Grants Associate

Role Overview

The Grants Associate supports program teams in moving grants efficiently through every stage, from application review and approval to monitoring and closeout. As a key user of the grants management system, this role maintains reliable records, helps teams apply policies consistently, and coordinates with grantees, legal colleagues, and finance staff so grants can be delivered responsibly and on time.

Key Responsibilities

• Coordinate grant administration across the full lifecycle, including application processing, pre-approval steps, active monitoring, and closeout.
• Maintain grant and grantee records in the grants management system, check data for accuracy and completeness, and investigate or escalate discrepancies.
• Apply global grant policies and procedures, support compliance reviews, and help obtain and record Equivalency Determinations.
• Work with program teams, grantees, the Office of General Counsel, and Finance to resolve operational questions and keep grant activity aligned.
• Use Power BI or similar tools to review portfolio information, monitor performance indicators, and contribute to data-informed reporting and portfolio planning.
• Partner with Financial Planning & Analysis to monitor budgets, compare actual cash spending with targets, and check that payment schedules align with expected grant expenditure.
• Create and update guidance for the grants system, deliver training, and share practical knowledge with stakeholders in different countries.
• Guide grantees through application requirements and compliance processes, while maintaining clear documentation for grant-making decisions and activity.

Requirements & Qualifications

• Degree-level education or equivalent.
• Relevant experience in grants administration within a large, complex nonprofit, foundation, or international grant-making organization.
• Practical knowledge of grant management processes, systems, and the full grant lifecycle, including ongoing monitoring.
• Advanced proficiency with GrantSmith or comparable grant management systems; familiarity with Power BI or similar data analysis tools and Microsoft 365.
• Understanding of financial planning and analysis, including monitoring cash-based spending against grant payment schedules and budgets.
• Experience working with colleagues and partners across countries and functions, and confidence navigating complex organizational structures.
• Ability to train system users, develop clear learning materials, and advise grantees on applications and compliance requirements.
• Strong organization, accuracy, and judgment, including the ability to manage competing deadlines, protect confidential information, resolve issues, and escalate concerns appropriately.
• Fluent English is required; additional languages are an advantage. Willingness to adjust working hours for colleagues and vendors in other regions is expected, and travel is required according to role needs.
• Commitment to inclusive, respectful collaboration and to the organization’s stated values of humility, commitment, collaboration, respect, inclusivity, and integrity.

What We Offer / Why Join

• Professional development support, including an annual learning allowance, onsite training, and opportunities to learn from visiting experts.
• Flexible work arrangements and generous time off. Employees are expected to work from an Open Society office for 50% of working days each month.
• Employer-paid health insurance for employees and families, with no employee contribution required.
• A non-contributory retirement savings plan for employees and life insurance.
• Paid parental leave and reproductive and family planning support.
• A stated commitment to building a diverse and inclusive workplace.