Summary: The Finance and Compliance Grants Associate will support the Grants and
Compliance Team in managing and tracking agreements, ensuring proper documentation, and
maintaining accurate files. This role involves assisting with internal audits, monitoring processes,
and ensuring compliance with both organizational policies and donor regulations. The Associate
will be responsible for keeping financial and compliance records organized, accessible, and up-
to-date, thereby contributing to the overall efficiency and effectiveness of the team.
Key Responsibilities:
1. Grants Documentation & Tracking:
- Maintain and track grant agreements, contracts, and other related documents to ensure all required documentation is complete, accurate, and compliant with donor and organizational regulations.
- Ensure that all financial documentation related to grants and contracts is filed properly and stored securely.
- Support the Grants and Compliance Team in tracking deadlines, deliverables, and reporting requirements to ensure compliance with contractual obligations.
2. Compliance Monitoring & Internal Audits:
- Assist with internal audits, ensuring compliance with organizational and donor policies and procedures.
- Collaborate with the team to identify and address any compliance gaps or discrepancies.
- Monitor and track compliance-related activities, reporting any potential risks or issues to the Finance and Grants Manager.
- Assist in preparing for external audits, working with auditors to provide required documentation and clarifications as needed.
3. Financial & Compliance Record Keeping:
- Ensure that all financial records related to grants are accurately recorded and regularly updated in both physical and electronic files.
- Maintain up-to-date grant financial records, including budgets, expenditures, and reports, ensuring accuracy and consistency.
- Support the Finance and Grants Manager in managing and reconciling financial data, ensuring that all financial transactions are documented and comply with grant agreements.
4. Grant Reports & Documentation Preparation:
- Assist in the preparation of financial and narrative reports for funders, ensuring that all necessary supporting documentation is accurate and organized.
- Prepare internal reports on grant expenditures, progress, and compliance status for management review.
- Coordinate with internal teams to gather the necessary data and documentation for reporting purposes.
5. Cross-Departmental Coordination:
- Work closely with program teams to ensure that grant-related activities are in compliance with financial and reporting requirements.
- Assist in coordinating between the finance department, program teams, and the Grants and Compliance Team to resolve any financial or compliance-related issues.
- Support communication between internal and external stakeholders, ensuring timely responses to queries regarding grant management or compliance concerns.
6. Capacity Building & Training Support:
- Support the development and implementation of training materials and resources related to financial compliance and grant management for staff across the organization.
- Assist with organizing training sessions and workshops to ensure that team members understand compliance requirements and best practices.
7. Other Administrative Support:
- Provide general administrative support to the Finance and Grants Manager and the broader Grants and Compliance Team as needed.
- Assist with the development and implementation of systems and processes to improve the efficiency of grants and compliance management.
