Grants Officer

Plan International

The Grants Officer will play a key role in ensuring high-quality, timely, and compliant delivery of the Women in Innovation project, with a focus on efficient management of grants, documentation, reporting, and coordination with stakeholders.

S/he will support the Project Manager in ensuring that all grants processes, including pre-award, award, and post-award, are conducted in line with donor rules, Plan International policies, and internal control standards.

This position will assist in coordinating project implementation progress, monitoring partners compliance, maintaining accurate documentation, preparing narrative and financial inputs for reporting, and supporting field teams to ensure high-quality and timely grant implementation.

DIMENSIONS OF THE ROLE

• Part of a team of four Grants Officers supporting a two-year project.
• Works closely with the Project Manager, MERL, Finance, Operations, and partner organizations.
• Responsible for day-to-day grants cycle management functions.
• Ensures compliance with donor requirements and Plan International policies.
• Provides support in drafting reports, maintaining trackers, and monitoring progress.

Roles and Responsibilities

1. Grants Management & Compliance

• Support the full grants cycle (pre-award, award, implementation, closure) in accordance with donor regulations and Plan procedures.
• Review grant documentation for completeness, accuracy, and compliance prior to submission or approval.
• Maintain up-to-date and well-organized grants files, both electronic and physical, ensuring full audit readiness.
• Monitor partners budget utilization, activities progress, and reporting schedules, raising any issues to the Project Manager.
• Support the timely preparation of narrative and financial reporting inputs for donor submissions.
• Track grant deliverables, milestones, and contractual obligations using standardized tools and trackers.
• Flag risks, delays, and compliance concerns early and propose mitigation actions.

2. Project Implementation Support

• Follow up on project implementation plans and ensure partners and internal teams adhere to agreed timelines.
• Conduct field visits to partners and activity locations to verify implementation progress, gather information, and document findings.
• Support beneficiaries/partners in preparing workplans, financial requests, and procurement documentation according to donor rules.
• Provide technical support to participants in understanding visibility requirements, financial compliance, and reporting formats.
• Coordinate with MERL to ensure accurate data collection and documentation for monitoring and reporting.

3. Documentation, Reporting & Learning

• Collect, verify, and compile programmatic information needed for reports and management updates.
• Maintain grants trackers, including commitments, reporting timelines, compliance checks, and progress summaries.
• Contribute to lessons-learned exercises, after-action reviews, and improved grants management processes.
• Support the preparation of success stories, case studies, and documentation of impact in coordination with Communications.

4. Coordination & Communication

• Liaise regularly with participants and project partners, field teams, and relevant stakeholders to ensure collaborative implementation.
• Coordinate with Finance, MERL, and Operations to ensure alignment between programmatic and support functions.
• Provide clear and timely communication to partners regarding grant requirements, templates, deadlines, and compliance expectations.
• Represent Plan International in meetings and coordination sessions as requested.

5. Safeguarding, Gender Equality & Inclusion

• Ensure that child safeguarding and gender equality principles are fully integrated within grants activities.
• Report any safeguarding concerns immediately and in line with procedures.
• Promote Plan International s values, safeguarding standards, and Code of Conduct in all interactions.