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Grants Specialist, Mid-Level job in Washington at PAE

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Grants Specialist, Mid-Level at PAE

Grants Specialist, Mid-Level

PAE Washington, DC Full-Time
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Supporting the Most Exciting and Meaningful Missions in the World

Grants Specialist, Mid-Level

Macfadden, now part of PAE, is searching for a Grants Specialist. The Grants Specialist will review budgets of proposed programs to conduct cost analysis and determine reasonableness, allowability and allocability of costs. The Grants Specialist will negotiate and prepare all pertinent documentation for new grants, cooperative agreements, interagency agreements, awards to public international organizations, and all amendments/ modifications thereto, and supporting documentation such as memoranda of negotiations. The Grants Specialist will prepare and audit all award files and obtain approval of the client’s Agreement Officer for grants. The individual will be responsible for entering appropriate grants information into client’s assistance planning and financial systems and for maintaining and reconciling database containing grant award information, status and ownership. This individual is also responsible for dissemination of grant documents to grantees, overseas missions and other client’s stakeholders. 

This position supports the U.S. Agency for International Development (USAID), Bureau for Democracy, Conflict and Humanitarian Assistance’s (DCHA), Office of Foreign Disaster Assistance (OFDA) which manages emergency humanitarian and disaster risk reduction projects.


  • Manage the pre-award, award and post-award processes for assigned USAID/OFDA awards;
  • Solicit, negotiate and prepare grants, cooperative agreements, interagency agreements, plus amendments/modifications and supporting documentation, such as memoranda of negotiation for designated Agreement Officer’s signature;
  • Assist in managing the receipt and distribution of Notifications of Funding Opportunities (NFOs), i.e., Annual Program Statement (APS) and Request for Application (RFA) materials, to include but not limited to concept papers and application submissions;
  • Conduct risk assessment of applicants to determine awardee eligibility;
  • Conduct cost analysis to determine reasonableness, allowability and allocability of proposed costs for assigned awards.
  • Develop or assist to develop and revise templates, as required, associated with the administration of grants and cooperative agreements to include but is not limited to formal memos and letters, modifications, award documents, waivers and close-out documentation and standard operating procedures;
  • Provide guidance to USAID/OFDA, U.S. or Non-U.S partner organizations on the legal requirements, policies and regulations, award terms and procedures for USAID grants;
  • Provide training to junior level grants specialists and technical assistance, oversight, advice, expertise, and consultation to program officials, awardees, review panels, applicants, as needed;
  • Assist in preparation and dissemination of guidelines for grants management  submissions, detailed implementation plans, annual, mid-term, and final reports, evaluations, related studies, and other documents required for awards (i.e., transfer authorizations, grants and/or cooperative agreements, etc.);
  • Utilize USAID and OFDA management information systems to enter data and generate award documents; including GLAAS, Phoenix, ASIST, etc., for research, progress reporting and generating data to support report writing and information sharing;
  • Perform all assigned tasks independently with minimal supervision and/or work in teams, as needed.


  • Negotiate, prepare and administer grants, cooperative agreements, or other related instruments;
  • Provide guidance and recommendations on USAID/OFDA grants, cooperative agreements, and contracts (e.g., emergency and development awards and modifications under all funding sources) and draft/update  related documents;
  • Assist in preparation of annual country documentation (waivers, exemptions, notwithstanding memos, etc...).
  • Review documentation and provide recommendations on award-related issues, provide guidance and support on processing necessary approvals and modifications and assist in formulating the necessary documentation and obtaining necessary clearances to process recommendations/actions with the Activity Manager, AOR, and/or AO;
  • Assist in the drafting of selection committee documents, including but not limited to issues letters, selection committee and negotiation memos, and rejection letters;
  • Develop a screening process to assist in the identification of problem areas and issues that need to be included in applications and reports;
  • Develop or revise terms of reference, as required, associated with the institutionalization of interagency coordination and agreements between USAID/OFDA and other USG agencies or partners.  Assist in preparing necessary documentation for appropriate signatures, as well as organizing the first formalization of agreement between the parties.
  • Conduct resolution of audit findings or monitor audit resolution in partnership with resolution officials;
  • Provide technical support to report on program results and impact data and measure program indicators;
  • Organize a reporting system for special initiatives, as needed; and
  • Perform any other tasks, as assigned.


