Grants and Contract Senior Coordinator

2 weeks ago

Singapore CONSERVATION INTERNATIONAL ASIA-PACIFIC, LTD. Full time

SUMMARY
The Grants and Contracts Sr. Coordinator is responsible for providing routine operational support for the administrative, financial, and/or human resources functions of a department/program.

Duties include handling financial transactions, providing grants administration support, setting up/maintaining filing and reporting systems, generating reports and analysis, new employee on-boarding and providing general office support as directed.

S/he also provides meeting/conference planning, time recording, travel, and IT liaison support as directed.

The Grants and Contracts Sr.

Coordinator works with senior Operations and HQ staff to ensure compliance with CI's policies, procedures and donor and local reporting requirements.

S/he responds to routine questions and refers more difficult requests and questions to his/her supervisor for resolution.

The Grants and Contracts Sr. Coordinator does not supervise staff. Duties are performed under general supervision.

KEY RESPONSIBILITIES

  • Donor Management
  • Ensure that all relevant information about donors & prospects within Account Leads portfolios is entered and updated in Raiser's Edge, and generate regular reports (e.g., mailing lists, regional and portfolio giving history).
  • Regional point of contact for donor reporting lists in annual financial reports and summaries
  • Review all revenue and solicitation reports to ensure that they accurately capture fundraising activities. Produce consolidated financial report of cumulative funds raised and projects funded through the development and partnership activities of the Developed Markets Team (Singapore, Hong Kong, Japan and Australia).
  • Put together the technical and budget proposals, complete and circulate PARS for approval
  • Assist with the development and finalization of highquality proposals and concept papers and reports.
  • Provide additional support for large and small cultivation and stewardship events, such as Board meetings or donor functions(e.g., creating invitation lists, working with vendors, designing and producing invitations, managing and confirming responses, providing logístical support at the event, and executing postevent followup).

Corporate Partnerships

  • Deskbased due diligence on potential corporate partner prospects, including but not necessarily limited to due diligence Research Forms and Approval Memos.
  • Registration and renewal of charity portals, aggregators and/or corporate intermediary platforms.

- Incoming Grants & Contracts Management

  • Administer all contract through the contract development and approval process through Business World
  • Manage and monitor all grant agreements and contracts to ensure that contracts are valid, spending limits respected and required reports have been submitted and approved.
  • Oversee incoming grant process including grant registrations for grants donations through the Singapore Office.
  • Support accurate budget management and reporting frameworks on collaboration and grant agreements. Ensure program teams meet deadlines and submit proposals and reports on time. Interface between program recipients of funding and development resources.

External Sub-grants & Sub-Contracts Management

  • Compile and assist in reviewing documents related to the grant award process, including developing announcements of grant and subcontract opportunities
  • Coordinate legal/HQ review of agreements and review that all necessary signatures are in place.
  • Enter and maintain data and information into the grants system. Work with system administrators to resolve recording issues and recommend system improvements and efficiencies as needed
  • Process routine financial transactions including subgrants and subcontract payments
  • Monitor existing subgrants and subcontracts for compliance with grant/contract agreements and CI policies and procedures.
  • Assist grantees/consultants with routine financial, compliance and system reporting questions. Provide training and support on as directed.
  • Serve as a primary contact and manage daytoday interactions with grantees and program, field and HQ colleagues.
  • Maintain hard copy and electronic agreements and related files.
  • Provide other administrative support as directed.

ADDITIONAL RESPONSIBILITIES

  • Reviewing and preparing donor invoices, receipts and letters, budget proposals (PARS, IDC, etc), subgrantee arrangements and payments, check requests, reimbursements, reclasses, and related transactions.
  • Support grants administration including reviewing and verifying contract information, entering and maintaining contract information in CI's grant management systems, and generating reports.
  • Prepare expense reports. Make travel arrangements and handle travel expense reports.
  • Review time reporting for proper coding and charging.
  • Support the accurate and timely submission of all regulatory reporting requirements of Conservation International Singapore Conservation Trust and Conservation

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