Program Specialist Latin America Caribbean; WKKF

Posted on March 04, 2019

Provide information to W.K. Kellogg Foundation grantees and grant seekers about foundation grant making goals, strategies and objectives. Provide appropriate technical and systems support to grantees and programming staff in the development and implementation and learning associated with all aspects of programming efforts.

Managing Grant Proposals and Budgets

• Monitor, receive and respond to programming proposals and requests. Provide review of funding requests.
• Assist with preparation and editing of funding documents, as appropriate.
• Monitor overall grant proposal status for assigned programming area and initiate appropriate actions to ensure timely, accurate and thorough processing (including compliance), intervening as necessary with grantees, consultants or other partners.
• Serve as staff resource, knowledge hub and liaison on all proposals/grants, including those with complex exceptions, as well as track, monitor and view reports to ensure foundation compliance.
• Oversee electronic processing of grants to facilitate the flow and to monitor timing of each step in the multidimensional funding process, as well as coordinate the work to meet critical deadlines and ongoing payout targets.
• Build and maintain strong, authentic relationships with grantees, ensuring understanding of WKKF program processes and expectations.
• Understand and effectively communicate the foundation’s mission, vision, core values and strategic direction.
• Manage equivalency determination processes for international grantees, in partnership with other foundation’s areas, as well as external partners.
• Operate as a liaison through interactions, verbal and written correspondence with grantees, vendors and staff to obtain and provide information as well as receive required documentation.
• Ensure Encompass grantmaking and SAP financial data systems’ integrity, consistency and accuracy as it relates to grantees and/or vendors.
• When working through grantmaking and financial data systems, make recommendations for improvements based on internal and external feedback; this includes participating in internal pilot groups.
• Manage the steps in the grantmaking process according to the organizational handbook and policies, including budget/commitment revisions, payments/delivery dates updated accordingly in financial database (SAP), etc.
• Provide information in association with the foundation’s payout management, including planning, pipeline, scheduled payments, and flexible spending balances to inform decisions.
• Distribute annual/final reporting reminders to grantees and ensure timely receipt of annual grant reporting, analyze reports to confirm compliance with grant agreement terms, and bring grants to a timely and quality closure.

Program Operations Contracts

• Develop/coordinate scopes of work, contracts and master agreements with program officers, program managers, legal staff and others.
• Manage completion and payments ensuring deliverables are received and settled appropriately, and review periodic reports for follow up and/or closing.

Administration

• Manage and monitor incoming correspondence including review, screening, appropriate routing, and disposition and initiate action as appropriate.
• Manage, organize, prioritize and coordinate multiple schedules (internal, external and across teams) while ensuring excellent customer service.
• Schedule and coordinate arrangements for meetings, presentations, conferences and travel using applicable technologies, systems, and resources. Attend, facilitate, and/or participate in meetings as appropriate.
• Initiate travel approvals, reservations and itineraries; process travel expenses; and oversee travel budgets, as assigned and ensuring all aligns with business travel policies for self and others.
• Ability to accurately capture key themes and issues from various discussions and meetings and disseminate useful, concise summary products in a timely manner.
• Input data into appropriate technology applications based on written and verbal information.
• Draft, edit, format, proofread, and finalize various administrative and…