The employee is required to perform the duties and responsibilities of the position independently and with minimal supervision.  At the end of the probationary period and annually thereafter, the Grants Specialist will be evaluated against the following performance criteria:

  • Quality of Work – the extent to which the employee demonstrates problem solving, analytical & corrective action skills, defines /meets client requirements and consistently pays attention to detail and produces high quality work product.  The extent to which the employee consistently produces thorough work with minimal errors.
  • Timeliness of Deliverables – the extent to which the employee’s productivity level consistently meets/exceeds customer expectations and the employee effectively manages time and sets priorities to meet deadlines. The extent to which the employee provides timely and consistent guidance and service to customers (OFDA, OAA and Recipients).
  • Job Skills – The extent, to which the employee has thorough job knowledge, understands related rules, regulations, policies, procedures and utilizes good judgment and creative approach to position requirements. The employee must be willing to learn new concepts and regularly update her/his knowledge through independent research of current job-related materials to perform the duties and responsibilities.
  • Professional Qualities – the extent to which the employee is results-oriented and organized.  The extent to which the employee exhibits high level commitment and willingness to do what needs to be done.  The extent to which the employee takes initiative and requires minimal supervision.  The extent to which the employee is supportive to team members, consistently exhibits positive, constructive and cooperative attitude and integrity.  The extent to which the employee is courteous, polite and professional in his/her interactions with clients, OAA and colleagues. The extent to which the employee is willing to provide and receive constructive feedback.
  • Interpersonal Relationships - the extent to which the employee strives to attain positive customer experience. The extent to which the employee consistently exhibits patience, attentiveness and readiness to handle any unexpected circumstances. The employee is expected to work in a multi-cultural and cross-functional team-oriented environment.



  • Bachelor’s degree with 8 years of relevant experience
  • MS/MA/MB with 6 years of relevant experience
  • JD/ABD with 5 years of relevant experience
  • Ph.D. with 4 years of relevant experience
  • Less than BA with 10 years of relevant experience

Professional certification in grants management and/or completion of the Grants Management Certificate Program is desired.


  • Experience in the fields of acquisition and assistance/grants and/or financial analysis, law, accounting/auditing, systems or business analysis.  (See “Education” section for number of years of required experience.);
  • Experience in managing, negotiating and resolving highly complex tasks, awards and award-related issues in an effective manner;
  • Experience with complex project budget development and/or budget management;
  • Experience in professional/customer service delivery; and
  • Experience in writing, editing office communication products and/or professional materials and conducting presentations;
  • Experience in designing, implementing, and/ or managing USAID awards preferred.


            Qualified candidates must possess:

  • Demonstrated knowledge of applicable USAID Assistance Regulations such as Code of Federal Regulation (CFRs), Automated Directive System (ADS) series, OMB Circulars and other directives governing grants and contracting (especially CFR 200 Uniform Guidance).
  • Excellent analytical and organizational skills and exceptional attention to detail.
  • Familiarity with Federal funding sources and programs (e.g. International Disaster Assistance, Title II, emergency, development programs, etc...)
  • Preferred familiarity with financial management procedures and systems such as USAID Global Acquisition and Assistance System (GLAAS), Phoenix, ASIST, ABACUS, or similar applications.
  • Proficiency in basic Microsoft Office suite (including Word, Excel, PowerPoint) and/or Google suite (docs, slides, sheet).
  • High level of integrity, professionalism including teamwork and ability to deliver within short deadlines, work under pressure and multi-tasking skill in fast-paced environment.
  • Professional level communication skill in both oral and written forms.

Ability to obtain and maintain a US Government issued Secret clearance for the duration of your employment.  One of the requirements for a US Government Secret clearance is US citizenship. Only applicants who currently hold an active Secret or higher-level security clearance or who are eligible to receive a Secret security clearance will be considered for this position.  ​

Physical Requirements

While performing the duties of this job, the employee is regularly required to talk, hear, and use hands to finger, handle or feel objects, tools, or controls.  The employee is occasionally required to reach with hands and arms.  Specific vision abilities required by this job include close vision.  The employee must occasionally lift or move up to 25 pounds.

This position description reflects Macfadden’s assignment of essential functions; nothing in this job description restricts the Company’s latitude to assign or reassign duties and responsibilities to this job at any time.

PAE is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran’s status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.

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Recommended skills

Attention To Detail
Team Working
Professional Attitude
Self Motivation
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