Grants Manager


Job Description

The Grants Manager has primary responsibility for allocating, tracking, and reporting on both international and domestic donor funds. Additional responsibilities include managing administrative details of grants, managing the donor database, tracking the activities of current grants, working with program staff in preparing reports and budgets, and providing an interface with the Finance department regarding grant budgets and financial reporting. This position is based in ICTJ's New York City office.


  • Monitoring and maintaining all active grants and related coding (fund, activity, etc.)
  • Assist in developing fiscal year budget and individual grant budgets for all programs and departments, HQ and abroad; assist with institutional budgeting
  • Oversee the financial reporting of all grants (restricted or unrestricted) and ensure that reporting guidelines are met as stipulated per grant agreement; track finance-related tasks and expenditure tracking efforts as specified per grant agreement or project
  • Communicate with HQ departments and country office staff regarding a variety of financial matters, including but not limited to budgeting, fund allocations, reporting, auditing, payment/disbursement requests, and banking
  • Track all restricted grant expenditures and calculate balances per grant, monthly or as requested
  • Maintain grant budget to actual report templates
    • Update restricted BvAs regularly or as needed
    • Update unrestricted BvAs per program quarterly
  • Submit Budget to Actual reports to Executive Director and Director of Programs quarterly or as needed
  • Assist country offices with the allocation of funds toward fixed costs
    • ensure that accurate and appropriate percentages/allocations are maintained
    • provide analysis of grant coverage as needed (particularly when drafting proposals)
  • Review and approve coding for contracts and payment requests related to restricted grants
  • Provide assessment of financial implications for proposals and new projects
  • Develop workflow policies and procedures as needed to coordinate Finance-related tasks between departments
  • Maintain restricted grant recovery schedule, including HQ salary and overhead
  • Review and process country offices expense and country offices advance requests monthly or as needed
  • Provide support to country offices during statutory and/or grant audits (i.e. gathering support for payments made from HQ, running financial reports and preparing for submission to auditors, reviewing audit drafts and comments, etc.); Manage the entry of expenses into the accounting system (MIP); Enter new grant revenues into MIP, request new fund coding and set up receivable; Manage tracking systems for activity-based restricted reporting (via MIP and/or offline); Maintain salary allocation spreadsheet; Provide accounting entries related to revenue and gains/losses to Development; coordinate with Development to reconcile MIP and Raiser's Edge (RE) and to meet all donor requirements and deadlines; Maintain fiscal year allocation of grant revenues
  • Maintain A/R schedule and update UR/TR balances monthly, reconcile with the NY restricted account
  • Assist with annual institutional audit
  • Perform ad hoc financial analysis, particularly related to grant tracking
  • Assist with coordination of cash flow documentation

Other duties as assigned.


Education: Minimum of a bachelor’s degree in Accounting/ Finance or related professional training in grant reporting.

Experience: At least three years progressively responsible work experience, preferably in grants administration; experience with accounting software and general ledger analysis is a plus (ICTJ uses Abila MIP Fund Accounting)

  • Financial analytical skills are highly preferred.
  • Excellent written and verbal communication skills in English. 
  • Strong organizational abilities with attention to detail in a fast-paced environment is essential.
  • Ability to work independently and within a team with a high level of professionalism.
  • Identification with ICTJ’s mission

How to Apply

Email your cover letter and resume to and include code GRANTS MANAGER in the subject line. ICTJ is an Equal Opportunity Employer.