Grants Management Specialist

The Grants Management Specialist will work with the grants team to ensure donor requirements for projects are communicated, support funding opportunity preparation, generate high quality donor reports, and assist in project cycle processes. The role involves reporting, proposal development, project cycle management, and capacity building in grants management.

Responsibilities

• Analyze donor guidelines and grant agreements to understand reporting formats, deadlines, and content requirements (financial, narrative, and technical reports).
• Collaborate with program, finance, and MEAL teams to gather accurate and timely data.
• Prepare draft narrative reports summarizing project progress, achievements, challenges, and lessons learned.
• Verify that all information complies with donor regulations, including financial rules, branding, and visibility requirements.
• Cross-check reports for accuracy, completeness, and consistency before submission.
• Manage submission timelines and ensure reports are submitted to donors by the required deadlines.
• Maintain a calendar of reporting deadlines and reminders.
• Respond to donor queries or requests for additional information related to reports.
• Archive all submitted reports and related correspondence for audit and reference purposes.
• Maintain an organized system for report versions and supporting documentation.
• Support in drafting annexes and coordinating inputs from support and program teams for proposals.
• Support the grants manager in identifying new opportunities, scheduling grant meetings, and providing guidance on proposal timelines and processes.
• Support in the development of communications materials to be shared with donors and other relevant stakeholders.
• Support the Deputy Head of Programs and grants manager in preparing donor briefs and project updates.
• Support in preparing kick-off and close-out meetings in coordination with the grants management manager.
• Ensure project implementation plans have relevant grants related information, are updated regularly, and include key donor compliance information.
• Support the grants manager in updating DRC’s ERP system with all relevant grants related information.
• Ensure all departments are aware of key donor specific compliance information and how it should be applied to ongoing projects.
• Conduct training sessions to partners and internal stakeholders on donor-specific reporting guidelines, formats, and timelines.

Requirements

• Master’s degree in administration, international relations, or another relevant field.
• Minimum 3 years of relevant experience in grants management with donors such as ECHO, DMFA, OCHA, SIDA, amongst others.
• Experience in both humanitarian and development contexts.
• Proficiency in English (written and spoken).
• Desirable: Experience working in the Ukraine humanitarian context.
• Desirable: Previous experience in INGOs.

Skills

• Grants Management
• Donor Reporting
• Proposal Development
• Project Cycle Management
• Funding Opportunity Preparation
• Capacity Building
• Humanitarian Experience
• Development Context Experience
• Donor Compliance
• ECHO Grant Management
• DMFA Grants
• OCHA Grants
• Report Writing
• Project Monitoring
• International Relations
• English Language Proficiency
• SIDA Grant Management

Languages

English