PRIMARY RESPONSIBILITIES

Sub‑Award Administration and Documentation

• Support the preparation, review, and processing of sub‑award agreements, amendments, and extensions.
• Maintain an organised, central, audit‑ready digital and physical filing system for all sub-grantee documents (agreements, reports, correspondence, deliverables).
• Prepare sub‑award packages, routing requests, approval forms, and documentation for signature.
• Maintain up‑to‑date grant records in grants management systems, trackers, and databases.

Sub-Grantee Onboarding and Communication

• Support sub-grantee onboarding sessions by preparing materials, checklists, templates, and compliance briefings.
• Serve as the first point of contact for routine sub-grantee questions related to reporting schedules, templates, deliverables, and documentation requirements.
• Disseminate updated tools, templates, and guidance to sub-grantees and ensure consistent use.

Reporting Coordination and Compliance Monitoring

• Track sub-grantee reporting (programmatic and financial) deadlines and follow up to ensure timely submission.
• Conduct first‑level quality checks on financial reports for completeness and alignment with templates, provide feedback to the sub-grantees.
• Support the Senior Grants Officer in conducting compliance spot‑checks, desk reviews, and documentation sampling.
• Facilitate sub grantee’s audit reviews and implementation of audit recommendation.

Sub-Grantee Monitoring and Follow‑Up

• Maintain the programme’s sub‑grants monitoring tracker, including deliverables, milestones, risk flags, compliance findings, due diligence updates, and reporting status.
• Coordinate logistics and documentation for sub-grantee monitoring visits, including schedules, checklists, and visit notes.
• Support follow‑up on agreed actions, risk mitigation measures, and documentation corrections.

Coordination with Programme, Finance and Technical Teams

• Work closely with the Senior Grants Officer, Programme Accountant, Programme Finance Manager and Programme Director to align sub-grantee reporting schedules with programme reporting (programmatic and financial) timelines.
• Support the Programme Director and technical teams with documentation and information needed for sub-grantee reviews.
• Ensure smooth communication between finance, programme, and sub-grantee teams on grants-related timelines and requirements.
• Prepare consolidated grants summaries and dashboard inputs for Senior Grants Officer validation.

Sub‑Grant Close‑Out Support

• Track grant end dates, close‑out requirements, and documentation status.
• Support the preparation of close‑out checklists, sub-grantee notifications, deliverables tracking, and documentation archiving.
• Ensure all required documents are received and filed before grant closure.

Qualifications

Education and Experience

• Bachelor’s degree in Accounting, Finance, Development Studies, Business Administration, Project Management, International Relations, or a related field.
• Full professional qualification e.g ACCA (the Association of Chartered Certified Accountants), Certified Public Accountant, CFA (Chartered Financial Analyst) etc or equivalent is required.
• 3-5 years’ experience supporting grants, contracts, compliance, or programme administration in NGOs or donor‑funded programmes.
• Experience working with multi‑partner or multi‑country programmes is an advantage.
• Experience using grants management systems and digital collaboration platforms.