Grant and Stakeholder Engagement Coordinator

The Grant and Stakeholder Engagement Coordinator supports high-quality grant acquisition, start-up, implementation, compliance, reporting and closure. The role also coordinates clear, timely, and professional engagement with internal and external stakeholders, partners, donors, and Plan International offices, ensuring compliance with branding, communications, safeguarding, consent and visibility requirements.

Responsibilities

• Support the Programme Development Manager and programme teams to develop and consolidate high-quality concept notes, proposals and fully costed budgets using approved Plan International and donor templates.
• Prepare and coordinate Funding Agreement Documents (FADs) and amendments through drafting, review, finalization and approval.
• Coordinate with Programme and Finance teams to establish, monitor and maintain grants in relevant grant and finance systems, including SAP, Pamoja and Power BI.
• Coordinate internal and external project start-up meetings, ensuring that roles, deliverables, donor conditions, reporting requirements, communications protocols, visibility obligations and compliance requirements are understood and documented.
• Review proposals and start-up documentation for alignment with Plan International's grant management standards, programme quality requirements, gender equality and inclusion commitments, safeguarding requirements and relevant programme and influencing approaches.
• Support regular updates of the Grants Pipeline Management Tool and other resource mobilization tracking systems.
• Proactively identify and cultivate partnerships with potential implementing partners, ensuring alignment with programme priorities, organisational values, and donor requirements.
• Coordinate regular grant monitoring meetings with Programme, Finance, Administration and Human Resources teams to review implementation, expenditure, compliance, risks and corrective actions against approved proposal packages and detailed implementation plans.
• Maintain a consolidated calendar of grant reports, evaluations, audits, donor deliverables, communication products and other key deadlines, and provide timely reminders and follow-up.
• Coordinate and quality-assure narrative and financial reports for completeness, consistency, accuracy and compliance before internal approval and submission to donors and National Offices.
• Coordinate fund closure by communicating timelines and requirements, monitoring completion of the closure checklist, securing approvals and supporting timely closure in relevant systems.
• Ensure complete, accurate and accessible grant records, approvals, correspondence and supporting documents are maintained in approved electronic and physical filing systems for monitoring, assurance and audit purposes.
• Provide practical guidance and induction to staff and partners on grant conditions, donor compliance, reporting formats and documentation requirements.
• Coordinate timely, accurate and professional responses to donor and National Office inquiries, working with relevant technical and support teams.
• Coordinate donors’ and National Offices’ field visits, employee engagement activities and project events, ensuring appropriate planning, safeguarding, visibility and follow-up.
• Monitor compliance issues and emerging risks, escalate concerns promptly, and support corrective actions in collaboration with accountable teams.
• Participate in relevant Plan International workshops, reviews and training, and undertake other related duties assigned by the line manager within reasonable timeframes.
• Serve as a coordination focal point for routine communication and engagement with donors, National Offices, implementing partners, networks and other external stakeholders, in close collaboration with the Programme Development Manager, programme leads and authorized spokespersons.
• Ensure that all communication with internal and external stakeholders and partners is clear, consistent, timely and aligned with Plan International's policies, protocols, values and approved organizational messaging.
• Review and coordinate stakeholder-facing materials, including presentations, reports, event materials, human-interest stories, photographs, videos, press materials, social media content and visibility items, to ensure compliance with Plan International's and donors' branding, acknowledgement, logo-use and visibility requirements, as well as safeguarding and gender equality and inclusion policies.
• Coordinate with programme, communications and safeguarding colleagues and vendors/consultants to ensure that informed consent, confidentiality, safeguarding, data protection, ethical storytelling and risk-management requirements are met before external publication or sharing.
• Plan and support engagement of external stakeholders through Plan International Thailand's approved media channels, including the website, social media, newsletters and other digital platforms, in line with agreed communications plans and approval processes.
• Develop and maintain a stakeholder contact and engagement tracker, document key interactions and follow up agreed actions and commitments.
• Identify and package grant results, learning, events and partnership achievements into accessible content for external audiences, while ensuring technical accuracy and appropriate approvals.
• Support stakeholder events, consultations, launches and learning forums, including invitations, briefing materials, visibility, media coordination, documentation and post-event follow-up.
• Monitor stakeholder feedback and relevant media engagement, share insights with internal teams, and support timely responses to reputational or communications risks through established escalation procedures.
• Coordinate the planning and delivery of Girls Takeover events, including stakeholder engagement, safeguarding, logistics, communications, and post-event follow-up.
• Maintain positive, open and collaborative working relationships across Plan International Thailand, Regional and Global teams, National Offices, donors and partners.
• Nurture donor and partner relationships and support the identification and follow-up of potential funding and partnership opportunities with the Programme Development Manager and programme team.
• Promote coordinated information sharing and learning across teams and contribute to a professional, accountable and partnership-oriented organizational culture.

