About the Organisation
The African Climate Foundation (ACF) is the first and only African-led climate change re-granting organisation on the continent. Through a combination of grant making, fellowships, transformational research, technical assistance, coalition building and advocacy the ACF seeks to support interventions at the nexus of climate change, and development that have the greatest potential to deliver long-term socio-economic transformation and inclusive development.
About the Job
The Grants Administrator is a member of the Grants team, supporting and coordinating grants and contracts administration processes with a focus on compliance and data management, ensuring effective grant management processes and a high level of compliance and organisation for the ACF’s re-granting processes. The Grants Administrator will be self-motivated, an excellent communicator and have a high level of competence in MS Office. The ability to multi-task, pay attention to detail and work according to pace is essential.
Key Responsibilities
Grant Application Process
Participate and contribute to the continuous improvement of the ACF grant application process and grants cycles.
Assist grantees with grant applications, including the online process.
With Grants Specialist, produce a high-quality Proposal review pack for the Proposal Review meetings.
Produce high-quality minutes and trackers of the Proposal review meetings decisions.
Send application pack to grantees approved for full application at the Proposal review meeting.
Progress Reports
Overseeing reporting requirements, ensuring timely submission of grants reports; tracking and monitoring status of reports; sending report reminders to grantees according to grants policies and procedures.
Ensure Internal approvals of all progress reports and any related-payments
Draft grants close-out letters for grants that are closed in the system and ensure final sign-off thereof.
Grants compliance
Ensure the grants management system and filing is kept up to date according to protocols.
Monitor and track all grant agreements, amendments, progress reports for current open grants / Consultancies and no cost extensions. and no cost extensions.
Capture progress report dates on the grants management system.
Notify grantees of reporting due dates, disseminate reports to programmes team and keep the record of reports received up to date.
Ensure application and due diligence documentation received are in accordance with standards and compliance.
Financial Management
Support the timeous and accurate payments of all approved grants and consultancies.
Communicate payment schedule internally.
Assist Finance with annual audit preparation and provide information to auditors as required.
Disseminate proof of payments for all grants, consultants, and sponsorships accordingly.
Monitor and track grantee and consultant payments internally.
Capture proof of payments in grants management system.
Knowledge/ Grants Management System
Ensure all folders relating to grants are up to date and in line with ACF’s knowledge management protocols.
Capture reporting dates in the grants management system
Capture payment dates and tranches in the grants management system
Maintaining both up-to-date grant records (currently in two databases, GivingData and Teams) and organised electronic grant files, ensuring clear and consistent information throughout the system
General
Coordinating with program staff on correspondence with grantees as needed
Providing other grant-related assistance as needed
Requirements
Min 3 years’ Grants Administration experience
Experience working with non-profit organisations or in donor-funded environments
Fully computer literate (experience with donor and grant making software advantageous i.e. Giving Data)
Advanced Excel proficiency
Experience working collaboratively in cross-functional teams
Ability to organize multiple tasks and manage deadlines
Exceptional interpersonal and communication skills
Detail oriented and works with high levels of accuracy
Team focused
To apply
To apply, email your application by Tuesday, 01 July 2025 to recruitment@actionappointments.co.za
Please Note: this is a 6-month fixed-term contract. ACF’s operational hub is in Cape Town, South Africa. Remote working will be considered within South Africa, with a preference for candidates based in Cape Town.
