Data and Compliance Coordinator

DATE: POSITION TYPE: Employee: Full Time, US POSITION TITLE: C G Data and Compliance Coordinator (Fixed Term for One Year) DIVISION: Finance REPORTS TO: Senior Director of Contracts and Grants FLSA STATUS: Non-Exempt Project HOPE is an international NGO of more than 900 engaged employees and hundreds of volunteers who work in more than 25 countries, responding to the world’s most pressing global health challenges. Throughout our 60-year legacy, Project HOPE has treated millions of patients and provided more than $3 billion worth of medicines to local healthcare organizations around the world. We have helped build hundreds of health programs from the ground up and responded to humanitarian crises worldwide. Code of Conduct It is our shared responsibility and obligation to treat each other with respect, take affirmative steps to prevent matters involving Sexual Exploitation Abuse and Trafficking in Persons, and to disclose all potential and actual violations of our Code of Conduct, which may include Conflicts of Interest, Fraud, Corruption, Discrimination or Harassment. Together we can reinforce a culture of respect, integrity, accountability and transparency. POSITION SUMMARY: The C G Data and Compliance Coordinator will play a critical role in strengthening award management, documentation integrity, and compliance tracking across the organization. The position will support the Contracts Grants team by ensuring accurate historical record management, maintaining comprehensive award documentation, coordinating with cross-functional teams, and supporting data management initiatives within organizational systems, including AMS reporting and NetSuite platforms. PRINCIPAL RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation. The tasks listed represent the nature and level of work assigned and are not necessarily all-inclusive. Support the historical data migration and entry and award records from NetSuite (NS) to Awards Management System (AMS), ensuring accuracy, completeness, and proper donor verification where records are unavailable or incomplete. Support ongoing organizational initiatives related to reporting systems and IT-integrated compliance platforms, including data entry, validation, maintenance, and quality assurance for reporting requirements activated within AMS or related systems, including but not limited to; extracting reporting requirements from various Awards and enter them in AMS to track the required reporting requirement for the respective awards. Support in designing, implementing, and maintaining a structured document collection and records management process, including the development of standardized shared folders, filing conventions, tracking systems, and document repositories to improve organizational efficiency and accessibility. Support in maintaining and organizing electronic files/records for legacy and active awards, ensuring proper filing, accessibility, and compliance with organizational and donor retention requirements. Support the collection, verification, and archiving critical award, subaward documentation, and reports including but not limited to; donor and subrecipient reports, Monitoring Plans (MPs), Site Visit Reports (SVs), Sub/Awards and modifications and approvals, compliance and audit-related documentation, certifications, etc. Conduct regular follow-ups with programmatic, finance, regional, and field teams to ensure timely submission of required documents and compliance deliverables. Support in developing regional and field office grading and performance-tracking mechanism to evaluate responsiveness and document submission standards based on timeliness, accuracy, completeness, and compliance with established requirements and deadlines. Manage and support data entry and tracking for Technical Unit (TU) requests, particularly related to newly introduced AMS elements, workflows, or compliance fields. Collaborate closely with internal stakeholders to identify gaps in documentation workflows and recommend process improvements to enhance operational efficiency, audit readiness, and donor compliance. Support in ensuring all data management, filing, and documentation activities are conducted in accordance with organizational policies, donor regulations, and applicable compliance standards. Serve as backup support to the Contracts Grants team during staff absences, leave periods, or surge workload requirements. Support in any other tasks assigned by your supervisor. MINIMUM QUALIFICATIONS: Bachelor's Degree (or international equivalent) in a related field. Minimum of three (3) years’ experience in a fast-paced office environment, with at least one (1) year of related experience. An equivalent combination of related education and experience may be substituted. Proficient in MS Office applications, including Word, Excel, PowerPoint, Access, SharePoint, and basic knowledge of graphic design and Adobe Acrobat. Able to pick up new technologies and systems quickly. Excellent organizational and administrative skills. Able to manage and organize large amounts of information. Excellent attention to detail. Able to create, maintain, and enter information into databases with a high degree of accuracy. Basic knowledge of filing systems and database management best practices. Excellent communication skills, both verbal and written. Excellent collaboration and customer service skills. Able to think creatively and approach tasks or problems in a new or different way. Demonstrated ability to work in a multicultural environment. Strong desire to learn. PREFERRED QUALIFICATIONS: Experience in contracts, grants, compliance, data management, or award administration within nonprofit, international development, or donor-funded environments. Familiarity with donor regulations and compliance requirements, particularly for institutional donors such as USG and other international funding agencies. Exceptional organizational and analytical skills with strong attention to detail. Experience managing large volumes of records and maintaining complex tracking systems. Proficiency in AMS, grants management systems, Microsoft Excel, SharePoint, and document management platforms. Strong communication and coordination skills with the ability to work across regional and field teams. Ability to manage multiple priorities under tight deadlines while maintaining a high level of accuracy and professionalism. PHYSICAL DEMANDS AND WORK ENVIRONMENT: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Physical demands: While performing the duties of this job, the employee must be mobile in an office environment and able to use standard office equipment. Must be able to communicate in verbal and written form, and must be able to travel internationally. Project HOPE employees may be required to travel or work in countries where working conditions are classified as “hardship.” Work environment: Typical office environment with exposure to a minimal noise level. Emergency deployments may be in resource-deprived environments with austere living conditions. Travel for extended periods may be by air and/or other modes of transportation. While international travel is not a regular part of every job, programmatic needs may require it intermittently. Project HOPE employees may be required to travel or work in countries where working conditions are classified as “hardship.” Salary range starting at $ 60,000 – $65,000 per year. Compensation for the role is dependent on several factors, including a candidate’s qualifications, skills, and experience. Project HOPE offers comprehensive benefits as part of the total compensation package, including health, dental, vision, and life insurance, 403(b), paid leave, and much more. For more information about our benefits, please visit our benefits page. Due to the large number of inquiries we receive, only candidates who have met the required experience qualifications for this position will be considered. No phone calls please. However, since we are active around the world in the field of public health, we may wish to retain your CV in our database for other/future opportunities, unless you direct us otherwise. Notice to applicants: Project HOPE does not conduct direct solicitation/recruitment via email. Project HOPE never asks job applicants for payment or financial information at any stage of the recruitment process. Project HOPE will never send you a third-party check and ask you to cash it. If you have been recruited via email, please contact [email protected] Thank you very much for your interest in Project HOPE.