Grant Administrator for Southern Africa (South Africa and Zambia) Job in Nairobi, Kenya

Mar 12, 2016

Job Title: Grant Administrator for Southern Africa (South Africa and Zambia)
 

Job Code: GASA/PA/160303
 

Number of Positions Open: 1

Reports To: Financial and Administration Manager and Regional Director Africa
 

Location: Nairobi, Kenya

Closing Date: Open Until Filled

Summary: Our client is an international organisation that manages the grant-giving programmes of charitable entities by providing strategic advice on programmes and offers them a full array of grant management services.
   

 

Job Purpose: This is a full-time position taking day-to-day direction from the Grant Manager for Southern Africa

Primary Responsibilities:

Handling of Incoming Grant Applications

• Confirm receipt of grant applications or enquiries and send out grant application forms where appropriate


• Discuss new applications with Grant Manager and request additional information from applicant when necessary


• Enter applications in the database and update as needed


• Send out regret letters if application is declined and approval letters if application is granted

(Financial) Follow-Up of Approved Applications in Accordance with Procedures

• Prepare synopsis of the application according to guidelines for internal website


• Prepare applications for presentation to the staff meeting


• Enter accurate bank information


• Prepare payment letters for final approval


• Schedule payments in GIFTS-database


• Review of audited financial documents to assess financial health of organizations in collaboration with Grant Manager

Monitoring and Updating of Project Database to Ensure Timely Actions

• Monitor due dates for reports and follow up Monitor scheduled payments in the event of multi-year grants


• Monitor and follow up on pending applications in consultation with Grant Manager


• File digital or hard copy of all relevant documents related to active projects


• Archive projects that have been closed

General and Administrative Support of Grant Manager

• Organize travel arrangements for Grant Manager: arrange meetings with partners, book flights and hotels, put together itineraries, compose a travel guide with route and comprehensive information of projects to be visited


• Provide Grant Manager with analysis from GIFTS such as number of grants to specific program area, upon request or pro-actively


• Handle all incoming (e)mail and phone calls


• Organize meetings with (potential) partners, coordinate papers for meetings (e.g. project write ups)


• Assist in preparation of presentations, internal and external


• Coordinator expense report

Education:

• Minimum of a Bachelor’s Degree.  Master’s Degree preferred.

Experience:

• At least 5 years of professional experience in high-level project assistant, secretarial or organizational function. At least two years of this experience should be with an international organization or NGO


• Experience working in South Africa and Zambia preferred


• Demonstrated experience and skills in all aspects of office administration procedures


• Experience in IT and database administration

Knowledge:

• Excellent communication and interpersonal skills


• High level of knowledge and competency in Microsoft Office especially Word, Power Point, Outlook and Excel


• Strong organizational skills including ability to prioritize and manage time


• Fluent in written and oral English


• Strong analytical and problem-solving skills

Personal Qualities / Skills / Aptitudes:

• Ability to work and interact with people from diverse, professional, social and cultural backgrounds


• Experience in providing general support in a small team and an experienced team player


• Can work autonomously, effectively managing workload without continual guidance


• Energetic, willing and ‘can do’ attitude

How to Apply:
Interested candidates holding the necessary requirements, good performance and / or references are encouraged to apply with detailed CV’s, inclusive of names and contacts of 3 referees, current telephone number and email address by scrolling down and clicking on: Grant Administrator for Southern Africa

Kindly include your current and expected remuneration in your resume