Grants Coordinator

Primary Responsibilities The Grant Coordinator will be responsible for the following: Grant Administration and Coordination Support the implementation of the grants workplan and approved Grants Management Framework, maintaining schedules and tracking application, assessment, agreement and reporting deadlines. Assist with grant calls and applicant information sessions in coordination with the Grants Manager and communications colleagues. Explain approved application requirements in English and Kiribati and refer eligibility or policy questions requiring a decision to the Grants Manager.

Receive, register and organise applications; undertake initial completeness checks against approved checklists and follow up missing information without making grant award commitments. Provide administrative support to grant assessment and selection processes, including arranging meetings, preparing document packs, recording decisions and actions, and maintaining relevant declarations and records. Prepare draft grant agreements, schedules and supporting documentation using approved templates and information supplied by the Grants Manager.

Track required reviews, approvals and signatures and maintain executed copies. Maintain complete and orderly grant files and registers, including applications, assessments, agreements, correspondence, variations, reports and payment records, with appropriate access controls and version management. Due Diligence and Risk Support Collect and organise documents required for prospective grantee due diligence and capacity assessments, using approved tools and referring missing or inconsistent information to the Grants Manager.

Assist the Grants Manager with documenting due diligence findings and agreed follow-up actions. Track outstanding requirements and evidence of completion for review. Maintain grant-level risk and compliance action trackers and promptly flag emerging issues, overdue actions or concerns about the use of funds.

Support preparation and delivery of due diligence briefings and training, including organising sessions, adapting approved materials and maintaining attendance and follow-up records. Financial Administration Support Track grant budgets, payment schedules and reporting milestones using agreed registers, coordinating with the Grants Manager and finance colleagues to keep records current. Compile supporting documentation for payment requests and check that required reports and evidence are present before submitting the package for review and authorisation.

Undertake preliminary checks of grantee financial reports and supporting records for completeness, arithmetic accuracy and consistency with the agreed budget. Record queries and refer substantive financial or compliance issues to the Grants Manager and finance colleagues. Follow up missing receipts, expenditure explanations and other supporting information under the Grants Manager’s direction.

Record payment status and outstanding acquittal requirements. Support grant close-out by assembling final reports, expenditure records and other required documents and tracking outstanding actions, including any unspent-funds matters for management review. Monitoring, Compliance and Reporting Support Track the receipt of grantee progress and financial reports, send agreed reminders and maintain a register of submissions, review queries and follow-up actions.

Check progress reports for completeness and consistency with agreed activities, deliverables and reporting requirements; organise supporting evidence and refer issues requiring technical judgement to the Grants Manager. Assist with planning and conducting monitoring visits under the Grants Manager’s guidance, including logistics, approved checklists, activity records and follow-up documentation. Coordinate with the Communications and Reporting Officer and MEL focal point to obtain activity information and evidence, avoid duplicate requests to grantees and support consistent program records.

Prepare draft grants status summaries and factual inputs for monthly updates, progress reports and annual reporting, highlighting outstanding reports, upcoming milestones, implementation issues and lessons for review. Assist with audit and compliance review preparation by locating records and tracking requests and follow-up actions. Grantee Support, Coordination and Learning Provide routine administrative guidance to grantees on approved templates, record keeping, reporting deadlines and documentation requirements, with mentoring from the Grants Manager.

Help organise grantee induction, training and learning activities, including practical support with attendance, materials, translation and follow-up. Maintain regular contact with grantees and coordinate routine enquiries and follow-up. Refer requests for agreement changes, policy interpretation or formal commitments to the Grants Manager.

Identify recurring reporting or documentation difficulties and suggest practical improvements to tools and processes for the Grants Manager’s consideration. Support accessible and culturally appropriate engagement with community organisations and local partners, including women, young people and people with disability. Across all responsibilities, uphold integrity, confidentiality and safeguarding standards; declare conflicts of interest; promptly refer suspected misuse of funds or other serious concerns through designated channels; follow safe travel arrangements; and undertake other duties reasonably related to the role as agreed with the Grants Manager.