Grant Officer at Pan-Atlantic University

Job Summary

• The Grants Officer will contribute to achieving high-quality programming by ensuring effective grants management, including compliance requirements, reporting, timely and quality proposal development, and internal and external communication.
• The officer ensures the research team(s) are fully informed of relevant funder/donor compliance regulations and procedures, manages donor and other external reporting, and coordinates grant revisions.
• The officer also supports donor communication by ensuring effective channels of internal and external communications relating to grants are established and respected.
• The Grants Officer also supports the development of proposals and opportunity identification, as required.

Responsibilities

Proposal Development:

• Support the development of high quality proposals using relevant tools and guidance (Go/
• No-go checklist, proposal development calendar, procurement plan, internal budgeting tool,
• etc.);
• Work closely with Budget Holders, programme teams, and finance as well as other
• stakeholders to compile accurate proposal budget and assess whether all necessary costs
• have been included.

Due Diligence Assessments and Agreements:

• Lead due diligence assessment when and as required by an existing or new donor;
• Lead on organisational assessments of Partners as funder Grants Management procedures;
• In coordination with the Director of Research & Impact and other relevant units, draft
• Partner Agreements/MoUs with relevant Annexes and take through signing processes;
• Contribute to partner capacity building as required and identified in partner assessment.

Grant Agreement:

• Review funder/donor contracts, flag any points that might challenge the University’s
• procedures, and support contract negotiations;
• Work with finance team to support/advise them in development of internal budgeting tool
• and communication with field offices on allocated budget;
• Summarise in writing, key reporting and compliance requirements (compliance checklist),
• including potential issues for Grant Opening Meetings;
• Coordinate with respective budget holders and finance in order to ensure budgets are
• correctly allocated and aligned;
• Work with the relevant Project Manager or Co-Principal Investigators to ensure Grant
• Opening Meetings are arranged and take place within 30 days of the grant being activated.

Donor Reporting and Monitoring:

• Coordinate the finalisation of funder/donor reports ensuring consistency between narrative
• and financial reports and that they meet quality standards;
• Highlight critical financial issues such as under/over spends to finance and Budget Holders,
• and follow up in writing when discussed verbally;
• Provide technical support to relevant Project Managers/(Co-)Principal Investigators and
• Budget Holders on monitoring issues and budget revising (if required);
• Collaborate with the finance team to ensure donor budget lines as per the contract are in line with the financial system (i.e. amounts have not changed as a result of new income instalments at different rates being received);
• Monitor grant payment schedules and income requests for respective portfolio, working closely with finance to ensure this is done in a timely manner;
• In collaboration with the Communications team, contribute to the development of country factsheets and other relevant information pieces for funder/donor visits/meetings

Donor Compliance:

• Be familiar with all PAU organizational and donor portfolio compliance requirements and ensure high quality management of grants through meeting of KPIs and deadlines;
• Support and advise programme colleagues with queries related to donor compliance on grants within portfolio;
• Work with other departments (i.e. programmes, finance, M&E, Compliance Coordinator)
• to ensure all documentation required is ready and available for audits (e.g. vouchers,
• distribution lists)
• Coordinate Close Out of grants in respective portfolio;
• Assist in training and capacity building related to PAU Grants Management/donor
• compliance as required.

General Administration:

• Ensure all documentation required to be kept by donors is available within the Grants
• department by maintaining high standard information management/filing systems;
• Visit field offices to support with capacity building of staff and partners and monitoring
• purposes;
• Ensure correct and up-to-date maintenance of Grants Funding Tracker.

Requirements

• Bachelor’s degree in Development Studies, Social Sciences, Business Administration, Finance, Project Management, or a related field.
• Minimum of 4 years’ experience in grants management, donor-funded projects, or research administration.
• Experience in proposal development, donor reporting, grant compliance, and budget management.
• Knowledge of donor regulations, grant agreements, and partnership management.
• Experience working with multiple donors and cross-functional teams.
• Proficiency in Microsoft Office Suite, particularly Word and Excel.

Other Requirements:

• Strong knowledge of grants management and donor compliance.
• Excellent proposal, report writing, and communication skills.
• Strong analytical, organisational, and project coordination skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong interpersonal, stakeholder management, and teamwork skills
• High level of integrity, attention to detail, and accountability.
• Ability to work independently and under pressure.
• Demonstrates the University’s core values of Community, Respect, Integrity, Spirit of Service, and Professionalism.

Salary Grade:

• Administrative grade.