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Budgets and Contracts Coordinator

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Published 13 days ago

World Learning’s Youth Exchange Team designs and implements innovative experiential youth leadership exchanges and global education programs for youth from the United States and around the world. The Budget and Contracts Coordinator is a position on the Operations Unit for Youth Exchange, which is designed to support the Youth Exchange Program Teams in promoting standardization with budgeting and contracting across exchanges. The Budget and Contracts Coordinator will support all Youth Exchange Team programs on partner contract and payment processes, field staff and contractor finances and timesheets, and other finance and procurement coordination. This position requires excellent organizational, logistical, and interpersonal skills and the ability to work effectively with diverse teams as the Budget and Contracts Coordinator actively engages with other Youth Exchange Team members, World Learning units, and external audiences. 

Responsibilities

•    Support partner processes, including:

o    Manage recruitment and selection of host community partners and institutions through formal Request For Proposals solicitation process, with input and coordination from program team partner selection committee;

o    Annually update partner Federal Funding Accountability and Transparency Act (FFATA) paperwork and Pre-Award Surveys; 

o    Subaward and contract paperwork preparation and routing through Finance and Compliance;

o    Issuing administrative and program advances to community partners;

o    Processing end of program reconciliations, including cost share documentation (ensuring cost share amounts are fully met), for partners offices;

o    Support partner and leader budget creation and review process, accounting for previous programs’ feedback where applicable;

o    Annual coordination with Legal/Compliance to update contracts, scope of work, and award paperwork for most up-to-date language and standardization across program teams/exchanges;

o    Managing the Criminal Background Check certification process for host communities;

•    Manage administrative processes for internationally based World Learning Youth Exchange staff and international and domestic contractors, including program field staff, digital facilitators, Experiment USA Program Homestay Coordinator, and other independent contractors. [Administration of these tasks will be conducted in close collaboration with program staff who manage field staff performance and employment.]

o    Issue annual Independent Contractor Agreements needed for all field staff serving in consultant roles and/or those who serve as full time overseas WL employees; 

o    Manage field staff finance and timesheet processes (monthly or based on program cycles as indicated in individual contracts); 

o    Issue Independent Contractor Agreements for temporary digital facilitator contractors as required by Youth Exchange team’s digital programming portfolio;

o    Work with World Learning Finance team to manage payments to temporary digital facilitator contractors;

•    Manage payments to alumni small grant awardees as needed;

•    Support proposal budget development as assigned;

•    Contribute to an organizational culture of continuous learning through rigorous program monitoring, data tracking, donor and MERL reporting, research and reflection to ensure strong outcomes;

•    Contribute to organization’s business development targets through ongoing program implementation, funder relationship building, and through other means as directed;

•    Finance coordination for vendor management, payments, and budget tracking coordination with Program Staff;

•    Process and route all vendor contracts for Vermont summer programming;

•    Manage compliance processes for procurement, establishment, and maintenance of preferred vendors;

•    Regularly update Program Trackers to ensure clear and consistent communication regarding completed and on-going tasks;

•    Provide on-call support during programs, advising leaders and staff, and serving as primary administrative lead during on-call to support response for all local partner and finance related calls;

•    Support leader finance reconciliation processes – in collaboration with other Operations team members as assigned; 

•    Assist the Operations Manager in collaborating with World Learning units to ensure systems and processes are timely and consistent; 

•    Maintain timely and efficient ongoing communication with program teams to ensure all program support responsibilities are requested and completed within set deadlines;

•    Attend and fully engage in the delivery of in-person Staff Training and virtual Facilitator Trainings, including:

o    contributing to workshop design (prior to training),

o    session facilitation and content delivery (during training),

o    administration of Staff Training – van driving, sweeping, setting up classrooms, supply runs, etc. as assigned 

•    Maintain a thorough understanding of all policies and procedures as laid out in the Youth Exchange Team Handbook and additional policy documents (updated annually);

•    Review, edit, and create content for the Youth Exchange Handbooks as assigned; and

•    Complete other tasks as assigned.

Requirements

•    Bachelor’s degree and 3+ years relevant experience or master’s degree and 1+ year relevant experience;

•    Proficient in Microsoft Office Suite;

•    Superior logistical, interpersonal, communication, cross-cultural, organizational, administrative and time-management skills with excellent attention to detail;

•    Demonstrated systems thinker who is solution oriented; 

•    Experience managing budgets and processing financial transactions;

•    Proven written and oral communication skills;

•    Willingness and ability to participate in on-call duty rotation while programs are in session, including during assigned nights, weekends, and holidays where necessary;

•    Ability to respond to seasonal changes in workload and work overtime during certain times of the year;

•    Ability to take initiative, be creative, flexible, and work independently and with a team; 

•    Ability to discern appropriate level of communication with multiple audiences and maintain confidentiality around complex and sensitive issues; 

•    Ability to appropriately tailor communications for various methods of communication, cultures, and audiences; 

•    Demonstrated ability to manage multiple tasks simultaneously, coordinate activities in multiple locations (U.S. and overseas) and prioritize competing tasks;

•    A curiosity about World Learning as a whole, with the aim of being able to effectively represent the organization to external audiences commensurate with the position;

•    Has a DEI Mindset: Fosters diverse, equitable and inclusive practices and challenges practices which may be exclusionary; and

•    Ability to manage ambiguity in the work environment including effectively coping with change; able to shift comfortably; decide and act without having the total picture; comfortably handle risk and uncertainty.

Desired Qualifications:

•    Experience with any Customer Relationship Management (CRM) platforms (e.g. Intacct, Salesforce, ADP); 

•    Experience working with youth programs or federally funded projects; and

•    Experience working with remote teams.


Why World Learning

For more than 85 years, World Learning has worked to create a more peaceful, sustainable, and just world. Our education, development, and exchange programs help people find their voices, connect with their communities, and strengthen the institutions that form the backbone of a democratic society. With our support, these emerging leaders tackle critical global issues like poverty, conflict, and inequality.

As a thriving international nonprofit organization with impact in 150 countries, World Learning works across six major program areas. We’re hard at work improving global education to ensure schools and teachers have the tools they need to support students — including English language instruction through our TESOL teacher training. We encourage civic engagement in communities around the world, and we strengthen institutions so that they can best serve their constituencies. Our workforce development programs help people cultivate the hard and soft skills they need to succeed. And we offer people-to-people exchanges for people of all ages who seek professional and academic enrichment.

All World Learning programs are grounded in five key approaches: experiential learning, leadership development, inclusive practices, innovation, and grants management. We believe in partnering with local experts, organizations, and institutions to find solutions that will truly work for each community. Together, we create the foundations for a better tomorrow.

World Learning is a member of the World Learning Inc. family, which also includes The Experiment in International Living and School for International Training.

World Learning is an equal employment opportunity/affirmative action/veterans/ADA employer, committed to increasing the diversity of its workforce.


World Learning’s Youth Exchange Team designs and implements innovative experiential youth leadership exchanges and global education programs for youth from the United States and around the world. The Budget and Contracts Coordinator…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    April 20, 2021
  • Education
    4-Year Degree Required
  • Professional Level
    Professional

Location

Temporarily Remote
Work must be performed in or near Washington, DC
Associated Location
Washington, DC

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