GRANTS MANAGER

Job description

EMPLOYMENT OPPORTUNITY

 1.0.       INTRODUCTION – WWF ZAMBIA

 WWF is an independent conservation organization, with over 38 million followers and a global network active through local leadership in over 100 countries, WWF Zambia was established in 1962. Our mission is to stop the degradation of the planet’s natural environment and to build a future in which people live in harmony with nature, by conserving the world’s biological diversity, ensuring that the use of renewable natural resources is sustainable and promoting the reduction of pollution and wasteful consumption.

 At its core, WWF Zambia envisions a future where both people and nature thrive. The organization works across key thematic areas: Biodiversity, Food Systems and Green Economy and Climate Action. WWF Zambia operates in three key landscapes: the Kavango Zambezi Transfrontier Conservation Area, the Kafue System, and the Upper Zambezi. These landscapes are critical for sustaining biodiversity, supporting livelihoods, and enhancing climate resilience. Driven by science, advocacy, and multi-sector partnerships, WWF Zambia catalyzes impactful solutions that ensure communities benefit from healthy ecosystems while safeguarding vital habitats for future generations. 

 WWF is hiring for the roles listed below:

GRANTS MANAGER 01  

Location : Lusaka

MAJOR FUNCTIONS

The Grants Manager is responsible for leading and strengthening the grants management function at WWF Zambia through effective coordination of donor compliance, grants administration, financial oversight, reporting quality assurance, and partnership management. The role ensures that all grants are implemented in accordance with donor regulations, WWF policies and procedures, contractual obligations, and statutory requirements.

The position provides strategic and operational leadership for the grants management lifecycle from proposal development, contracting, budget review, implementation monitoring, reporting, audits, close-out, and institutional donor compliance management. The Grants Manager also plays a key coordination role between Programme, Finance, Procurement, PMEAL, People & Culture, and partner organizations to ensure timely and compliant delivery of donor-funded projects

MAJOR DUTIES AND RESPONSIBILITIES

1. Grants Management and Coordination

• Lead the overall grants management function for WWF Zambia.
• Establish and maintain an effective grants tracking and monitoring system.
• Oversee the full grant lifecycle including proposal review, donor contracting, implementation monitoring, reporting, amendments, and close-out.
• Ensure all donor agreements, sub-awards, and contracts are properly reviewed, documented, and archived.
• Monitor grant implementation timelines, deliverables, and compliance requirements.
• Coordinate grant kick-off meetings and implementation review meetings.
• Ensure grant files are complete, updated, and audit-ready at all times.
• Maintain a grants pipeline and portfolio overview for management reporting.

2.Donor Compliance and Risk Management

• Ensure compliance with donor regulations, WWF International standards, and local statutory requirements.
• Interpret donor rules and provide guidance to programme and operations teams.
• Review donor agreements and identify compliance risks, obligations, and operational implications.
• Develop and maintain donor compliance checklists and monitoring tools.
• Conduct periodic compliance reviews on grants and partner sub-awards.
• Support fraud prevention, internal control strengthening, and risk mitigation initiatives.
• Coordinate grant-related internal and external audits.
• Ensure corrective actions arising from audits and compliance reviews are tracked and implemented.

3. Proposal Development and Budget Coordination

• Support proposal development processes from a grants and compliance perspective.
• Review proposal budgets for accuracy, allowability, cost recovery, and donor compliance.
• Coordinate with Finance and Programme teams to ensure budget alignment with technical narratives.
• Support development of donor-specific compliance matrices and implementation plans.
• Ensure pre-award risk assessments and due diligence processes are completed where required.

 4. Financial Oversight and Reporting Coordination

• Coordinate with Finance teams to monitor grant expenditure, burn rates, and budget utilization.
• Review donor financial reports before submission.
• Monitor grant financial performance and identify potential overspends, underspends, or compliance risks.
• Support grant forecasting and donor budget modification processes.
• Ensure donor reporting deadlines are met.
• Work closely with Grants Accountants and Project Leads to strengthen financial accountability.

