What are the responsibilities and job description for the Grants Administrator position at Flex Professionals?

Job Description :

The Grants Administrator is responsible for coordinating and administering the outgoing grants program (300-400 global grants annually) through all stages of the process, ensuring compliance with all legal and tax regulations, and ensuring accuracy of records. This involves tracking grants through the approval cycle, responding to internal and external queries, and checking, organizing and presenting documents to ensure timely and efficient approvals and contracts. The Grants Administrator reports to the Lead Grants Administrator and works closely with and all members of the Grants team, program and the wider operations team, contributing to planning, monitoring and evaluation of the program of work and providing administrative support to the Grants Team.

Grants administration and workflow process optimization :

Support the coordination and timeliness of all components of the grants workflow, including : application and processes (approvals, vetting, preparing award letters and grant agreements, contracting, etc.), database administration, grant review, reporting timelines, grant documentation, requesting payment and grant compliance
Become a key user of the cloud-based grants management software to optimize grants management systems, processes and workflows from start to finish
Participate in compiling and finalizing dockets and memos for approval by different audiences at leadership, Board of Directors and Grant Committee
Support the Finance team to track planned grant expenditure, record significant changes and ensure complete and accurate records of all expenditures
Support grantee reporting by managing the process, deadlines and data, as needed
Ensure compliance with and manage staff’s understanding of country-based legal and tax requirements
Participate in providing training and technical assistance
Maintain accurate efficient filing and secure data
Participate in the migration to a new grant management system (GMS)
Support audit preparations and grantee reporting by managing the process, deadlines and data, as needed

Stakeholder support, team training and capacity building :

Serve as the first point of contact for all grantmaking queries from both program teams and grantees, and ensure that information or training is provided in a timely manner

Work with program colleagues to ensure grantmaking inquiries are responded to appropriately, provide technical assistance on grant application guidelines when needed, and ensure compliance with reporting requirements

Build, maintain and support key relationships and partnerships with the operations team, program teams and grantees, ensuring clear and regular communication about deadlines, workflow expectations or process changes.

Ensure our systems are reliable, robust and functioning as required – including supporting maintenance and implementing improvements as needed

Support learning and evaluation by working alongside the rest of the Grants team to ensure the grants management system (GMS) runs optimally, assuring data integrity and troubleshooting

Work with others in the Grants Team to guide program staff through grantmaking policy transitions

Learn from seasoned Grants Team staff to help program staff better understand the compliance and due diligence requirements and why these requirements are in place.

Contribute to delivering training for stakeholders on topics such as compliance, risk, policies, internal processes and systems related to grants management.

Other organizational priorities :

Provide administrative support to the grants team, including scheduling meetings, managing correspondence, maintaining records, and ensuring efficient workflow across grant-related activities.

Participate in cross-organizations initiatives, as needed, to achieve goals

Backfill / support peer Grants colleagues during periods of heavy workload, as needed Perform other duties and responsibilities as assigned

Qualifications :

A Bachelor’s degree and / or minimum three years of grants and contract or related work experience, or equivalent demonstrable experience for this role.

Experience coordinating priorities and deadlines using project management software, ideally Asana or similar

Preferably some database management experience, working grants management systems, (i.e. Fluxx, Givingdata, Salesforce) or ability to learn

Ability to communicate approaches for relaying technical, budgetary and program details to staff, consultants, grantees and applicants in a clear and user-oriented manner

Ability to facilitate smooth communication and workflow process across operations, finance, public affairs and program functions

Well-developed administrative and organisational skills

Proven work experience highlighting strong attention to detail and the ability to manage multiple priorities

Skills in Google suite, as well as including data management skills and experience with handling and visualising basic quantitative data (e.g. financial)

Experience in maintaining forecasts and budgets, or similar financial administration

Strong teamwork and team coordination skills, with a demonstrated ability to collaboratively produce analysis and written outputs

Clear, direct verbal and written communication skills

A passion for action on climate change and social justice

A keen interest in supporting our grantees and the work they do in the movement

Desirable skills, knowledge and experience

Ability to think critically, act decisively and synthesize program and operational issues

Willingness to take initiative, self-motivate and work independently or as part of a team

Exceptional attention to detail and organizational skills

Ability to juggle multiple competing priorities and consistently deliver

Ability to easily interact with a wide range of people and styles

A generous and curious nature, sense of humor and grace under pressure

FlexProfessionals respects and seeks to empower each individual and support the diverse cultures, perspectives, skills, and experiences of its candidate network. FlexProfessionals does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. The candidates whose resumes are shared with our business clients are selected on the basis of qualifications, merit, and business needs.

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