Grants Administration Officer

Job Description

Purpose of the role
This is a great opportunity to join a diverse international foundation’s grants administration team. The grants administration officer will ensure that the Foundation’s grant-making and related processes, documents, and procedures are executed professionally, efficiently, on schedule, and in a manner consistent with best practices. The individual will be responsible for administrative management, grant letters, and payment of grants. They will work closely with the head of grants administration to: monitor compliance and legal developments; act as a thought partner; and ensure that the necessary follow-up is completed.

Main responsibilities

50 per cent grants administration:

• offer day-to-day support and backup to the grants administrator;
• monitor grant letter and payment processes to ensure that grants progress in a timely manner;
• manage payment corrections and the preparation of urgent payments;
• manage unusual grant situations, develop and propose solutions, provide guidance, and oversee the process to ensure resolution, with adequate documentation;
• approve grant and operational payments when needed;
• complete grant and payment reconciliations and generate reports;
• help develop reports to oversee the grant-making process, support the head of grants administration to identify improvements, and ensure the integrity of the data stored in the grants management system;
• make recommendations for the continuous improvement of Oak’s grant-making and administrative processes;
• act as back up to the head of grants administration, when necessary, to ensure consistent delivery of core grants administration functions; and
• support other administrative tasks as requested by the head of grants administration or the director of operations.

20 per cent legal and compliance:

• support the head of grants administration to monitor compliance and legal developments in the countries in which Oak operates and makes grants, supporting the development and implementation of appropriate adaptations;
• provide thoughtful and proactive support to the head of grants administration in addressing compliance and legal matters related to Oak’s grant-making and operations; and
• act as a sounding board, help coordinate and track follow-up actions, and step in as needed to ensure continuity and effective resolution.

10 per cent process development and grants management systems:

• proactively support the head of grants administration in the continuous development and improvement of Oak Foundation’s grant-making process, including documentation; and
• support the development of Oak’s grants management system, including identifying opportunities for further automation and control, liaising with IT and developers about business and grants administration needs, and testing and providing feedback on functional developments and fixes.

20 per cent training and support:

• respond in timely and proactive ways to questions and support requests from staff and Trustees, (e.g., process questions), and produce support letters and documentation;
• work with the head of grants administration to develop and deliver policy and compliance training to Oak staff; and
• onboard new staff to Oak’s grant-making process, and help them understand their responsibilities and the role of grants administration.

Position requirements:

• University degree or equivalent qualification.
• At least five years of applicable administration professional experience.
• Experience working in a legal or compliance team or reviewing legal documents would be an asset.
• Strong organisational, prioritisation, and time-management skills that reflect ability to perform and prioritise multiple tasks seamlessly.
• Successful track record of training delivery (and enjoys sharing knowledge with others).
• Ability to work effectively independently and as a highly resourceful team player under pressure and within deadlines, troubleshooting issues and ensuring continue delivery of grant processes.
• Experience with CRM, database, and grants management software highly desirable; including the development of reports to monitor and improve the process.
• Experience of banking processes and international payments highly desirable.
• Strong customer service orientation.
• Excellent written and oral communication skills and attention to detail.
• Advanced MS Office skills, especially MS Excel.
• Exhibits a positive attitude and professional demeanor.
• Experience in foundations and not-for-profit organisations highly desirable.
• Excellent written and spoken English required; French or other languages are an asset.
• A commitment to Oak’s organisational values.

Deadline for application: 15 December 2025