• Grant Administrator at Armada Human Capital

  • Posted on: 13 October, 2017 Deadline: Not Specified
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    Armada Human Capital offers dynamic human capital management solutions engineered to ensure success through understanding unique needs, harnessing fresh talent and enhancing performance.

    Grant Administrator



    Our client is an international organisation that manages the grant-giving programmes of charitable entities by providing strategic advice on programmes and offers them a full array of grant management services.


    This is a full-time position taking day-to-day direction from the Grant Manager for Uganda and Zimbabwe and reporting regularly to the Regional Director.


    Handling of Incoming Grant Applications

    • Confirm receipt of grant applications or enquiries and send out grant application forms where appropriate
    • Discuss new applications with Grant Manager and request additional information from applicant when necessary
    • Enter applications in the database and update as needed
    • Send out regret letters if application is declined and approval letters if application is granted

    (Financial) Follow up of approved applications in accordance with procedures

    • Prepare synopsis of the application according to guidelines.
    • Prepare applications for presentation to the staff meeting
    • Enter accurate bank information
    • Prepare payment letters for final approval
    • Schedule payments in Salesforce -database
    • Review of audited financial documents to assess financial health of organizations in collaboration with Grant Manager

    Monitor and Updating for Project Database to ensure timely actions

    • Monitor due dates for reports and follow up.
    • Monitor scheduled payments in the event of multi-year grants
    • Monitor and follow up on pending applications in consultation with Grant Manager
    • File digital or hard copy of all relevant documents related to active projects
    • Archive projects that have been closed

    General and Administrative Support of Grant Manager

    • Organize travel arrangements for Grant Manager: arrange meetings with partners, book flights and hotels, put together itineraries, compose a travel guide with route and comprehensive information of projects to be visited
    • Provide Grant Manager with analysis from Salesforce MIS such as number of grants to specific program area, upon request or pro-actively
    • Handle all incoming (e)mail and phone calls
    • Organize meetings with (potential) partners, coordinate papers for meetings (e.g. project write ups)
    • Assist in preparation of presentations, internal and external
    • Coordinator expense report


    • Minimum of a Bachelor’s Degree. Master’s Degree preferred.


    • At least 5 years of professional experience in high-level project assistant, secretarial or organizational function. At least two years of this experience should be with an international organization or NGO
    • Experience working in Uganda, Zimbabwe preferred
    • Demonstrated experience and skills in all aspects of office administration procedures
    • Experience in IT and database administration


    • Strong analytical and problem-solving skills
    • Excellent communication and interpersonal skills
    • High level of knowledge and competency in Microsoft Office especially Word, Power Point, Outlook and Excel
    • Strong organizational skills including ability to prioritize and manage time
    • Fluent in written and oral English and Kiswahili

    Personal Qualities/Skills/Aptitudes:

    • Ability to work and interact with people from diverse, professional , social and cultural backgrounds
    • Experience in providing general support in a small team and an experienced team player
    • Can work autonomously, effectively managing workload without continual guidance
    • Energetic, willing and ‘can do’ attitude

    Method of Application

    Interested and qualified? Go to Armada Human Capital career website on www.armadahumancapital.com to apply

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