Grants Manager

The Grants Manager is responsible for ensuring all restricted donor proposals prepared by OI offices (New York, UK, Canada and country offices) are correctly prepared, reviewed and approved as per OI guidelines, prior to submission to the donors.


Ensure donor budget formats and contents are in line with donor requirements, all eligible direct and indirect costs are included, and budget calculation is correct for all budget lines. Review terms and conditions for all restricted grants and keep track of all donor reporting requirement, deadlines, and cost share required per grant. Maintain and regularly update the restricted grant database and the Long Range Forecast (LRF). Provide support on donor reporting as needed. Provide on the ground support during donor audits. The Grants Manager based in the New York office will work in close collaboration with the Finance, Program and Development departments in NY, and all OI Country offices.


The Grants Manager reports to the Director of Financial Analysis & Program Finance and collaborates closely with Orbis colleagues in New York and around the world.


  • Check proposal budget, planned activities and projected output and determine if the proposed budget is adequate and reasonable for the planned activities and output.
  • Review all restricted grants budgets for completeness, accuracy and compliance with the donors format, terms and condition and forward his/her review feedback to the Director of Financial Analysis and Program Finance for final review and approval prior to grant submission to donors.
  • Develop and maintain a database of all invoices/donor reports sent to various donors and timely flag any delay on donor payments/reimbursements to OI.
  • Keep track of all cash received from all donors and prepare a monthly reconciliation of restricted expenses versus donor payments to OI.
  • Develop a checklist for grant closing steps/processes, and reporting requirement for each grant and ensure the checklist is filled, reviewed and approved at the end of each grant.
  • Provide support in responding to donor inquiries on expenses, invoices and payments
  • Support the Director of Financial Analysis and Program Finance in establishing a comprehensive and efficient process for donor budgeting and donor reporting for all OI offices.
  • Prepare a monthly dashboard (reports and charts) showing the status (Financial and programmatic) of each active grant.
  • Review cost share documents and ensure all OI cost share is fully supported with complete and valid documents
  • Ensure all donor reports are always fully reconciled with MIP records.
  • Ensure budget rationale match closely to the budgeted general ledger code and donor codes,
  • Collect timesheets for New York employees with salary allocated to restricted funds.
  • Provide support for the preparation of donor reports (all restricted donors)
  • Collect all signed agreements and add to the grants database and update the LRF accordingly.


  • Bachelor’s degree required (accounting degree preferred)
  • Minimum 8 years of finance and accounting experience working for an International Non-Governmental Organization (INGO).
  • Minimum 5 years of experience working in donor proposal and donor reporting for an International NGO
  • Minimum 3 years of experience as a Grants Manager.


  • Computer literacy: - MS Office (MS-Word, MS-Excel, PowerPoint), at least one accounting program. Familiarity with advanced MS-Excel functions and experience with one Fund Accounting software is preferred.
  • Strong communication skills, both verbal and written in English, and the ability to effectively interact with senior management and individuals with varying degrees of financial knowledge.
  • Excellent grants management, accounting, financial management and budgeting skills
  • Excellent skills in donor proposal development and donor reporting
  • Familiarity with international donors preferred
  • Ability to work effectively in a team-driven and collaborative environment with a strong emphasis on accountability.
  • Supports a customer-centered approach to programs, services, and systems
  • Ability to work under pressure and prioritize effectively
  • Ability to report to and coordinate with multiple stakeholders, both internal and external.

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Orbis is an Equal Opportunity Employer.

As a global organization, we welcome qualified applicants from diverse backgrounds and cultures who reflect the five Orbis values of Trust, Caring, Commitment, Accountability, and Excellence.