Outgoing Agreements and Financial Associate Specialist at WWF in Washington, DC

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. 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 initiati