 5. Partner and Sub-Grant Management

• Coordinate due diligence and capacity assessments for partners and sub-grantees.
• Oversee sub-grant administration and compliance monitoring.
• Ensure partners understand donor obligations and reporting requirements.
• Review partner reports and supporting documentation.
• Support partner capacity strengthening on grants management and donor compliance.

6. Systems, Process Improvement, and Institutional Strengthening

• Develop and improve grants management SOPs, templates, trackers, and workflows.
• Strengthen institutional grants management systems and controls.
• Contribute to operational efficiency and continuous improvement initiatives.
• Support integration of grants management into organizational planning and performance systems.
• Generate periodic management reports on grant portfolio performance, compliance status, and risks.

7. Team Leadership and Capacity Building

• Supervise and support the Grants and Compliance Officer and other staff within the unit.
• Set performance objectives and monitor staff performance.
• Build internal staff capacity on donor compliance and grants management.
• Promote collaboration between programme and operations teams.
• Foster a culture of accountability, compliance, and service delivery.

8. Representation and Stakeholder Engagement

• Serve as a focal point for donor compliance and grants administration matters.
• Participate in donor meetings, audits, and compliance reviews.
• Maintain professional relationships with donors, partners, and WWF network offices.
• Represent the Grants Unit in internal coordination forums.

Key Performance Indicators (KPIs)

• Percentage of donor reports submitted on time.
• Number of material donor compliance findings.
• Percentage of grants with complete and up-to-date files.
• Timeliness of grant agreement reviews and processing.
• Percentage of audit recommendations implemented within agreed timelines.
• Level of grant budget utilization efficiency.
• Number of staff and partners trained on donor compliance.
• Quality and accuracy of grants portfolio reporting.

MINIMUM QUALIFICATIONS AND EXPERIENCE

• ACCA,CIMA ,Masters Degree in Finance, Accounting, Business Administration, Project Management, Development Studies, or related field.
• Professional certification in grants management, project management, compliance, or accounting is an added advantage.
• Minimum of 7–10 years of relevant experience in grants management, donor compliance, project administration, or financial management.
• At least 3 years in a supervisory or management role.
• Experience managing grants from institutional donors such as USAID, EU, GCF, GEF, FCDO, SIDA, KfW, UN Agencies, and private foundations.
• Strong understanding of donor regulations and compliance frameworks.
• Experience in NGO or international development environment preferred.

 REQUIRED COMPETENCIES

 Technical Competencies

 ·      Grants management and donor compliance

·      Budgeting and financial analysis

·      Contract and agreement review

·      Audit coordination and risk management

·      Project cycle management

·      Report writing and documentation

·      Data analysis and grants tracking

·      Policy interpretation and implementation

 Behavioral Competencies

 ·      Strategic thinking

·      Leadership and team management

·      Strong coordination and communication skills

·      Attention to detail

·      Problem solving and decision-making

·      High ethical standards and integrity

·      Planning and organizational skills

·      Ability to work under pressure and manage multiple priorities

 Working Relationships

 Internal

Country Director, Operations Director, Conservation Director, Finance Unit, PMEAL Unit, Procurement and Administration Unit, People and Culture Unit, Landscape Managers, Project Leads and Coordinators

 External

Donors and funding agencies, Government agencies, Implementing partners and sub-grantees, Auditors, and consultants, WWF Network Offices.

 EMBODIMENT OF WWF GLOBAL BEHAVIOURAL COMPETENCIES

 Interested persons should have interest and align themselves with the WWF’s organization core values which are: Courage, Integrity, Respect & Collaboration

 APPLICATIONS

 Applications, consisting of cover letter, a detailed CV outlining relevant qualifications and experience with at least three (03) referees including a current/ previous employer, copies of Academic and Professional Qualifications certified by the Zambia Qualifications Authority (ZAQA) should be submitted via email to wwfcareers@wwfzam.org indicating the position you are applying for as the subject line. The closing date for applications is 13 July  2026 at 18:00hrs.

Applications received after the closure date and time will not be considered and only shortlisted candidates will be contacted.