Temp Grants Administrator (6-month contract)

Background

The African Climate Foundation (ACF) is the first and only African-led climate change re-granting organisation on the continent. Through a combination of grant making, fellowships, transformational research, technical assistance, coalition building and advocacy the ACF seeks to support interventions at the nexus of climate change, and development that have the greatest potential to deliver long-term socio-economic transformation and inclusive development.

Purpose:

The Grants Administrator is a member of the Grants team, supporting and coordinating grants and contracts administration processes with a focus on compliance and data management, ensuring effective grant management processes and a high level of compliance and organisation for the ACF’s re-granting processes. The Grants Administrator will be self-motivated, an excellent communicator and have a high level of competence in MS Office. The ability to multi-task, pay attention to detail and work according to pace is essential.

Key responsibilities include but not limited to:

Grant Application Process

• Participate and contribute to the continuous improvement of the ACF grant application process and grants cycles.
• Assist grantees with grant applications, including the online process.
• With Grants Specialist, produce a high-quality Proposal review pack for the Proposal Review meetings.
• Produce high-quality minutes and trackers of the Proposal review meetings decisions.
• Send application pack to grantees approved for full application at the Proposal review meeting.

Progress Reports

• Overseeing reporting requirements, ensuring timely submission of grants reports; tracking and monitoring status of reports; sending report reminders to grantees according to grants policies and procedures.
• Ensure Internal approvals of all progress reports and any related-payments
• Draft grants close-out letters for grants that are closed in the system and ensure final sign-off thereof.

Grants compliance

• Ensure the grants management system and filing is kept up to date according to protocols.
• Monitor and track all grant agreements, amendments, progress reports for current open grants / Consultancies and no cost extensions. and no cost extensions.
• Capture progress report dates on the grants management system.
• Notify grantees of reporting due dates, disseminate reports to programmes team and keep the record of reports received up to date.
• Ensure application and due diligence documentation received are in accordance with standards and compliance.

Financial Management

• Support the timeous and accurate payments of all approved grants and consultancies.
• Communicate payment schedule internally.
• Assist Finance with annual audit preparation and provide information to auditors as required.
• Disseminate proof of payments for all grants, consultants, and sponsorships accordingly.
• Monitor and track grantee and consultant payments internally.
• Capture proof of payments in grants management system.

Knowledge/ Grants Management System

• Ensure all folders relating to grants are up to date and in line with ACF’s knowledge management protocols.
• Capture reporting dates in the grants management system
• Capture payment dates and tranches in the grants management system
• Maintaining both up-to-date grant records (currently in two databases, GivingData and Teams) and organised electronic grant files, ensuring clear and consistent information throughout the system

General:

• Coordinating with program staff on correspondence with grantees as needed
• Providing other grant-related assistance as needed

Requirements:

• Min 3 years’ Grants Administration experience
• Experience working with non-profit organizations or in donor-funded environments
• Fully computer literate (experience with donor and grant making software advantageous i.e. Giving Data)
• Advanced Excel proficiency
• Experience working collaboratively in cross-functional teams
• Ability to organize multiple tasks and manage deadlines
• Exceptional interpersonal and communication skills
• Detail oriented and works with high levels of accuracy
• Team focused

Start date: Position available immediately

Location:  ACF’s operational hub is in Cape Town, South Africa. Remote working will be considered within South Africa, with a preference for candidates based in Cape Town

Contract duration: 6 months

Closing date: 18 June 2025

For further information about the ACF, visit www.africanclimatefoundation.org

Should you not hear back from us by 31 July 2025, please consider your application to be unsuccessful.

The ACF strives to be an equitable organisation with a team which reflects the diversity of Africa.

In compliance with the Protection of Personal Information Act (POPIA), The ACF assures all applicants that any personal information provided during the recruitment process will be treated with the utmost confidentiality and used solely for recruitment purposes. Your privacy and data security are of paramount importance to us. By applying for this position, you consent to the collection, processing, and storage of your personal information for recruitment-related activities only. The ACF is committed to safeguarding your privacy and maintaining the trust you place in us.