Job Description

Supporting the Most Exciting and Meaningful Missions in the World

The Grants Administrative Assistant is responsible for entering appropriate grants information into client’s assistance planning and financial systems and for maintaining and reconciling database containing grant award information, status and ownership. The Grants Assistant will review and record incoming requisitions for grants funding for accuracy prior to handing the grants requisitions over to Grant Specialists. This individual will prepare and audit all award files for the approval of the client’s Agreement Officer for grants. This individual is also responsible for dissemination of grant documents to grantees, overseas missions and other client’s stakeholders. The Grants Assistant will serve as contact person for all requests from Washington and overseas offices concerning grants. The individual will ensure high level of quality control and serve as central information clearinghouse for all grant actions and correspondence. This includes the organization of the official grant files for year-end audits. The Grants Assistant will become familiar with client’s Program Planning, Tracking & Monitoring System and use this as a tool to share grant information with its client.

This position supports the U.S. Agency for International Development (USAID), Bureau for Democracy, Conflict and Humanitarian Assistance’s (DCHA), Office of Food for Peace (FFP) which manages emergency and development food assistance projects.

KEY RESPONSIBILITIES

• Serve as the Grants Unit Point of Contact for all incoming requisitions and monitoring quality on all outgoing correspondence;
• Maintain a central filing system (and electronic files) for all awards ensuring that award files are complete and accurate.  This includes adhering to the Office of Acquisition and Assistance (OAA) electronic storage requirements.
• Manage the receipt, duplication and distribution of Notifications of Funding Opportunities (NFOs), i.e., Annual Program Statement (APS) and Request for Application (RFA) materials, to include but not limited to concept papers and application submissions;
• Utilize USAID and FFP management information systems to enter data and generate award documents; including other USG management information systems, such as GLAAS, Phoenix, ASIST, etc., and for research, progress reporting and generating data to support report writing and information sharing;
• Track the receipt of, review and draft related approval documentation for awardee requests for approval, modifications to awards, and other changes to current awards.
• Track the receipt of, review, and provide feedback on program related reports including, but not limited to quarterly progress and financial reports, annual resource requests and annual results reports. Maintain a standardized electronic filing system for storing reporting documents;
• Assist in preparation and dissemination of guidelines for grants management  submissions, detailed implementation plans, annual, mid-term, and final reports, evaluations, related studies, and other documents required for awards (i.e., transfer authorizations, grants and/or cooperative agreements, etc.);
• Coordinate logistics, such as scheduling and administrative arrangements for meetings with awardees, USG officials, key stakeholders and others, as part of the program pre- and post-award processes and other arrangements, as appropriate.
• Manage the courier service for documents between the Grants Unit, FFP and USAID Office of Acquisition and Assistance
• Prepare or assist to prepare internal and external communication documents
• Perform all assigned tasks independently with minimal supervision and/or work in teams, as needed.

ESSENTIAL FUNCTIONS

• Enter appropriate grants information into client’s assistance planning and financial systems and for maintaining and reconciling database containing grant award information, status and ownership.
• Maintain a central filing system (and electronic files) for all awards ensuring that award files are complete and accurate.
• Review and record incoming requisitions for grants funding for accuracy prior to handing the grants requisitions to Grant Specialists.
• Assist in recording minutes of meetings, preparing presentations and editing other written materials;
• Prepare and audit all award files for the approval of the client’s Agreement Officer for grants.
• Distribute grant documents to grantees and other client’s stakeholders. Serve as contact person for all requests
• Ensure high level of quality control and serve as central information clearinghouse for all grant actions and correspondence. This includes organization of the official grant files for year-end audits.
• Utilize client’s Program Planning, Tracking & Monitoring System as a tool to share grant information with its clients.
• Perform any other tasks, as needed.

EDUCATION, EXPERIENCE AND SKILLS

Education:    

• Bachelor’s Degree (or equivalent)

Experience:

• At least 2 years of office experience required

U.S. Citizenship is required; selected candidate must be able to qualify for a government sponsored security clearance.

Physical Requirements

While performing the duties of this job, the employee is regularly required to talk, hear, and use hands to finger, handle or feel objects, tools, or controls.  The employee is occasionally required to reach with hands and arms.  Specific vision abilities required by this job include close vision.  The employee must occasionally lift or move up to 25 pounds.

This position description reflects Macfadden’s assignment of essential functions; nothing in this job description restricts the Company’s latitude to assign or reassign duties and responsibilities to this job at any time. 

Macfadden provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Macfadden complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Macfadden expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Macfadden’s employees to perform their job duties may result in discipline up to and including discharge. This policy covers conduct occurring at Macfadden’s offices, client sites, other locations where Macfadden is providing services, and to all work-related activities.

PAE is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran’s status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.

EEO is the Law Poster

EEO is the Law Poster Supplement