move them.
Pragmatism: You’ll strive to deliver the best possible result with the resources available. You won’t be paralyzed by a need to make things perfect.
Honesty: You own your mistakes and are open about your shortcomings – it’s the only way you’ll learn and improve.
Collaboration: You’ll quickly establish a mental map of whom you can rely on for what, on your team, at headquarters, and in our country offices – if you try to do it all yourself, you won’t succeed.
Trust: You accept limits to your sphere of control and give colleagues the benefit of the doubt.
Commitment:  You are in it for the long-haul and want to grow with the organization, just like PSI serves its consumers and partners with host-country governments through thick and thin.

References will be required. The successful candidate will be required to pass a background check. For domestic positions: Must be authorized to work in the United States. N.B. PSI will not consider work visa sponsorship for this position.

PSI has implemented a COVID-19 Vaccine Mandate to provide a hazard-free employment and work environment in our commitment to our employees. Candidates offered a position will be required to provide proof of vaccination prior to their start date and their employment will be contingent on this. Candidates needing a medical or religious accommodation should let their recruiter know.

PSI is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of actual or perceived race, religion, color, sex, age, national origin, disability, sexual orientation, marital status, personal appearance, matriculation, political affiliation, family status or responsibilities, gender identity or expression, pregnancy, childbirth, related medical conditions or breastfeeding, genetic information, amnesty, veteran, special disabled veteran or uniform service member status or employment status.

ACCESSIBILITY NOTICE: If you need a reasonable accommodation for any part of the employment process due to a physical or mental disability, please send an email to: newhiresupport@psi.org or call (202)785-0072.

Not ready to apply? Connect with us for general consideration.