United States of America: ASHA Grants Specialist

Macfadden is an employee-owned, international professional services corporation that applies integrated information technology solutions and program/project management expertise to help solve critical issues impacting the health, safety and security of the world around us. Since 1986, federal agencies have relied on Macfadden for critical support in the areas of international disaster response, development and humanitarian assistance, information technology solutions, financial management systems support and knowledge management and communications.

Today, Macfadden provides innovative solutions that enable our customers to rapidly respond to complex international disaster relief efforts; develop and maintain critical government financial systems, and safeguard key government information systems. We offer a broad range of technical capabilities to solve complex program requirements ranging from international program management and training, grants administration, geospatial information systems, information technology operations, financial systems, and helpdesk support.

With more than 200 employees, Macfadden is headquartered in Silver Spring, MD with multiple client site operations in the greater Washington, DC region and Tidewater, VA area.

Position Summary:

The Grants Specialist will negotiate and prepare all pertinent documentation for new grants and cooperative agreements, and all amendments/ modifications thereto, as well as supporting documentation such as memorandum of negotiation. The Grants Specialist will review and record incoming requisitions for grant funding, for accuracy prior to forwarding the grant requisitions to client’s Agreement Officer’s Representatives. The Grant Specialist will prepare and audit all award files and obtain approval of the client’s Agreement Officer for grants. The individual will be responsible for entering the appropriate grant information into the client’s assistance planning and financial systems and for maintaining and reconciling databases containing grant award information, status and ownership. This individual is also responsible for dissemination of grant documents to grantees, and other client’s stakeholders.

This position supports the U.S. Agency for International Development (USAID), Bureau for Democracy, Conflict and Humanitarian Assistance’s (DCHA), Office of American Schools and Hospitals Abroad (ASHA) which provides assistance to schools, libraries, and medical centers outside the United States that serve as study and demonstration centers for American ideas and practices.

Key Responsibilities:

• Manage the pre-award, award and post-award processes for assigned USAID/ASHA awards;
• Solicit, negotiate and prepare grants and cooperative agreements, as well as amendments/modifications and supporting documentation, memorandum of negotiation for designated Agreement Officer’s signature;
• 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;
• Conduct risk assessment of applicants to determine awardee eligibility;
• Conduct cost analysis to determine reasonableness, allowability and allocabiltiy of proposed costs for assigned awards.
• Develop or assist to develop and revise templates, as required, associated with the administration of grants and cooperative agreements to include but is not limited to formal memos and letters, modifications, award documents, waivers and close-out documentation and standard operating procedures;
• Provide guidance to USAID/ASHA partner organizations regarding policies and regulations, award terms and procedures for USAID grants;
• 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.);
• Utilize USAID and ASHA management information systems to enter data and generate award documents; including GLAAS, Phoenix and ASIST for research, progress reporting and generating data to support report writing and information sharing;
• Perform all assigned tasks independently with minimal supervision and/or work in teams, as needed.

Essential Functions:

• Negotiate, prepare and administer grants, cooperative agreements, or other related instruments;
• Provide guidance and recommendations on USAID grants, cooperative agreements, and contracts and draft/update related 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.);
• Assist in preparation of annual country documentation (waivers, exemptions, notwithstanding memos, etc.).
• Review documentation and provide recommendations on award-related issues, provide guidance and support on processing necessary approvals and modifications and assist in formulating the necessary documentation and obtaining necessary clearances to process recommendations/actions with the Activity Manager, AOR, and/or AO;
• Review and propose updates to informal and formal guidance and guidelines which will include the Guidelines for Unsolicited Proposals and Reporting, grants-related templates, training materials, information bulletins and other resources, as necessary.
• Participate in the review of concept papers, applications (including large and small grants), budgets, and agreement conditions, prepare documents for review, and finalize the award by the designated USAID Agreement Officer;
• Assist in the drafting of selection committee documents, including but not limited to issues letters, selection committee and negotiation memos, and rejection letters;
• Develop a screening process to assist in the identification of problem areas and issues that need to be included in applications and reports;
• Organize a reporting system for special initiatives, as needed; and
• Perform any other tasks, as assigned.

Education:

• Bachelor’s degree with 8 years of relevant experience
• MS/MA/MB with 6 years of relevant experience
• JD/ABD with 5 years of relevant experience
• Ph.D. with 4 years of relevant experience
• Less than BA with 10 years of relevant experience

Professional certification in grants management and/or completion of the Grants Management Certificate Program is desired.

Experience:

• Experience in the fields of acquisition and assistance/grants and/or financial analysis, law, accounting/auditing, systems or business analysis. (See “Education” section for number of years of required experience.);
• Experience in managing, negotiating and resolving highly complex tasks, awards and award-related issues in an effective manner;
• Experience in professional/ customer service delivery; and
• Experience in writing, editing office communication products and/or professional materials and conducting presentation

Knowledge, Skills and Abilities:

Qualified candidates must possess:

• Familiarity with USAID Assistance Regulations such as Code of Federal Regulation (CFRs), Automated Directive System (ADS) series, OMB Circulars and other directives governing grants and contracting.
• Excellent analytical and organizational skills and exceptional attention to detail.
• Familiarity with Federal funding sources and programs.
• Familiarity with financial management procedures and systems such as the USAID Global Acquisition and Assistance System (GLAAS), Phoenix, ASIST or similar applications.
• Proficiency in basic Microsoft Office suite (including Word, Excel, PowerPoint) and Google suite (Gmail, docs, slides, sheet).
• High level of integrity, professionalism including teamwork and ability to deliver within short deadlines, work under pressure and multi-tasking skills.
• Professional level communication skill in both oral and written forms.

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.

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