Outgoing Agreements & Financial Associate Specialist-26032

Overview

World Wildlife Fund (WWF), one of the world’s leading conservation organizations, seeks a Outgoing Agreements & Financial Associate Specialist. 

 

The Outgoing Agreement & Financial Associate Specialist administers outgoing agreements (subgrants, consulting agreements, and other contracts) from issuance through close-out for assigned programs. Responsibilities include drafting, reviewing, negotiating, and processing agreements; ensuring compliance with donor requirements, WWF policies, and audit standards; and maintaining accurate records in WWF systems (SmartSimple, Workday). The coordinator provides guidance to program staff and grantees, serving as a subject matter expert on agreement procedures.

 

The role also supports financial management by reviewing subgrantee financial reports and budget vs. actuals, processing journal entries and reclasses in Workday, ensuring accurate and timely payments, and identifying and resolving reporting discrepancies.

 

Salary Range: $58,200-$87,200

 

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.  

 

Responsibilities

Grants and Contracts Administration

• Drafts outgoing agreements (subgrants, consulting agreements, travel support agreements), incorporating scopes of work, budgets, monitoring requirements, and donor provisions.

• Reviews and edits scopes of work and budget documents, collaborating with program staff and Program Administrators as needed.

• Assesses agreement conditionality and serves as a resource on related questions.

• Facilitates and monitors the review and approval process for new agreements and amendments.

• Coordinates with Legal, program staff, Program Administrators, and other internal and external stakeholders during agreement negotiations.

• Secures authorized signatures, distributes final documents, and tracks set-up for initial payments.

• Maintains complete and accurate agreement records in SmartSimple and Workday in accordance with WWF policies and audit standards.

• Troubleshoots issues related to agreement and supplier integration and payment processing.

• Processes agreement payments in a timely manner, liaising with accounting and program teams to resolve questions.

• Monitors and clears advances, and records expenses for conditional grants, consultants, and travel advances.

• Monitors compliance with deliverable requirements and follows up on outstanding submissions.

• Ensures financial and project reports are acknowledged and routed for timely review; may provide overviews for completeness.

• Drafts and processes amendments for grants and consultancies as needed.

• Closes out agreements in accordance with WWF policies, coordinating with Program Administrators and Technical Officers.

• Provides guidance and support on outgoing agreement procedures and systems (SmartSimple and Workday); serves as a subject matter expert for internal partners.

• Ensures real-time visibility of processing status in grant management systems.

• Ensures all programmatic and financial documents related to outgoing agreements are properly filed and accessible for audit purposes.

• Builds relationships across teams and communicates effectively with internal and external partners.

• Works in close coordination with the Manager, Outgoing Agreements, receiving guidance and support to ensure consistency in processes and alignment with unit priorities.

Financial Operations

• Assists with financial and operational analyses, including and running/reviewing budget vs. actuals reports.

• Reviews subgrantee financial reports.

• Processes journal entries and reclasses in Workday in accordance with accounting policies.

• Ensures timely and accurate processing of agreement payments.

• Runs out-of-balance reports and resolves discrepancies.

• Reviews the WWF Payroll Journal Hours Accounting report and makes necessary adjustments for any Effort Certification holding account hours.

• Reviews the WWF Payroll Journal Hours Accounting report and makes necessary adjustments for any Effort Certification holding account hours.

• Other duties as assigned.

 

Key Competencies

• Attention to Det