India: Grants Administrator

Women’s Fund Asia (WFA) seeks a Grants Administrator to coordinate its grantmaking portfolio as well as other programme activities. The position requires a candidate with strong skills in database management, programme administration, and analysis. The nature of the portfolio is predominantly desk work, with intermittent travel for meetings and workshops, nationally and regionally.

Overview of Organisation

Women’s Fund Asia (WFA) is a regional women’s fund, committed to supporting women and trans* [1] people led interventions, to enhance and strengthen their access to human rights. The Fund started in 2004 as the South Asia Women's Fund (SAWF), operating in Bangladesh, India, Nepal, Pakistan and Sri Lanka. In 2016 the organisation undertook an intense process of review and consultations, and on 8 March 2018, it was relaunched as Women's Fund Asia, including all of Asia in its mandate, increasing its outreach from 5 to 18 countries.

The present programme team works out of four cities in South Asia and one city in Southeast Asia to implement the Asia-wide programme, with a diverse pool of consultants and experts rostered across the larger region. WFA’s headquarters is in Colombo, while the Executive Director works out of the Liaison Office in Lucknow, and a satellite office is located in New Delhi. The other team members work out of their home locations.

WFA seeks to recruit a Grants Administrator to coordinate its grantmaking as well as other programme portfolios. The position requires a candidate with strong skills in coordination, communication, analysis, computers, and writing. The nature of the portfolio is predominantly desk work, with intermittent travel requirements during meetings and workshops, nationally and regionally.

Major Duties & Responsibilities

I. Grants Management
a. Working with Programme Officers, especially those leading the grants portfolios, as well as Programme Associates to ensure effective implementation of the annual grantmaking calendar. (i.e., providing support during call for application process, efficiently processing all received applications, supporting dissemination of information, etc.)
b. Working with Finance and Admin teams on management of grantmaking budget such as donor allocations and instalment disbursements and financial reporting of grantee partners.
c. Preparing and filing all grantee partner contracts.
d. Regular and efficient coordination with Programme Associates and Programme Officers on grantee-partner disbursements, evaluations, and reporting.
e. Updating relevant data management software for tracking grants, disbursements and instalments, reporting, and monitoring.
f. Efficient and timely communication with grantee partners.

II. Other Programme support
a. Undertaking logistics coordination when required by the team for events, workshops, field visits, and meetings in cooperation with Operations Manager and Administration Officer.
b. Maintaining an up to date contact database of partners.
c. Organising the filing of documents and ensuring digital and hard disk back up of all the relevant programme documents including managing the programme folder on the shared drive.
d. Prepare quarterly work plans based on the annual work plan calendar.
e. Support the Director of Programmes in scheduling regular programme team meetings and document the proceedings of the meetings.
f. Supporting Programme Officers for Monitoring & Evaluation and Communications on specific tasks related to grantee partners.

Qualifications

a. A minimum of a bachelor's degree
b. Experience in managing as well as developing data management systems is a must.
c. A minimum of 3 years of experience in programme administration. Experience with not-for-profit organisations, especially donor organisations, is preferred.
d. Proficiency with Microsoft Office (Excel, Word, PowerPoint, etc.).
e. Familiarity with regional socio-political contexts preferred.
f. Excellent communication skills and command over English language. Additional language skills in any of the local languages of WFA mandated countries would be an asset.
g. Ability to join immediately is required (within a month of interview).
h. Ability to work with mutual respect with different nationalities and communities in an international and multicultural environment is a must.
i. Ability to undertake local and international travel.

Terms and Conditions
a. Salary will be commensurate with experience and work of the candidate.
b. There will be a six-month probation period, during which the contract can be concluded through a notice of one week on either side. The incumbent will be internally evaluated before being confirmed.
c. The performance evaluation for this contract will be in line with 12 months, which means that after confirmation on six months’ probation, it will be due with the next contract.
d. The contract can be ended by a notice of 30 working days or salary of 30 working days in lieu of notice.

[1] This document endorses use of the term trans* with an asterisk, denoting a placeholder for the "entire range of possible gender identities that fall under the broad definition of trans."

Please visit http://www.womensfundasia.org/index.php?r=aboutUs/workWithUs for full terms of reference for the position.

Interested candidates should send their CV and a letter of interest toinfo@wf-asia.orgwith the subject line “Application for Grants Administrator” by30May 2019. Applications will be reviewed on a rolling basis and shortlisted candidates will be contacted by 15 June 2019.

We encourage women and trans persons to apply for the position, and are especially grateful for applications from those who identify as lesbian, bisexual, queer, trans people, intersex people, and people with disabilities. The person can be based anywhere in Asia, though we are giving preference to East and Southeast Asia.