Grants Administration Officer
Oak Philanthropy Vacant since : 26.11.2025 Number of jobs : 1 1216 Cointrin (GE) 100% Immediately Permanent
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.
Qualifications & Application
* A comprehensive curriculum vitae giving details of relevant achievements in recent posts, as well as your education and professional qualifications.
* A motivation letter that summarises your interest in this post, with evidence
Job Details
* Work location 1216 Cointrin (GE)
* Workload 100%
* Employment start Immediately
* Employment duration Permanent
Required Experience
* Work experience More than 3 years
* Education Bachelor’s degree from a university or equivalent
Language Skills
* English Orally : Very good knowledge Written : Very good knowledge
* French Orally : Good knowledge Written : Good knowledge
Contact
* By email jobs@oakfnd.org
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