Grants Management Officer

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following are key responsibilities for the position:

Grants Management Operations

• Collaborate with the programs team to process and manage grants throughout the year and during each funding cycle.  

• Collaborate with the programs teams in grants planning, management, including budget planning, due diligence, and grant tracking for all grants awarded.  

• Support the programs team in an ongoing learning around the grants management system.

• Manage and maintain an up-to-date grants database, data integrity, review of templates, payment status, grant status, and other key aspects that ensure the data available is accurate and up to date.  

• Coordinate with the programs team to ensure that narrative and financial reports submitted by grantee partners are reviewed and approved in alignment with internal processes and grants' contractual commitments.

• In collaboration with the program and finance team, ensure that grantee partners comply with the regulatory standards and grantmaking requirements of ISDAO.

• Participate in the onboarding and start-up implementation of the Fluxx grants management database.

• Manage the day-to-day operations of the Fluxx grants management database, including monitoring and troubleshooting errors in Fluxx, and serving as a key administrator.  

• Serve as the principal contact person with Fluxx, Grantbook, and any other service providers or technical consultants for grants management.

• In coordination with the programs team and executive offices, manage a variety of forms (applications, reports, grant agreements, external reviews, etc.), and maintain and update workflows, fields, profiles, settings, permissions, and dashboards to ensure smooth functioning of the system.  

• In collaboration with the programs team, monitor the annual funding budget to ensure funds are accurately appropriated across the different donors and funding focuses.

 • In collaboration with the finance and administration team, reconcile contracts and grant payments, and balance with information provided by the finance and administration team quarterly.

 • In collaboration with the programs team, identify gaps in funding and work closely to fill the gaps based on the annual funding budget.

• Monitoring and following up on the contracting and reporting stages (financial and narrative)

• Generate data in Fluxx to create dashboards, ad hoc reports, mapping, graphs, and other visualizations for a variety of internal and external stakeholders and processes  

• Performing other administrative tasks related to the grant management process.

Team and Cross-departmental Collaborations

• Collaborate with the Monitoring, Evaluation, Accountability and Learning (MEAL) Officer to ensure that the grants management system, report templates, and mechanisms are aligned with and contribute to the organizational framework, plans, and priorities for MEAL.  

• Participate in and contribute to both programs and finance/administration team meetings, retreats, and related activities to ensure effective internal processes around grant management.  

• Participate in organizational, cross-departmental initiatives and working groups.

• Undertake any other duties to be assigned from time to time.

Learning and Leadership.

• Provide grants management orientation and training to new staff based on the access level required. 

• In collaboration with the executive office and programs team, develop and finalize the grantmaking and grants management manual.

• In collaboration with the programs team and executive office, identify areas that need redesign, and continued improvements to grants management and contract processes that support effective grants management.

• Continuously seek and acquire knowledge of trends, new developments and approaches in the field of grants management, to identify areas for improvement and strengthening of grants management in ISDAO.