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Grant Admin (Contract Position)

National Association of Conservation Districts

Washington, DC

Job Type Permanent
Salary Details Commensurate with experience
Deadline Jun 20, 2024

ABOUT US 

The National Association of Conservation Districts (NACD) is the 501(c)(3) nonprofit organization that represents America’s 3,000 conservation districts and the 17,000 individuals who serve on their governing boards. Conservation districts are local units of government established under state law to carry out natural resource management programs at the local level. Districts work with millions of cooperating landowners and operators to help them manage and protect land and water resources on private and public lands in the United States. 

NACD’s Conservation Programs Team is responsible for the management and administration of several pass-through grant programs including, but not limited to:  

  • Outreach & Technical Assistance  
  • Climate Smart Commodities* 
  • Urban & Community Conservation  
  • Perimeter Fencing*  
  • Historically Underserved Farmer to Farmer Outreach  

*Grant programs that include financial incentives/assistance payments that are made directly to the beneficiaries (e.g., farmers, ranchers, and forest stewards).  

POC: Kenesha Reynolds, Director of Conservation Programs, kenesha-reynolds@nacdnet.org  

CONTRACT LINE ITEM NUMBERS 

CLIN 0001 Grant Administration Support (1 FTE)  

CLIN 0002 OPTION 1: Surge Support (1 FTE) 

Period of Performance:  July 15, 2024 – January 14, 2025 

CLIN 0002 OPTION 2: Surge Support (1 FTE)  

Period of Performance: January 15, 2025 – July 14, 2025  

STATEMENT OF WORK 

Task 1: Pre-Award Administration Support  

Tasks include, but are not limited to:  

Support review of budget proposals for compliance with RFP requirements and 2 CFR 200  

  • Review proposals to ensure costs are allowable and allocable to the grant  
  • Ensure that Total Modified Direct Costs and indirect charges are accurately calculated and applied 
  • Coordinate with NACD staff and applicants to obtain clarifications on budget proposals, request missing or incomplete documents, and support clarifications/fact-finding   

Support administrative coordination of technical evaluations  

  • Ensure all proposals are complete (e.g., all sections of the proposal have been submitted)  
  • Contact applicants to request/receive any missing documentation  
  • Support distribution of proposals to evaluators 
  • Ensure evaluators have signed NACD-required forms (e.g., non-disclosure agreements; certifications of no organizational conflicts of interest)  
  • Collect and aggregate scoring matrices, comments, and other evaluation materials  
  • Support discussions (e.g., clarifications, fact-finding) between NACD and applicants  
  • Coordinate tracking of all applications, including their current status, open issues, etc.   

Support development of subawards 

  • Support administrative development of subaward packages (e.g., mail merges to develop MOAs; distribution to selected grantees; obtain any documentation or information needed for a complete subaward package) 
  • Track signatures and follow-up with grantees  
  • Respond to basic questions relating to the award    

Task 2: Post-Award Administration Support  

Tasks include, but are not limited to: 

  • Support quarterly reporting across multiple grants  
  • Collect progress reports (narratives + data submission) from subawardees; follow up on late submissions and track completion  
  • Aggregate reports and supporting metrics for a single submission to NACD’s grantor  
  • Support grant budget reviews and cash flow needs 
  • Review grant budgets (e.g., actual vs. budgeted costs) to forecast quarterly cash flow needs  
  • Coordinate with grantees on updated budgets or any issues/questions that may arise from budgetary reviews  
  • Review Climate Smart Commodities reports to ensure accuracy and completeness of the reports  
  • Review reports to ensure they are in the correct format and utilize the correct nomenclature  
  • Coordinate with grantees to request/receive missing data or documentation 
  • Help grantees access and utilize the grant reporting system (GrantVantage)  
  • Support the process for managing financial incentive/assistance payments to producers  
  • Work with grantees to ensure NACD has accurate and complete information on producers (e.g., all data fields are completed; NACD has all required forms such as the W-9)  
  • Ensure NACD grant files are accurate and complete (e.g., producer data is uploaded to the correct file; payment information matches across the system and their contract)  
  • Support processing financial incentives/assistance payments  
  • Ensure that NACD has complete and accurate producer files  
  • Review the grants management system and files to ensure that the producer has met all compliance requirements (e.g., has a FSA Farm and Tract number, has met highly erodible land/wetland conservation compliance requirements, has completed implementation of the applicable conservation practices in their contract, has a W9 on file with NACD) 
  • Review the system to ensure that grantees have verified that conservation practice(s) have been completed and the producer is eligible for payment; follow up with grantees to ensure that all necessary information and verifications are completed  

Options 1 & 2: Surge Support  

NACD may have a need for additional grant administration support and is requesting pricing for 1 FTE in six (6) month increments. NACD anticipates that surge support will be in support of both Tasks 1 & 2, with an emphasis on Task 2.   

PROPOSAL INSTRUCTIONS  

Proposals are due to NACD on June 20, 2024. Proposal requirements are detailed below:  

Technical Approach (5 pages max)  

  • Please provide an overview of your company, as well as its experience performing the tasks described in the Statement of Work  
  • Please describe how this effort will be staffed (e.g., one individual providing support or multiple)  
  • If specific personnel are identified for this work, please summarize their experience and qualifications. Detailed resumes may be submitted as part of the Appendix.   
  • Please describe your management structure, including how your management team works with clients to address potential day-to-day issues or knowledge gaps in staff  
  • Please describe your experience with grant management systems and processes, including GrantVantage 

Budget Proposal  

  • Please submit the proposed budget and corresponding narrative covering:  
  • Personnel costs (direct salary) 
  • Fringe benefits and/or other overhead cost pools utilized by the company  
  • Supplies  
  • Indirect costs 
  • Profit (must be a separately negotiated line item)  

Past Performance and References (1 page max) 

  • Please describe 3 contracts performed within the past three (3) years that are similar in scope and complexity  
  • Please identify points of contacts (references) for each of the contracts   

Appendix: 

  • Resumes of the personnel expected to support this contract (no page limit)  
HOW TO APPLY

To apply: Email proposals with ‘Grant Administrator’ in the subject line to Kenesha-Reynolds@nacdnet.org no later than Friday, June 20, 2024, to receive priority consideration. 

When you apply, please indicate that you are responding to the posting on Conservation Job Board.

Category Admin & Leadership