The Contracts Administrator will be responsible for a variety of operations activities in support of a program’s approved tactics. This position coordinates the contracts administration workflows of The Nature Conservancy’s Global Cities Program for contracts, subawards and donor agreements. In coordination with the legal team, they provide oversight for contracts and grants, ensuring compliance with internal policies and procedures and local laws.
The Contracts Administrator will be responsible for performing multiple administrative functions related to the assigned program. In addition, the Coordinator may perform Information Systems, Human Resources, and Finance administrative tasks, including processing forms, preparing reports, and monitoring budgets.
- Maintains updated, well-organized and auditable files and information on all contracts and agreements for the Global Cities team.
- Maintains tracking mechanisms to monitor the workflow process for grants and contracts in order to mitigate delays.
- Provide updates in a timely manner.
- Works closely with managers and coordinators to indicate appropriate administrative mechanisms for program activities (agreement type, payment schedules, deliverables, etc.).
- Works closely with legal and operations department and grants specialists to ensure that the terms and conditions of agreements are properly documented.
- Inputs information, maintains data, and provides reports from the contracts system.
- Prepares monthly reports from the contracts system regarding due dates, payments, product delivery, and amendments.
- Tracks funds, updates expenses in Private Awards Module and reconciles and closes Awards for GCT.
- Interacts with all members within the organization locally and regionally.
RESPONSIBILITIES AND SCOPE
- Perform duties under general supervision and established guidelines;
- Make day-to-day decisions within the scope of work assignments and prioritize work independently;
- Identify routine problems and utilize existing resources for resolution, referring difficult questions and problems to supervisor;
- Demonstrate sensitivity in handling confidential information;
- Does not supervise any staff, but may supervise volunteers, interns, or temporary staff;
- Financial responsibility may include purchasing, processing invoices, contracting with vendors, and assisting with budget tracking;
- Serve as a team member for assigned projects;
- Be willing to travel, work overtime, and work evenings and weekends as needed; and
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain
- 1-year experience or equivalent combination;
- Experience in business writing, editing, and proofreading;
- Experience organizing time and managing diverse activities to meet deadlines;
- Experience performing one or more administrative processes; and
- Experience working and communicating with a wide range of people.
DESIRED QUALIFICATIONS
- Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated;
- Ability to analyze information for the purpose of preparing reports, coordinating activities, and solving problems;
- Ability to apply research skills;
- Ability to write and edit written materials for use with program communications and special events;
- Database skills, including managing and tracking data, and producing reports;
- Excellent customer service skills and focus;
- Experience, coursework, or other training in relevant field; and/or
- Strong organizational skills and attention to detail.