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Contracts Associate, International Grants and Contracts Department

Nov 4, 2020


Position Overview 

The Campaign for Tobacco-Free Kids (CTFK) and the Global Health Advocacy Incubator (GHAI), a program of CTFK, draw on lessons from tobacco control and its growing experience on other public health issues to support policy change campaigns around the globe to improve health. Currently, the International Grants and Contracts Department supports sub-grant and sub-contract work in multiple programs, including tobacco control, obesity prevention, food policy, cardiovascular health, road safety, vehicle standards, drowning prevention and preventing epidemics in over 50 countries. The Contracts Associate supports the International Grants and Contracts Department’s Contracts Administrator and other staff members to advance CTFK and GHAI advocacy initiatives through identification, issuance, administration, technical support oversight of global sub-grants and sub-contracts. The Contracts Associate assists on administrative, financial and compliance tasks within the international portfolios – and will have the opportunity to learn about the administrative, financial, compliance and program support the organization provides for global policy advocacy efforts.  This position reports to the Contracts Administrator within the International Grants and Contracts Document and is based at the organization’s Washington, D.C. office.  

Responsibilities

  • Maintain electronic records and transferring sub-contracts records within and from databases and electronic files.
  • Support the document production needs of the sub-contracts, including drafting, formatting and proof reading of sub-contracts documents.
  • Ensure Department compliance with U.S. government regulations governing the transfer of U.S. funds abroad by reviewing org form and performing terrorist checks.
  • Generate, update and file relevant sub-contract documentation; ensure availability of complete relevant paperwork and information of contracts and grants during audit process.
  • Send regular notifications contractors regarding wire payments and upcoming report deadlines.
  • Ensure sub-contractor report receipt status; relevant correspondence; manage and maintain inboxes and update FLUXX with reports receipt dates accordingly.
  • Assist with other administrative tasks providing emergency backup for the Department to include assembling meeting management, organizing and sharing calendars, processing contracts and grants, and other general program support requirements as needed.
    1.) Run weekly reports and follow-up on any outstanding sub-contract reports with appropriate CTFK staff;
    2.) Respond to sub-contracts information requests from the Department and CTFK/GHAI staff members.

Qualifications

  • Bachelor’s Degree in related field.
  • Excellent organizational skills.
  • Knowledge of and proficiency with a variety of computer software applications including Docu-sign, Microsoft Word, Excel, Access, PowerPoint, Adobe InDesign and Outlook.  
  • Experience using contracts and grants management software and databases, including FLUXX database, preferred.
  • Strong oral and written communication skills, including editing and proofing with a strong attention to detail.
  • Ability to take initiative, solve problems creatively and work independently.
  • Detail-oriented, flexible, and helpful with positive attitude.
  • Ability to work in a fast-paced, team-oriented environment while juggling multiple projects and deadlines.
  • Experience working at the international level and in cross-cultural settings a plus.
  • Fluency in English required and the ability to speak additional languages is highly desirable.

Additional Responsibilities

  • Assist in administrative and logistical needs of the International Grants and Contracts Department as they arise.
  • Perform other duties as directed by the Contracts Administrator and Associate Directors within the International Grants and Contracts Department. 
  • One (1) year of related experience working in an international contract or grant-making organization or working with contracts, databases, international grant programs, or compliance. 
  • Foreign language proficiency and international work experience preferred.

To Apply

To apply for this position, please email a cover letter, resume and salary requirement to: jobs@tobaccofreekids.org. Please reference the position code: CAIGC/09 in the subject line of your email. 

The Campaign for Tobacco-Free Kids is an Equal Opportunity Employer and welcomes applications from individuals who will contribute to its diversity. 

Applications will be accepted until the position is filled. No phone calls please.