Grants Associate

This is a fully remote position, open to applicants in South Africa.

📋 Description

• Engage in and enhance the ongoing improvement of the ACF grant application procedures and grant cycles.

• Generate comprehensive minutes and trackers documenting the decisions made during proposal review meetings.

• Dispatch invitations for applications via the grants management system to candidates approved for full applications at the proposal review meeting.

• Assist applicants in effectively navigating the online application system to complete and submit their applications.

• Import incoming applications into the grants management system.

• Perform an initial review of applications to confirm that all necessary documents have been submitted and due diligence requirements are fulfilled.

• Follow up with applicants to address any comments regarding due diligence or budget reviews.

• Inform relevant internal stakeholders about the subsequent steps in the application review process.

• Coordinate and oversee the completion of grant processes in accordance with established requirements.

• Ensure internal approvals for all progress reports, deliverables, and any related payments.

• Follow up with partners to resolve any comments on progress report reviews.

• Communicate the requirements for agreement amendments and pursue the necessary documentation and approvals to facilitate the amendment.

• Confirm that all grant requirements have been fulfilled and obtain final approval to issue close-out letters for grants and requests that have been finalized in the system.

• Maintain ongoing compliance by ensuring the grants management system and associated filing are updated according to protocols.

• Monitor and track all progress reports for active grants, consultancies, and approved no-cost extensions.

• Keep progress report schedules and due dates updated within the grants management system.

• Notify grantees about reporting due dates, distribute reports to the relevant internal stakeholders for review, and maintain an up-to-date record of received reports.

• Ensure that received application and due diligence documentation aligns with required standards and compliance.

• Support the timely and accurate processing of all approved grants, consultancies, service provider, and sponsorship payments.

• Monitor and track payments for grantees, consultants, service providers, and sponsorships.

• Communicate payment schedules internally.

• Record proof of payments in the grants management system and promptly send proof of payments to partners as they become available.

• Ensure accurate record-keeping of proof of payment for all grants, consultancies, and sponsorships to support financial assurance and audit readiness.

• Assist Finance with the preparation for annual audits and provide information to auditors as necessary.

• Collaborate with other Grants Associates to ensure grant-related folders are current and aligned with ACF’s knowledge management protocols.

• Work with other Grants Associates to ensure accurate tracking of reporting schedules and payment dates for grant tranches within the grants management system.

• Maintain complete, current, and consistent grant records across ACF’s systems (including GivingData, SharePoint, and Teams), ensuring data integrity and readiness for audits.

• Act as a Super-User for the ACF Grants Management System (GivingData), providing troubleshooting support and recommendations for continuous improvement.

• Collaborate with the Grants Manager to coordinate system user onboarding and training, manage user access and profiles, and ensure appropriate system usage across teams.

⛳️ Requirements

• A minimum of 3 years of demonstrated experience in Grants Administration.

• Experience working with non-profit organizations or in donor-funded settings.

• Fully proficient in computer use (Microsoft Office) with advanced skills in Excel.

• Familiarity with donor and grant-making software is a plus (e.g., GivingData).

• Experience collaborating in cross-functional teams.

• Ability to manage multiple tasks and meet deadlines effectively.

• Excellent written and verbal communication skills in English are essential.

• Proficiency in French would be a significant advantage.

• Outstanding interpersonal skills, with the capacity to cultivate positive working relationships.

• Detail-oriented and capable of working with a high degree of accuracy.

• Team-oriented.

• Proactive, self-motivated, and able to work independently while contributing to a collaborative team environment.

• High levels of integrity, discretion, and professionalism.

🏝️ Benefits

• Remote working options will be considered for candidates located in Nigeria, Senegal, Kenya, and South Africa.