The posting
Company Description
Founded in 1961, WWF works to help people and nature thrive. As a global conservation organization, WWF operates in more than 100 countries, partnering with communities, companies, and governments to protect wildlife, conserve vital habitats, and advance sustainable solutions. Grounded in science and driven by collaboration, WWF works to help nature by conserving biodiversity, supporting resilient communities, and addressing climate change. Nearly 1 million people in the United States and more than 5 million globally are WWF members.
Job Description
Under the direction of the Senior Program Administrator, the Associate Specialist administers outgoing agreements (subgrants, consulting agreements, travel support agreements, and other contracts) from issuance through close-out for assigned portfolios. Responsibilities include preparing, reviewing, processing, and tracking agreements; ensuring compliance with donor requirements, WWF policies, and audit standards; and maintaining complete and accurate records in WWF systems (SmartSimple and Workday).
The Associate Specialist provides day-to-day support to Program Administrators and Program staff throughout the outgoing agreement lifecycle. The position is responsible for processing outgoing agreement payments and coordinating with program staff and program administration to ensure timely and accurate payment processing in accordance with WWF policies and procedures. The Associate Specialist applies working knowledge of outgoing agreement procedures and contributes to efficient, accurate, and compliant agreement administration.
Key Responsibilities
Grants and Contracts Administration
- Coordinates outgoing agreements from issuance through close-out for assigned portfolios.
- Drafts outgoing agreements and amendments using approved WWF templates.
- Reviews scopes of work, budgets, and supporting documentation for completeness and accuracy.
- Coordinates routing, approvals, signatures, and agreement execution.
- Maintains complete and accurate agreement records in SmartSimple and Workday.
- Collaborates with program administrators to conduct grantee risk assessments, documents results in accordance with WWF policies, and submits to the Grantee Monitoring Manager for review and approval.
- Tracks milestones, deliverables, and reporting deadlines for assigned agreements and prepares closeout documentation for Program Administrator review.
- Coordinates with program staff, Legal, Finance, Procurement, and external partners to resolve routine outgoing agreement questions.
- Sends routine reminders to grantees on upcoming and overdue programmatic submissions, escalating non-responsive grantees to the Program Administrator.
- Maintains complete, organized agreement files in Smart Simple for documentation and for audit purposes.
- Responds to routine procedural questions from staff and partners, referring interpretive or complex matters to the Program Administrator.
Financial Operations
- Processes outgoing agreement payments in a timely and accurate manner, coordinating with Program staff and Finance to resolve routine payment questions and ensure compliance with WWF policies and procedures.
- Builds foundational knowledge of donor financial requirements, grant accounting principles, and financial monitoring processes through on-the-job learning.
- Supports Program Administrators by maintaining financial documentation and ensuring required supporting documentation is complete and properly filed for audit and compliance purposes.
- Assists with routine administrative tasks related to financial documentation and payment processing, as assigned.
- Other duties as assigned.
Qualifications
Key Competencies
- Attention to Detail & Accuracy: Ensures completeness and accuracy in outgoing agreements, documentation, and data entry while maintaining compliance with donor requirements and WWF policies.
- Communication: Communicates clearly and professionally with internal staff, external partners, and grantees.
- Organization & Time Management: Effectively manages multiple assignments, deadlines, and competing priorities.
- Collaboration & Teamwork: Works cooperatively with Program Administrators, Accounting, Legal, Procurement, and program staff to support agreement administration.
- Customer Service Orientation: Provides responsive, solution-oriented support to internal and external partners while maintaining compliance with organizational policies.
- Problem Solving: Identifies routine issues, seeks guidance when appropriate, and contributes to timely resolution.
- Learning Agility: Demonstrates initiative in developing knowledge of grants administration, donor compliance, and financial management processes.
Skills and Experience
- Bachelor’s degree and minimum of two years of relevant experience in in grants administration, contracts administration, public administration, nonprofit operations, project coordination, or a related field.
- Experience coordinating or administering agreements, contracts, grants, or similar administrative processes.
- Basic understanding of the grants management lifecycle and an interest in developing knowledge of grant financial management and donor compliance requirements.
- Strong organizational skills with the ability to manage multiple assignments, maintain accurate records, and meet established deadlines.
- Excellent attention to detail and ability to produce high-quality, accurate work.
- Strong written and verbal communication skills and the ability to build effective working relationships with internal and external partners.
- Demonstrated customer service, problem-solving, and interpersonal skills.
- Proficiency with Microsoft Office applications, particularly Excel, Word, and Outlook; experience with grants management or enterprise resource planning (ERP) systems such as SmartSimple and Workday is desirable.
- Ability to exercise sound judgment, maintain confidentiality, and work both independently and collaboratively within a team environment.
- USG experience preferred
- Identifies and aligns with WWF’s core values:COURAGE – We demonstrate courage through our actions, we work for change where it’s needed, and we inspire people and institutions to tackle the greatest threats to nature and the future of the planet, which is our home. INTEGRITY – We live the principles we call on others to meet. We act with integrity, accountability and transparency, and we rely on facts and science to guide us and to ensure that we learn and evolve. RESPECT – We honor the voices and knowledge of people and communities that we serve, and we work to secure their rights to a sustainable future. COLLABORATION – We deliver impact at the scale of the challenges we face through the power of collective action and innovation.
Additional Information
Please note: Applicants must be legally authorized to work in the U.S. This position is not eligible for employment visa sponsorship. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
Relocation is not provided for this position.
World Wildlife Fund (WWF) promotes equal employment opportunities for all qualified individuals regardless of age, race, color, sex, religion, national origin, disability, veteran status, or any other characteristic protected under applicable law.
