The Interim Program Coordinator (PC) will support the Family Planning team’s work by being responsible for the management, coordination, implementation and maintenance of a range of projects, protocols and activities throughout the life cycle of grants and contracts. In support of programmatic strategic goals, may provide budget oversight and planning, financial analysis, financial reporting and/or portfolio and operations process management for a portfolio of investments including grants, contracts, program-related investments (PRIS) and other projects.
The FP PC acts as a primary investment process adviser and contact for grantee/vendor initiation, reporting and closure, and serves as a primary liaison across multiple internal teams throughout the life-cycle of an investment. The role is within the team’s Strategy, Planning and Management team and reports to the Senior Portfolio Officer.
The position is estimated to be 18-months long.
- Data Input, Management & Analysis: Manage data for all grants and contracts in multiple databases and SharePoint sites. Provide detailed financial analysis and ensure data integrity to support team's financial decision making. Work with Senior Portfolio Officer and Program Officers to keep all pertinent information accurate and up-to-date for reporting and analysis. Support the team’s transition to a new investment system (INVEST), including providing technical support to program officers and assist in developing team norms.
- Grants and Contracts Administration: Work with Program Officers, Grantees, Contractors, and Business Partners during the early stages of investment making (e.g. sending out requests for proposals, driving key deadlines for submissions and revisions). Assist with investment management and evaluation by requesting and reviewing written materials (including grant summaries and reports).
- Grant and Contracts Coordination: Coordinate contracts, including tracking of invoicing and deliverables, receipt of required reports and monitoring expenditures. Shepherd the development, management, and close out of grants. Coordinate the end-to-end contract and grant processes with internal parties (contracts, grants & legal business partners) and external parties (vendors & grantees).
- Project support: Work on special team projects as needed, usually related to supporting a grant or supporting the efficiency of team processes. Identify areas for process improvement and make recommendations.
- Lead high-quality interactions and clear and consistent communications with grantees and partners in the field; provide hands on guidance and support for grantees and vendors with budget templates, required documents, technical assistance, and proposal development processes.
- Act as liaison and partner with Grants Management, Contracts Management, Legal, and Financial Planning & Analysis. Act as point of contact with stakeholders though the life cycle of a grant.
We are looking for people who enjoy the opportunity of working on complex problems and collectively creating solutions that have the potential for transformative change in the lives of people around the world. You must be prepared to work across a diverse set of disciplines, bridging a wide range of expertise all the while being a team player, with a demonstrated ability to work with flexibility, efficiency and diplomacy in an exciting, challenging environment. The responsibilities of this role require that you should have some demonstrated experience in grants and contracts management. Additionally, we seek:
- Excellent organization skills and attention to detail, deadlines and policy compliance.
- Excellent oral and written communication skills.
- Proficient in MS Office Suite (Word, Excel, and PowerPoint), OneNote, and SharePoint; mastery of more advanced skills in Excel to generate reports efficiently (or willingness to learn) preferred.
- Knowledge of budgeting, financial analysis and synthesis.
- Ability to analyze data across multiple tools and databases.
- Ability to anticipate next steps, take initiative, exercise discretion, and apply sound judgment.
- Ability to work independently and as part of an integrated, diverse team and be comfortable in multiple, high varied settings, and tight deadlines with different work and learning styles.
- Ability to manage multiple and competing demands and establish priorities.
- Strong relationship-management skills.
- Experience working in a fast-paced and constantly evolving environment.
- Previous experience as a Program Coordinator preferred.
- Passion for family planning preferred.
- Commitment to the foundation’s core values, mission and programs with an approach that is consistent with the foundation’s guiding principles while holding oneself to the highest ethical standards.
- A sense of humor.