Programs, Awards & Compliance Coordinator

The fact that 1 in 10 people in the world today doesn’t have clean water is unacceptable, and we need you to help change that. WaterAid is the #1 international nonprofit exclusively focused on bringing clean water, sanitation, and hygiene education (WASH) to the children and families who need it most. Our global WASH programs, led and maintained by the communities where we work, aren’t a quick fix. We strive for long-term access to WASH that truly transforms people’s lives. 

In support of WaterAid’s global mission and programs, the Programs, Awards & Compliance Team (“PAC”), manages and oversees the delivery of 75 active awards, with a combined budget of $71M, granted by WaterAid’s diverse set of private, large family and corporate foundations, government, and multi-lateral donors.

Reporting into the Managing Director, Awards & Compliance, the Programs, Awards & Compliance (“PAC”) Coordinator is expected to be curious, analytical, persistent, and detail-oriented in their work.  As part of a hybrid team, a successful candidate should be a strong communicator who enjoys working autonomously; someone who sets high personal expectations, takes ownership of their work, and effectively prioritizes conflicting needs and deadlines. Attention to detail is critical.  

The Coordinator must also display sound judgement and exercise discretion to ensure the integrity, security and confidentiality of data under their management. The Coordinator is also expected to champion WaterAid's values (respect, collaboration, accountability, innovation, courage, and integrity).  

Specific responsibilities include, but are not limited to:   

Knowledge and data management

• Supporting the smooth day-to-day operations of the 10-person PAC team
• Pro-actively addressing administrative issues
• Facilitating the flow of information across teams, and supporting knowledge management.
• Organize and maintain PAC documents in the Team Sharepoint; develop and manage the team Sharepoint site(s)/ Teams channels to support coordination and communications.  

• Ensure that WaterAid maintains a comprehensive audit trail of key documents for each restricted award (such as contracts, modifications, internal agreements, payment records, etc.).  

• Coordinate with Finance team to record restricted income and ensure this is well documented.  
• Input and manage award data in WaterAid systems, including but not limited to the “PAC awards Tracker”, Monday.com and CRM (Salesforce), ensuring accuracy for quarterly reporting to WAA Board and oversight. For example: record key dates and actions for restricted awards; outgoing concept notes and proposals; confirm grant deadlines and deliverables; ensure gift and grant data is recorded accurately per award and internal agreements. 

Internal Communications 

• Distribute key communications including: project agreements, reporting templates, budgets, project schedule, meeting invites, etc. and support colleagues to keep relevant stakeholders informed, and provide updates, as necessary.  

• Prepare contract amendments and internal Member-to-Member agreements, ensuring appropriate sign-off per the WAA Delegations of Authorities Policy.  

• Collect and complete due diligence documentation.  

• Line edit and review narrative reports, impact stories and case studies prior to donor submission.   

Team Administration

• Support scheduling and calendar management; coordinate team meetings: develop agendas, coordinate activities, distribute notes and follow-up actions, deliverables.    

• Obtain e-signatures as requested, ensuring that PAC Team Handbook policies and practices are consistently followed.  

• Organize and provide logistical support for team meetings and travel (domestic and international), as well as program-related events including donor field visits, as needed.  

• Ensure team expenditure is processed and documented accurately and in a timely fashion, for example, travel (domestic and international) and operational costs.  

• Manage and order office supplies, and other administrative tasks as requested.  

Skills and experience:

• Undergraduate degree   

• Minimum of 3 years’ relevant work experience in a not-for-profit organization.  

• High degree of proficiency in MS Office, particularly in Word and Excel (comfortable performing functions including mail merge, basic xls formula and formatting) with an appetite to learn new tools, and a commitment to personal and professional growth.  

• Proactive, process focused and intellectually curious, with strong attention to detail.  

• Positive and flexible approach to collaborating across teams and functions; experience in training and/or supporting others to learn and adopt new systems and practices.  

• Professional manner and excellent written and verbal communication skills, with the ability to work positively in a team environment, towards shared goals.  

• Ability to model and champion WaterAid’s values; exercise discretion, sound judgement and maintain confidentiality; ensure the safeguarding of organizational assets.  

• Ability to travel domestically and internationally, flexibility to work across time zones (with varied work hours) and maturity to achieve and maintain work/ life balance  

Desired skills and qualifications:  

• Undergraduate degree in international relations or related field of study is preferred  

• Experience in an international organization or context.  

• Knowledge of the program and award management cycle  

• Experience with using a CRM (Salesforce).  
• Spanish or French language proficiency is helpful but not required. 

Benefits  

WaterAid America's US workforce is currently 65% remote and 35% hybrid, with a physical office in New York, NY. A preferred candidate for this role will be based in the New York City area but we welcome qualified candidates from across the United States. 

WaterAid offers a generous vacation and benefits package available to its full-time employees:   

• Health (medical) insurance (WAA offers several options, ranging from 70-100% employer-paid for you and your dependents), dental & vision insurance (100% employer-paid for you and your dependents), and pre-tax Flexible Spending Accounts (FSA) for childcare, medical and commuter expense   

• Participation in WaterAid’s 403(b) deferred contribution plan (with personal contributions matched after 1 year of service, up to 5% of gross annual salary).   

• Paid time off (PTO) including: 13 public holidays a ‘floating’ holiday to be used at your discretion; 120 hours of PTO upon hire (with new and increased hours awarded annually), 3 paid days for volunteering, and additional PTO available for "Summer Fridays" and office closures, such as between the Christmas and New Year's holidays.  

• Employee Assistance Program including Health Advocate, OneMedical, TalkSpace, and other services   

• Professional development investment  

For all candidates, any offer of employment will be commensurate with market rate criteria of your specific years experience, skillset qualifications, and geographic location. Salaries and benefits for different countries will vary in line with the location of the successful candidate and depending on experience. 
 
For US-based candidates outside of major metropolitan areas, such as New York, NY or Washington, DC, the minimum salary for this position is $55,000 USD. For US-based candidates inside major metropolitan areas, such as New York, NY or Washington, DC, the salary range for this position is $63,250-$65,000. 

WaterAid celebrates, supports, and thrives on diversity and difference for the benefit of our employees, our mission, and the communities we serve.  WaterAid is proud to be an equal opportunity employer and encourages applications from suitably qualified candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.   

We value diverse experiences and will also consider qualified applications from those who have had prior contact with the criminal legal system in accordance with the NYC Commission on Human Rights’ Guidance on the Fair Chance Act.  
   

WaterAid is committed to the safeguarding and wellbeing of all individuals, including the people in communities in which we work, staff, volunteers, contractors, and partners. Any form of abuse is not tolerated.   

Apply

Please submit your CV and cover letter by no later than September 6th. Only candidates shortlisted for interviewing will be contacted within two weeks of the closing date for applications. 

Salary : $55,000 - $65,000