Grants Operations Officer NGO Job Equality Fund

Grants Operations Officer Job

SCOPE & RESPONSIBILITIES

Grantmaking Data, System, and Knowledge Management

• Supporting the development and documentation of application, review, grant disbursement and reporting policies, processes and procedures for multiple streams of grantmaking, including the development of manuals and policies;
• Working with the SalesForce Administrator, supporting the implementation and customization of the grantmaking database in Salesforce, including training Global Programs team members;
• Supporting the administration of the due diligence searches;
• Supporting the ongoing evaluation of internal grantmaking processes and tools, as well as user experience, and recommending modifications as needed;
• Developing, customizing, and maintaining grantmaking templates as well as online forms on EF’s Salesforce application and reporting portal in all three languages currently supported (English, Spanish, French);
• Developing and maintaining communication templates (in all languages) and coordinating translations needed;
• Representing Equality Fund externally as required.

Grants Management & Grantmaking Support

• Supporting the development of a yearly operational planning cycle, including the planning of grant cycles for multiple streams of grantmaking;
• Acting as a knowledge resource on current grantmaking policies, processes and procedures, identifying gaps and exceptions, and consulting with the Director of Grantmaking Operations on these. Both supporting and leading on the development of additional policies, processes and procedures as needed;
• Coordinating grant application, review and award processes & due diligence:
• Managing application timelines/deadlines;
• Supporting the shortlisting process;
• Conducting application reviews, where needed;
• Requesting and tracking references and endorsements;
• Supporting the participatory review process;
• Managing communication with applicants;
• Tracking review processes and verifying completion of due diligence;
• Sending grant award notifications and tracking completion of post-award tasks by grantee partners.

Coordinating post-award grantmaking processes:

• Supporting the development and monitoring of dashboards for tracking grantmaking activities;
• Coordinating reporting timelines/deadlines, report invitations and follow-ups on outstanding reports and Receipt of Funds;
• Tracking grant reports and reviews;
• Managing communication with grantee partners, responding to their inquiries.

Working closely with the Finance team, coordinating contract/disbursement process & due diligence:

• Supporting verification of payment information;
• Generating and verifying contracts (signers/terms);
• Supporting the tracking of disbursement progress and issues.
• In coordination with the MEL team, leading the response to internal requests for grantmaking data and inquiries about the overall portfolio (including basic portfolio statistics, etc.)
• Acts in accordance with our policies around nurturing a safe and respectful work environment; never engaging in harassment, coercion, sexual exploitation or abuse of any form, or anything else contrary to our code of conduct.

QUALIFICATIONS & COMPETENCIES

• Minimum five years of relevant work experience (e.g., grantmaking or application operations, women’s rights, social justice, non-profit sector, international development, databases, etc.), including a minimum of 2 years of grantmaking experience (operations or otherwise);
• Demonstrated experience working with databases, application platforms, and/or online survey systems. Experience with a CRM is an asset;
• Oral and written professional working proficiency in English and Spanish;
• Demonstrated experience in coordinating application and award processes involving different review and due diligence steps;
• Ability to manage daily tasks while advancing longer term development of new systems and procedures;
• Excellent organizational, logistical, and planning skills, attention to detail and ability to handle multi-tasking;
• Commitment to women’s rights and gender equality issues;
• Sensitivity and appreciation for varying viewpoints and communication styles in a politically and culturally diverse environment;
• Strong interpersonal & communication skills with the ability to develop solid working relationships;
• Strong computer skills. Experience with MS Office and GSuite is an asset;
• General exposure and familiarity with the international non-profit sector is an asset;
• Experience in international grantmaking operations is an asset, including a working knowledge of grants administration and an understanding of financial information;
• Knowledge of global economic, political, social and cultural trends is an asset;
• The ability to thrive in a fast paced and complex environment is essential. You are able juggle multiple priorities, navigate changing realities and work effectively with a range of styles and approaches;
• We are radical in our optimism and ambition. Your ability to think creatively, bust silos, inspire others and forge connections will enable your success.
• Demonstrated high ethical standards, integrity, honesty, and ability to work with sensitive information in a confidential manner
• Commitment to the work and values of the Equality Fund, which include Anti-Racism, Anti-Oppression, and Intersectionality; Feminist Leadership; Accountability; and Radical Love
• Working proficiency in French, Arabic, and/or Portuguese are assets
• Ability to thrive in a dynamic, complex environment

REQUIREMENTS

• Able and willing to travel to Canada and to regions were EF has partners, for up to 3-4 weeks per year
• Willing and able to work remotely on mostly computer-based work

How to Apply

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