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
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
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