Grants Specialist

Position Identification

Position Title: Grants Specialist

Department: Programs

Organisation:  Islamic Relief South Africa

Location: Durban, South Africa

Purpose of Position

The Grants Specialist supports the effective coordination and implementation of Islamic Relief South Africa’s institutional grants portfolio. The position plays a key operational role in ensuring that programe teams comply with donor requirements and that institutional grants are managed in an organized, transparent, and compliant manner.

The role is responsible for coordinating program inputs for donor reporting, maintaining grant documentation and compliance systems, tracking grant deliverables, and supporting proposal development processes led by the Grants Manager.

The Grants Specialist works closely with Program teams, Finance, MEAL, Procurement, Fund Development, and Safeguarding units to ensure that donor requirements are integrated into program implementation and that grant documentation, reporting inputs, and compliance records are maintained accurately.

The position contributes to the smooth functioning of the grants lifecycle by ensuring timely coordination of reporting processes, tracking of program deliverables, maintenance of grant documentation, and facilitation of internal coordination between program and the Grants Division.

Key Responsibilities

Operational Planning and Program Alignment

• Coordinate with Program teams and Regional Program and Project Coordinators (RPPCs) to compile quarterly operational plans.
• Ensure operational plans align with donor contracts, project deliverables, and approved budgets prior to submission to the Grants Manager for review.
• Maintain updated records of program operational plans linked to donor-funded projects.
• Support Program teams in understanding donor deliverables, reporting timelines, and grant implementation requirements.

Grant Documentation and Compliance Coordination

• Maintain organized and up-to-date grant documentation including donor agreements, grant trackers, compliance records, and reporting schedules.
• Ensure that program teams are informed of key donor compliance requirements and contractual obligations.
• Support the implementation of internal grant compliance systems and documentation processes.
• Maintain an updated grants tracker capturing key grant milestones, reporting deadlines, and compliance obligations.

2.3 Reporting Coordination and Documentation

• Coordinate the collection of program narrative and financial inputs required for donor reporting.
• Compile program inputs into draft reporting documentation for review by the Grants Manager.
• Ensure all reporting inputs are submitted by program teams within required timelines.
• Maintain an internal reporting calendar to track donor reporting deadlines and program reporting cycles.

2.4 Financial Monitoring Support

• Support program teams in tracking expenditure against donor-approved budgets.
• Maintain internal records of grant expenditure monitoring in coordination with the Finance team.
• Flag potential budget variances or financial risks to the Grants Manager and Finance team.
• Support preparation of documentation required for donor budget revisions or financial clarifications.

2.5 Proposal Development Coordination

• Coordinate the collection of technical inputs, program documentation, and supporting information required for concept notes and funding proposals.
• Support program teams in providing technical inputs for proposal submissions.
• Consolidate program contributions for proposals led by the Grants Division.
• Maintain documentation of proposal submissions and supporting materials.

2.6 Internal Coordination and Program Support

• Facilitate coordination between Program teams, RPPCs, and the Grants Division on grant implementation matters.
• Support the organisation of internal grants coordination meetings and ensure documentation of action points.
• Ensure program teams are aware of grant timelines, reporting schedules, and compliance requirements.
• Support cross-departmental coordination with Finance, MEAL, Procurement, and Safeguarding teams.

2.7 Grant Tracking, Risk Monitoring and Audit Preparation

• Maintain well-organized grant files and documentation systems to support compliance monitoring and donor audits.
• Ensure beneficiary verification records, project documentation, and grant records are properly maintained.
• Support programs in preparing documentation required for donor audits and reviews.
• Track compliance issues and flag potential risks to the Grants Manager.

Educational Qualification:

Bachelor’s degree in Development Studies, Public Administration, Finance, International Relations, or a related field

Experience Requirements

• Minimum 4–6 years of professional experience in grants management, program coordination, donor reporting, or project administration within the humanitarian or development sector.
• Experience supporting donor-funded programs and coordinating reporting processes.
• Experience working with multi-departmental teams in program implementation environments.

Skills and Knowledge Required

• Knowledge of donor reporting processes and grant management systems.
• Strong organisational and coordination skills.
• Excellent documentation and record management ability.
• Strong communication and interpersonal skills.
• Ability to manage multiple tasks and deadlines simultaneously.
• Strong attention to detail and compliance awareness.

Other Job Related Conditions

• Willingness to work with cross-functional teams and program teams across regions.
• Participation in donor reporting processes, program reviews, and audits when required.
• Flexibility to adapt to evolving program and donor requirements.

Key Islamic Relief Qualities Required

• Excellence (Ihsan): Our actions in tackling poverty are marked by excellence in our operations and conduct which are deserving of the people we serve.
• Sincerity (Ikhlas): In responding to poverty and suffering our efforts are driven by sincerity to God and the need to fulfil our obligations to humanity
• Social Justice (Adl): Our work is founded on enabling people and institutions to fulfil the rights of the poor and vulnerable. We work to empower the dispossessed towards realising their God-given human potential and developing their capabilities and resources.
• Compassion (Rahma): We believe the protection and well-being of every life is of paramount importance and we shall join with other humanitarian actors to act as one in responding to suffering brought on by disasters, poverty and injustice.
• Custodianship (Amana): We uphold our duty of custodianship over the earth, its resources and the trust people place in us as humanitarian and development practitioners to be transparent and accountable.