Manager, Grant Administrator

  • Location
    Stamford, Connecticut
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Posted
    Jun 16

Position description

Americares is an emergency response and global health organization that saves lives and builds healthier futures for people in crisis in the U.S. and around the world. Every day, Americares puts critically needed medicines and supplies in the hands of frontline health workers and develops innovative, sustainable health improvements in their communities. We are the leading nonprofit for delivering donated medicines and medical supplies to health programs around the world. We leverage this core competency with emergency preparedness, response and recovery efforts, and programs that improve health outcomes. Our programs increase access to care in more than 90 countries every year.


We are seeking a Manager, Grants Administrator who will join our finance team to provide support to the organization for grants management of all grant resources received (private and public) and to ensure compliance with donor regulations.  This position will support the Grant Management Unit and the organization’s capacity to manage the administration of awarded public and private grants (USAID, UN, DFID, ECHO, EU, World Bank, Global Fund, Gates, other foundations, etc.), i.e. review of proposals from the Compliance side (including the correct ICR and calculation, in the correct format for that donor), to the tracking of the grants administratively throughout their life cycle, including financial reporting and any extensions, to close-out of those grants, ensuring no overspends.  This position should be familiar with 2 CFR 200, Uniform Administrative Requirements for Federal Awards, USAID Standard Provisions, UN, DfID, and EU rules and regulations, as well as compliance with major private donors’ rules and regulations. This position will assist in provide training for the Program, Finance, and Legal teams plus appropriate Country Offices (COs) on US Government grant rules and regulations.

In concert with the Senior Director of the unit, administrative coordination of all the above, with the Program, Development, and IT departments, including COs, should be managed throughout the grant life cycle. This position will complete grant proposal review from a compliance perspective and assess organizational risk. She/he will also evaluate alternative funding mechanisms from a variety of public sources, work with Program to ensure proper compliance of subgrants is followed, i.e. the proper funding instrument is used, competition is used where appropriate, proper vetting takes place, etc. This position will work with IT to develop automated grant reports that are linked to Americares’ general ledger and ensure a clean Single audit (2 CFR 200) every year.  This position provides a unique opportunity for the qualified candidate to work cross functionally to aid the organization to make a positive impact on the lives of others, both abroad and close to home by significantly expanding the level of aid to those in need.


 Finance/Admin. oversight of Grants received

  • Public (USAID, other USG agencies, UN, DFID, EU, ECHO, World Bank, Global Fund, etc.) work with Program to: 
    • ensure compliance with donor regulations
    • review of grant proposals - compliance issues (proper ICR, alignment with RFA, budget notes align with budget, SF 424.), as well grant agreement components
    • review and submit proper grants reporting in proper format 
    • review and implement of extensions
    • proper close-out of grants with no overspends, but organizing any potential extensions
  • Private (Foundations and Corporate) work with Program and Development to achieve the same as listed above in public grants, but for private grants 
  • Review with Program monthly/quarterly grant finance reports
  • Review any monthly and/or quarterly financial reports for US Govt (USG) grants 
  • Work with Director of Treasury and Investments to ensure proper monthly drawdowns/grant payments in line with grants receipts, and Program grant lead on projected spending and receivables
  • Work with Dir. FP&A to monitor proper effort reporting/timekeeping charges
  • Provide content and assist in the writing of the Grant Management Manual.

Subgrant Management

  • Work with Program and IT to develop proper subgrant database in the ART 
  • Work with Program and COs on subgrant agreement drafting, subgrantee vetting, monitoring checklist and compliance 

Annual Fiscal Year-end and Quarterly Grants Management

  • Ensure a clean Single audit (2 CFR 200) every year
  • Work with Director FP&A to ensure proper year-end and quarterly effort reporting adjustments
  • Assist in any quarterly packages for the Finance Committee of the Board related to grants or grant management
  • Prepare annual USAID registration
  • Assist CFO in preparing and submitting annual NICRA


  • Ensure compliance with all grants donors by assisting with up to date effective training to HQ Program, Development and Finance and all appropriate COs, especially around US Government funding including the Uniform Administrative Requirements (2 CFR 200). 
  • Function as organizational resource on US Government and major private grantors’ rules, regulations, and compliance
  • Be a source of grants financial support for all organizational units
  • Be backup to the Senior Director on the development of a grants management system
  • Work with Program and IT to help develop and train personnel in the use of grants management and subgrant systems (once developed)
  • Participate in PCM working group as needed to strengthen process for USG awards
  • Assist in special projects as needed


  •  Foster Americares values of responsiveness, results orientation, collaboration, efficiency, continuous improvement and integrity
  • Help develop and participate in the implementation of plans to increase grants operating performance, including SOPs and other efficiency initiatives
  • Participate in a cross functional Grants Management Working group around policies, procedures, and management from end to end.


Must Have Skills/Experience:

  • Bachelor’s Degree required 
  • 5+ nonprofit experience and a track record that includes Federal grant rules and regulations and other public grant donors, cost tracking, NICRA rate and Single audit processes
  • Experience with grants management and subgrant financial software systems desired
  • Attention to detail and ability to work to defined specifications
  • Excellence in analysis and observation skills
  • Excellent written and oral communication, management and personnel skills
  • Outstanding systems/technical skills which includes MS Office and mastery in MS Excel and PowerPoint
  • Must have unrestricted authorization to work in the United States and ability and desire to travel internationally

Personal Success Factors:

  • Ability to successfully work in a team environment
  • Successfully manages multiple projects concurrently
  • Energized by learning new processes and a willingness to both accept and drive change
  • A positive, continuous improvement and results oriented mindset
  • Interest and knowledge of grants management

Application instructions

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