Grants & Compliance Officer at Trocaire

• The Grants & Compliance Officer supports the effective management of Trócaire Somalia’s institutional grants portfolio, working under the direction of the Business Development & Grants Manager. The role coordinates day-to-day grant management and compliance processes, including reporting calendars, amendments, financial and income tracking, database management, internal coordination and audit readiness, ensuring grant files remain accurate, complete and audit-ready always. Acting as the focal point for routine award administration and compliance liaison, the post escalates decision points and strategic donor communication to the Business Development & Grants Manager. In doing so, it enables programme teams to meet contractual obligations and deliver quality results, while safeguarding donor funds and Trócaire’s organisational integrity.

Key Responsibilities

• Grant Management:
• Coordinate the full grant lifecycle from award set-up to close-out, ensuring compliance with donor regulations and Trócaire policies.
• Facilitate grant kick-off, review (including mid-term) and close-out meetings, documenting key decisions, risks and action points, and tracking follow-up actions, owners and timelines.
• Coordinate regular check-ins with Programme, Finance and MEAL colleagues to monitor progress against grant commitments (programmatic and financial) and agree corrective actions where required.
• Coordinate award amendments (e.g., no-cost extensions, budget revisions, reprogramming requests and contract addenda), including internal clearances, donor correspondence drafts, and timely submission, with accurate filing and updates in Salesforce.
• Maintain up-to-date grant deliverables, milestones, timelines and portfolio dashboards/trackers (including Salesforce) to support management oversight and reporting readiness.
• Serve as the focal point for audit readiness, coordinating with Finance and relevant teams to respond to internal and donor-led audit requests and ensure grant documentation is complete, compliant and well organised.
• Provide practical compliance guidance to teams and partners on grant conditions, restrictions and risk mitigation measures.
• Financial and Income Tracking:
• Liaise with Finance to track and reconcile income receipts and grant disbursements across all institutional grants against approved budgets and financial records, maintaining accurate updates in Salesforce and flagging discrepancies for resolution.
• Verify donor transfers through bank statements/finance confirmations and coordinate timely donor acknowledgements with the BDGM and Finance.
• Support the BDGM and Finance to prepare donor fund requests and provide required financial documentation (e.g., proof of receipt and fund utilisation updates) in line with donor requirements.
• Maintain organised, grant-specific financial documentation and tracking records to support transparency, audit readiness and timely financial reporting.
• Reporting & Compliance:
• Maintain a consolidated reporting calendar covering all narrative and financial deliverables, including donor portal submission deadlines, internal review dates and sign-off points, and coordinate internal review processes to ensure timely submission.
• Coordinate the drafting, compilation and submission of high-quality donor reports (narrative and financial), ensuring inputs from Programme, MEAL and Finance are captured and reports align with approved proposals, budgets and grant frameworks.
• Conduct first-level quality assurance on reports and submissions to ensure accuracy, consistency and clarity, including verification of indicator data with MEAL and supporting evidence/documentation.
• Serve as the focal point for routine donor compliance correspondence and submissions (e.g., portal uploads and clarifications on formats and deadlines), ensuring the BDGM is sighted and approves any strategic messaging.
• Maintain complete, up-to-date grant documentation in Salesforce and other systems to meet internal and external compliance standards.
• Monitor and support compliance with grant-specific requirements, including visibility/branding, safeguarding, due diligence and data protection, and flag risks early with proposed mitigation actions.
• Database & Systems Management:
• Maintain complete, standardised, audit-ready electronic grant files for each award, with clear traceability of approvals, correspondence and submissions, and ensure records are up to date in Salesforce and internal trackers.
• Maintain and use a grant checklist for each award (agreements, modifications, reporting, procurement/asset documentation, partner due diligence and audit evidence), following up with responsible colleagues to close documentation gaps.
• Conduct monthly portfolio reconciliation to confirm Salesforce and trackers reflect accurate award values, dates, milestones, reporting status, amendments, close-out status and key contacts.
• Liaise with Global Partnerships & Funding Unit (GPFU) colleagues to support system accuracy, consistent use of grant management tools, and continuous improvement of templates, trackers and filing conventions.
• Advise and support colleagues on secure data management and data protection practices in line with organisational protocols.
• Programme Quality, Learning & Audit Support:
• Work with Programme and MEAL teams to verify data accuracy and strengthen evidence for donor reports, grant reviews and learning.
• Support preparedness for donor spot-checks, monitoring visits and audits, including coordinating documentation, briefing relevant teams and accompanying field visits as required.
• Work with Programme, MEAL and Finance teams to maintain a portfolio-level grants risk and issues log (compliance, reporting, audit, partner performance), updating it monthly and escalating high-risk items with recommended corrective actions.
• Contribute to internal learning and continuous improvement by capturing lessons learned and good practice from audits, report reviews and close-outs, and supporting updates to tools and systems (templates, checklists, trackers and filing conventions).
• Business Development Support
• Provide structured administrative support to business development by maintaining the funding pipeline and donor/grants systems (e.g., Salesforce and trackers), ensuring opportunities, deadlines, contacts and submission records are accurate and up to date.
• Coordinate routine donor due diligence and registration updates (portals, compliance documentation, organisational capacity statements/templates), under the direction of the BDGM.
• Capacity Building:
• Provide orientation and refresher sessions to programme and partner staff on grant management tools, donor compliance and use of Salesforce.
• Support the development and periodic update of SOPs and guidance materials to standardise grant management practices across the programme.
• Act as an accessible technical resource for colleagues and partners, encouraging proactive engagement on grant management questions.

Requirements

Essential Requirements

• Bachelor's Degree in Development Studies, Business Administration, International Relations, or related field.
• Minimum of 3 years professional experience in grant management, preferably within an INGO context.
• Demonstrated experience managing grants from institutional donors (e.g., ECHO, USAID, FCDO, UNICEF).
• Exceptional organisational skills, attention to detail, and ability to manage multiple tasks simultaneously.
• Strong Excel skills and numeracy, with the ability to manage compliance trackers, reporting calendars and basic financial monitoring for grants.
• Excellent written and oral communication skills in English.
• Strong interpersonal skills, with the ability to engage effectively with diverse teams and external stakeholders.