Requirements

• Support the Programme Development Manager and programme teams to develop and consolidate high-quality concept notes, proposals and fully costed budgets using approved Plan International and donor templates.
• Prepare and coordinate Funding Agreement Documents (FADs) and amendments through drafting, review, finalization and approval.
• Coordinate with Programme and Finance teams to establish, monitor and maintain grants in relevant grant and finance systems, including SAP, Pamoja and Power BI.
• Coordinate internal and external project start-up meetings, ensuring that roles, deliverables, donor conditions, reporting requirements, communications protocols, visibility obligations and compliance requirements are understood and documented.
• Review proposals and start-up documentation for alignment with Plan International's grant management standards, programme quality requirements, gender equality and inclusion commitments, safeguarding requirements and relevant programme and influencing approaches.
• Support regular updates of the Grants Pipeline Management Tool and other resource mobilization tracking systems.
• Proactively identify and cultivate partnerships with potential implementing partners, ensuring alignment with programme priorities, organisational values, and donor requirements.
• Coordinate regular grant monitoring meetings with Programme, Finance, Administration and Human Resources teams to review implementation, expenditure, compliance, risks and corrective actions against approved proposal packages and detailed implementation plans.
• Maintain a consolidated calendar of grant reports, evaluations, audits, donor deliverables, communication products and other key deadlines, and provide timely reminders and follow-up.
• Coordinate and quality-assure narrative and financial reports for completeness, consistency, accuracy and compliance before internal approval and submission to donors and National Offices.
• Coordinate fund closure by communicating timelines and requirements, monitoring completion of the closure checklist, securing approvals and supporting timely closure in relevant systems.
• Ensure complete, accurate and accessible grant records, approvals, correspondence and supporting documents are maintained in approved electronic and physical filing systems for monitoring, assurance and audit purposes.
• Provide practical guidance and induction to staff and partners on grant conditions, donor compliance, reporting formats and documentation requirements.
• Coordinate timely, accurate and professional responses to donor and National Office inquiries, working with relevant technical and support teams.
• Coordinate donors’ and National Offices’ field visits, employee engagement activities and project events, ensuring appropriate planning, safeguarding, visibility and follow-up.
• Monitor compliance issues and emerging risks, escalate concerns promptly, and support corrective actions in collaboration with accountable teams.
• Participate in relevant Plan International workshops, reviews and training, and undertake other related duties assigned by the line manager within reasonable timeframes.
• Serve as a coordination focal point for routine communication and engagement with donors, National Offices, implementing partners, networks and other external stakeholders, in close collaboration with the Programme Development Manager, programme leads and authorized spokespersons.
• Ensure that all communication with internal and external stakeholders and partners is clear, consistent, timely and aligned with Plan International's policies, protocols, values and approved organizational messaging.
• Review and coordinate stakeholder-facing materials, including presentations, reports, event materials, human-interest stories, photographs, videos, press materials, social media content and visibility items, to ensure compliance with Plan International's and donors' branding, acknowledgement, logo-use and visibility requirements, as well as safeguarding and gender equality and inclusion policies.
• Coordinate with programme, communications and safeguarding colleagues and vendors/consultants to ensure that informed consent, confidentiality, safeguarding, data protection, ethical storytelling and risk-management requirements are met before external publication or sharing.
• Plan and support engagement of external stakeholders through Plan International Thailand's approved media channels, including the website, social media, newsletters and other digital platforms, in line with agreed communications plans and approval processes.
• Develop and maintain a stakeholder contact and engagement tracker, document key interactions and follow up agreed actions and commitments.
• Identify and package grant results, learning, events and partnership achievements into accessible content for external audiences, while ensuring technical accuracy and appropriate approvals.
• Support stakeholder events, consultations, launches and learning forums, including invitations, briefing materials, visibility, media coordination, documentation and post-event follow-up.
• Monitor stakeholder feedback and relevant media engagement, share insights with internal teams, and support timely responses to reputational or communications risks through established escalation procedures.
• Coordinate the planning and delivery of Girls Takeover events, including stakeholder engagement, safeguarding, logistics, communications, and post-event follow-up.
• Maintain positive, open and collaborative working relationships across Plan International Thailand, Regional and Global teams, National Offices, donors and partners.
• Nurture donor and partner relationships and support the identification and follow-up of potential funding and partnership opportunities with the Programme Development Manager and programme team.
• Promote coordinated information sharing and learning across teams and contribute to a professional, accountable and partnership-oriented organizational culture.

Skills

• Grant Proposal Drafting
• Budget Preparation
• Funding Agreement Coordination
• Grant Management
• SAP
• Pamoja
• Power BI
• Project Start-up Coordination
• Donor Compliance Monitoring
• Gender Equality and Social Inclusion
• Safeguarding Compliance
• Resource Mobilization Tracking
• Partnership Development
• Grant Monitoring
• Financial Reporting
• Narrative Reporting
• Grant Closure Management
• Document Management
• Donor Relations
• Stakeholder Engagement
• Event Coordination
• Media Coordination
• Ethical Storytelling
• Data Protection
• Risk Management
• Creative Communications Planning

Languages

English