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. Preferably, this position is based in ICTJ's New York City office. Remote work locations within the United States could also be considered. Working hours are Eastern Standard Time (EST).

ICTJ assists societies confronting massive human rights abuses to promote accountability, pursue truth, provide reparations, and build trustworthy institutions. Committed to the vindication of victims’ rights and the promotion of gender justice, Employer provides expert technical advice, policy analysis, and comparative research on transitional justice approaches, including criminal prosecutions, reparations initiatives, truth seeking and memory, and institutional reform.

Duties include:

  • 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 and reporting
  • Track all restricted grant expenditures and calculate balances per grant, monthly or as requested
  • Maintain grant budget to actual report templates
    • Update restricted BvA regularly or as needed
    • Update unrestricted BvA 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
  • Maintain restricted grant recovery schedule, including HQ salary and overhead
  • Review country offices expense and country offices advance requests
  • 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 grant related expenses into the accounting system; Enter new grant revenues into accounting system and request new fund codes; Manage tracking systems for activity-based restricted reporting (via accounting system and/or offline); Maintain salary allocation spreadsheet; Coordinate with the development department to reconcile grant revenues to meet all donor requirements and deadlines and to maintain fiscal year allocation of grant revenues.
  • Maintain Grants Receivable schedule and update unrestricted and temporarily restricted schedules monthly
  • 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.

Qualifications

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.

  • 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

Only applicants with grants management experience and an authorization to work in the United States will be considered for this position. The ability to work from our New York City office will be preferred.

Other 

Salary: $65-$75,000 per year, commensurate with experience 

Generous Benefits Package:  

  • Medical, dental and vision benefits, including a 90% employer funded option. 
  • Life Insurance (1x annual salary) 
  • 403(b) retirement plan, with up to 2.5% employer match  
  • Flexible Spending Account 
  • PTO package: 20 vacation days, 13 paid holidays, 5 personal days* 

How to Apply

Please complete the application form online at: https://docs.google.com/forms/d/e/1FAIpQLScnfk0Acz_k2gw9KIrPqYH0dcl9ixpPVpy8P2_SQZNVxnBLsw/viewform?pli=1

If you have difficulties completing the form, submit a CV and a cover letter through jobs@ictj.org and include GRANTS MANAGER in the subject line.

The cover letter should cite the experiences that best prepare the applicant for this role and why this particular opportunity at ICTJ is the desired next step in their career. Additional materials may be requested during the interview process.

ICTJ is an Equal Opportunity Employer.

Applications are reviewed on a rolling basis. Only qualified candidates will be contacted.