Administrator: Grants Management (P13)

Purpose

The Grant’s Administrator is responsible for the full lifecycle management of grant funding — from identifying and pursuing funding opportunities through to compliance, reporting, and financial oversight of awarded grants. This role is central to sustaining the organisation's revenue streams and ensuring that all grant-funded programmes are administered in accordance with funder requirements and internal policies.

The ideal candidate is a highly organised, detail-oriented professional with strong financial acumen, excellent writing skills, and demonstrated experience in grants management within the non-profit, public, or higher education sectorThe main purpose of this position is to proactively provide efficient and effective support for E-Learning within CTLPD.


Minimum requirements 

• Bachelor's degree (NQF 7) in Business Administration, Public Administration, Finance, Accounting, or a related field.
• Minimum 3 years demonstrated experience in grants administration, or grants management.
• Proven track record of successfully securing and managing grants from government, bilateral, or foundation funders.
• Strong understanding of grant compliance frameworks, financial reporting, and donor regulations (e.g., NRF, MRC, USAID, EU, DG Murray Trust, NDA, or similar).
  
• Advanced proficiency in Microsoft Office Suite, particularly Word and Excel.
  
• Excellent written communication skills, including grant and report writing.
  

Recommendations

• Postgraduate qualification (NQF 8) in Business Administration, Public Administration, Finance, Accounting, or a related field.
• Professional certification such as the SARIMA Research Grants and Contracts Management or equivalent.
• Experience working with grants management software.
• Knowledge of South African grant-making landscape, including government grants and private foundations.
• Experience in a non-profit, higher education, or public sector environment.
  

Duties and Responsibilities

1. Grant Identification & Prospecting

• Research and identify relevant grant opportunities from government bodies, foundations, corporate funders, and international agencies.
• Maintain a comprehensive and up-to-date grants calendar and pipeline tracker.
• Conduct funder mapping and due diligence to assess alignment with organisational priorities.
• Monitor grant portals, funding databases, and government gazettes for new opportunities.
  

2. Proposal Development & Submission

• Assist with the preparation, writing, and submission of grant applications and proposals.
• Coordinate with programme, finance, and leadership teams to gather relevant data, budgets, and narrative content.
• Ensure all proposals comply with funder guidelines, deadlines, and formatting requirements.
• Develop project budgets in collaboration with the finance team for submission as part of applications.
• Maintain a library of standard organisational documents (registration certificates, audited financials, profiles) for grant submissions.
  

3. Post-Award Grant Management

• Serve as the primary point of contact for grant funders following award notification.
• Review and interpret grant agreements, terms, and conditions; ensure all obligations are understood by relevant staff.
• Set up grant files and tracking systems for each awarded grant, including financial codes, milestones, and reporting schedules.
• Monitor expenditure against grant budgets and flag variances to the finance team.
• Coordinate with programme staff to track deliverable completion and outputs.
  

4. Compliance & Reporting

• Prepare and submit accurate interim and final reports to funders within required deadlines.
• Compile supporting documentation for financial reports, including invoices, payroll records, and proof of activities.
• Ensure all grant-funded activities adhere to funder terms, national regulations, and organisational policies.
• Support internal and external audits related to grant funding.
• Implement and maintain grant compliance checklists and procedures.

5. Financial Administration

• Reconcile grant expenditure with accounting records monthly.
• Process grant-related invoices, payment requests, and reimbursements in accordance with funder rules.
• Prepare grant-specific financial statements and budget-vs-actual reports.
• Flag disallowed costs, underspend, or overspend risks and recommend corrective actions.
  

6. Stakeholder Engagement & Communication

• Build and maintain positive relationships with funders, programme officers, and donor contacts.
• Liaise with internal departments (Finance, HR, Programmes, Legal) to ensure seamless grant execution.
• Represent the organisation at donor meetings, site visits, and funder briefings as required.
• Provide capacity building and guidance to programme staff on grants compliance and reporting requirements.

7. Systems & Record Keeping

• Maintain an accurate and auditable grants management database or system,
• Ensure all grant documentation is filed securely and accessible for audit purposes.
• Generate regular management reports on the status of the grant’s portfolio.
• Support the development and continuous improvement of grants management processes and standard operating procedures.

Enquiries can be made via email at spurecruit@spu.ac.za

Assumption of duties: As mutually agreed to upon acceptance of the appointment. The University reserves the right not to make an appointment. This position may be subjected to assessments.

Women and people with disabilities are encouraged to apply.

Note: Sol Plaatje University (SPU) is dedicated to meeting its Employment Equity targets.