Grants Associate

Role Purpose

• The Grants Associate, aligned to program portfolios, will be tasked with providing administrative support to programs teams on grant management activity.
• The Grants Associate is expected to be an expert user of the grant management system and will be responsible for system updates, reviewing reports and data, supporting delivery of training and upskilling, obtaining Equivalency Determinations, working with internal staff to operationalize grants, and ensuring compliance with global policies and procedures. The incumbent will be supporting program teams, grantees, and Office of General Counsel (OGC) to help accelerate grants from 'idea to out the door' to maximise the impact for Grants Management and the program teams.

Key responsibilities

• Providing advanced and complex administrative support for the complete grant lifecycle from application and approval through active monitoring to final closeout and/or other activities by performing operational work that helps achieve the program's goals and plans.
• Updating the system with relevant grants/grantee information.
• Supporting portfolio monitoring and analytics by utilizing tools such as Power BI to track performance metrics and provide data-driven insights.
• Applying complex grant management policies, specifically pre - approval, and enforcing global Grants Management policies, procedures, and compliance.
• Reviewing data to assure that it is accurate and complete in accordance with appropriate protocols.
• Managing complex relationships with grantees, program teams, OGC, and Finance to ensure operational alignment.
• Building and maintaining training material for the grants management system based on updates and changes that get implemented.
• Managing relationship with grantees and others in the field.
• Collaborating in the construction, maintenance, assessment of grant making portfolio(s), and for portfolio strategy design.
• Providing support in obtaining and recording Equivalency Determinations.
• Partnering with Financial Planning & Analysis (FP&A) for tracking actual spending against targets and support budget monitoring, ensuring payment schedules align with budget vs actual grant spend-out and indicative sourcing caps.
• Acting as a global system expert, building and maintaining training materials and facilitating knowledge-building sessions for multi-country stakeholders.
• Maintaining a clean documentation trail and high data integrity for all grant-making activities in accordance with global protocols.

The ideal candidate (essential criteria)

Essential Education

• Educated to a degree level or equivalent.

Essential Experience

• Relevant professional experience within a large and complex nonprofit, foundation or international grant-making organisation.
• Prior work experience working in Grants Management administration, processes, and systems.
• Proven experience collaborating with multi-country stakeholders with strong cross-functional collaboration skills and ability to navigate complex organisational structures.
• Advanced skills in Grant Management systems (GrantSmith) and proficient in data tools like Power BI or similar.
• Knowledge of FP&A processes, specifically tracking actual spending on cash-basis based on grant payment schedules.
• Extensive knowledge and experience of working with the complete grant lifecycle and ensure active monitoring on systems.
• Ability to facilitate and provide training to others on systems
• Experience with "guiding grantees in submitting applications and advising on compliance issues".
• Knowledgeable of the field and partnerships, and in providing considerations that help inform grant selection processes.
• Ability to generate, capture and organize information and knowledge to deliver prescribed outcomes for area of responsibility.

Desirable Experience

• Demonstrates commitment to Open Society's core values of humility, commitment, collaboration, respect, inclusivity and integrity.
• Willingness to adjust working hours to include calls and discussions with colleagues and vendors located in various geographic regions.
• Commitment to Diversity and Inclusion by recognizing and responding positively to individual and group differences in the workplace and beyond. Building an inclusive workplace by respecting and seeking out diverse viewpoints and perspectives.

Language

• Fluency in English and knowledge of other languages is desirable.

Travel

• Travel is required. Travel frequency depends on the role requirements.

Functional Competencies

• Grant lifecycle administration: Ability to coordinate administrative and operational activities across the full grant lifecycle, from application and approval to monitoring and closeout.
• Systems and data management: Strong proficiency in grants management systems, with the ability to maintain accurate records, review data quality, resolve discrepancies, and support effective system use.
• Compliance and due diligence: Ability to apply grants management policies and procedures, support Equivalency Determinations, and maintain complete documentation, escalating complex issues appropriately.
• Financial monitoring and analytics: Ability to track grant payment schedules and actual expenditure against budgets, working with Finance and FP&A to identify discrepancies and support portfolio reporting.
• Reporting and digital proficiency: Ability to use Microsoft 365, Power BI or similar tools to analyse grant data, monitor portfolio activity, and improve administrative processes.
• Stakeholder coordination and communication: Ability to communicate requirements clearly and coordinate effectively with program teams, grantees, OGC, and Finance across countries and time zones.
• Training and knowledge sharing: Ability to develop clear system guidance and training materials and facilitate practical learning sessions for stakeholders with varying levels of system knowledge.
• Planning and organisation: Ability to manage competing priorities, track deadlines and dependencies, and deliver timely, accurate support across multiple grants and portfolios.

Personal Competencies

• Exercises sound judgement, handles sensitive information confidentially, and demonstrates accountability for the quality of their work.
• Works carefully and consistently, recognising errors or gaps that could affect grant processing, compliance, or reporting.
• Investigates discrepancies, identifies practical solutions, and recognises when to seek guidance or escalate concerns.
• Builds constructive working relationships, demonstrates a service-oriented approach, and works respectfully across functions and cultures.Anticipates administrative needs, follows through on commitments, and proactively identifies opportunities to improve processes.
• Responds constructively to changing priorities, policies, and systems, remaining open to feedback and new ways of working.Values diverse perspectives and adapts communication and support to different cultural and professional contexts.

What we offer

• Exceptional opportunities to learn, grow, and make an impact; from a generous annual professional development allowance for every employee to onsite training and learning conversations with visiting experts.

Excellent benefits and perks to promote well-being and a healthy work-life balance, including:

• Generous time off and flexible work arrangements.
• Staff are required to work in an Open Society office 50% of working days per month.
• Employer-paid health insurance for individuals and families (no employee contribution required).
• Exceptional retirement savings plan (non-contributory for employees) and life insurance.
• Progressive paid parental leave, reproductive and family planning support, and much more.
• A commitment to nurturing a diverse and inclusive workplace, so you can bring your whole self to work and make a positive impact.