Grants Coordinator

Job description

**This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Grants Coordinator based in South Africa.** Contribute to impactful climate and development initiatives by supporting the efficient administration and coordination of grant-making activities across Africa. As a Grants Coordinator, you will provide high-level executive and administrative support to the Head of Grants while helping the broader team manage priorities, deadlines, and stakeholder relationships. You will play a key role in maintaining organized records, coordinating meetings, preparing reports, and ensuring that important decisions and actions are followed through. Working across teams in a dynamic, mission-driven environment, you will help strengthen operational efficiency and support initiatives focused on inclusive development and long-term socioeconomic transformation. This role is ideal for a proactive, detail-oriented professional who combines strong organizational skills with sound judgment and discretion. The position is remote for candidates based in South Africa, with a preference for those located in Cape Town. ### Accountabilities: As a Grants Coordinator, you will provide comprehensive administrative, executive, and coordination support to the Head of Grants and the wider Grants Team. You will help ensure that grant-related activities run smoothly, information remains accurate and accessible, and internal and external commitments are managed efficiently. - **Executive support:** Manage the Head of Grants' calendar, schedule meetings, coordinate travel arrangements, and organize priorities to ensure effective time management. - **Communication management:** Screen and prioritize emails, calls, and incoming requests, ensuring that urgent matters receive appropriate attention and follow-up. - **Document preparation:** Prepare reports, presentations, briefing materials, correspondence, and other documentation required by the Head of Grants. - **Team coordination:** Maintain the Grants Team's calendar, coordinate meetings and events, and ensure alignment with key internal and external commitments. - **Deadline and deliverable tracking:** Maintain accurate records of important deadlines, deliverables, reporting schedules, and upcoming activities. - **Meeting administration:** Prepare agendas, gather supporting materials, attend meetings as required, and produce detailed, accurate meeting notes. - **Action tracking:** Document decisions and agreed actions, follow up with relevant stakeholders, and monitor progress to support timely completion. - **Records and document management:** Organize, file, and maintain grants documentation and administrative records to ensure information is accurate, secure, and readily accessible. - **Operational assistance:** Support procurement processes, logistical arrangements, routine budget tracking, and other administrative activities as required. - **Stakeholder coordination:** Assist with communications involving applicants, partners, and internal colleagues, ensuring professional and timely responses. - **Confidentiality and quality assurance:** Handle sensitive information with discretion, exercise sound judgment, and maintain high standards of accuracy and professionalism across all administrative tasks. **Requirements:** The ideal candidate is an experienced administrative or executive support professional with strong organizational capabilities, excellent communication skills, and the ability to manage competing priorities in a fast-paced environment. You should be proactive, analytical, resourceful, and comfortable working independently while collaborating with colleagues across different teams. - A bachelor's degree in Business Administration, Office Management, Project Management, or a related field. - Four to six years of proven experience in a similar administrative or executive support role, preferably supporting a grants team. - Previous experience in grants management, programme management, international development, or a nonprofit organization is highly desirable. - Excellent organizational and time-management skills, with exceptional attention to detail and the ability to manage multiple priorities simultaneously. - Strong written and verbal communication skills, including experience preparing reports, drafting correspondence, and producing accurate meeting notes. - Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint. - Familiarity with virtual collaboration and meeting platforms such as Zoom and Microsoft Teams. - Demonstrated ability to work under tight deadlines, adapt to changing priorities, and maintain consistent quality in a dynamic environment. - Sound judgment and a strong commitment to confidentiality when handling sensitive information and records. - A proactive, solutions-oriented approach, with the ability to identify problems, take initiative, and resolve issues effectively. - Calmness under pressure, resourcefulness, and the ability to remain productive when managing competing demands. - The ability to work both independently and collaboratively, building effective relationships with colleagues and external stakeholders. - Legal authorization to work in the country where you are based. **Benefits:** - Remote working arrangement for candidates based in South Africa, with preference given to applicants based in Cape Town. - Full-time position within an organization focused on climate action, inclusive development, and long-term socioeconomic transformation across Africa. - The opportunity to contribute to meaningful grant-making initiatives and support programmes with significant development potential. - Collaboration with a multidisciplinary team working across climate change, research, technical assistance, advocacy, and development. - Opportunity to strengthen expertise in grants administration, executive support, stakeholder coordination, and nonprofit operations. - Immediate start, with a 12-month contract that may be renewed by mutual agreement.