Job Offer Description
We are seeking a dynamic individual to provide comprehensive support in our grants administration team. This role encompasses various responsibilities, which are outlined below.
Responsibilities
- 50% Grants Administration:
- Provide day-to-day support and backup to the grants administrator.
- Monitor grant letter and payment processes to ensure timely progression of grants.
- Manage payment corrections and prepare urgent payments.
- Address unusual grant situations, propose solutions, provide guidance, and oversee the resolution process with adequate documentation.
- Approve grant and operational payments when necessary.
- Complete grant and payment reconciliations and generate relevant reports.
- Assist in developing reports to oversee the grant-making process and support the head of grants administration in identifying improvements, ensuring data integrity in the grants management system.
- Make recommendations for the continuous improvement of Oak’s grant-making and administrative processes.
- Act as backup to the head of grants administration when required to maintain consistent delivery of core functions.
- Support other administrative tasks as requested by the head of grants administration or the director of operations.
- 20% Legal and Compliance:
- Support the head of grants administration in monitoring compliance and legal developments in countries where Oak operates, helping to adapt processes accordingly.
- Provide proactive assistance in addressing compliance and legal matters related to Oak’s grant-making and operations.
- Act as a sounding board for ideas, coordinate and track follow-up actions, and ensure continuity and effective resolution of issues as needed.
- 10% Process Development and Grants Management Systems:
- Proactively support the continuous development and improvement of Oak Foundation’s grant-making process, including documentation.
- Assist in the development of Oak’s grants management system by identifying opportunities for further automation, liaising with IT and developers regarding business needs, and testing functional developments.
- 20% Training and Support:
- Respond promptly and proactively to questions and support requests from staff and Trustees, producing necessary support documentation.
- Collaborate with the head of grants administration to develop and deliver policy and compliance training to Oak staff.
- Onboard new staff regarding Oak’s grant-making process, clarifying their responsibilities and the role of grants administration.
To apply for this position, please use the form below. Keep in mind that only applications matching the job profile will be considered.