Grants Manager

Job Type

Full Time




125 Broad St
New york
New York
United States


Position Description

Grant Manager


Position Summary:  

The Grant Manager provides support to the Senior Director, GC&C. S/he will be involved with donor funded grant and contract budget management, internal monitoring of expenses charged to IAVI’s current grants and contracts, preparation of external financial reports for our donors, and development of budgets for donor proposals and coordination with the budget and planning unit as needed. The majority of this work will require the ability to design, build, and test dynamic financial models in MS Excel.

Key Responsibilities:

·        Assist the Senior Director, GC&C in the preparation of budget-related materials and supporting documents required for submission with grant proposals, funding renewals, financial reports, grant extension requests, work plans, reports, etc.

·         The Grant Manager will perform as the lead individual responsible for the management and submission of the financial component of proposal requests. This includes the following responsibilities:

o   Prepare proposal budget models

o   Complete application forms

o   Review solicitation requirements and summarize for presentation

o   Prepare and maintain internal tracking checklists and timeline documents

·        The Grant Manager will be responsible for the administration of awarded grants and contracts based on established portfolio including the following responsibilities:

  • Maintain and update existing Excel models which serve as the basis for internal grant budgeting and actual cost tracking
  • Utilize existing methodologies to regularly monitor spend against grants to ensure annual targets are met and ensure alignment with organizational forecast
  • Prepare slides and help present various analyses / grant spend status to IAVI program staff
  • Maintain IAVI’s Grants Management Intranet and IAVI Award Management Databases
  • Ensure compliance with donor regulations and requirements; including reporting protocols, various donor reporting templates, donor approval policies and procedures, and award close-out procedures
  • Preparation and finalization of all financial donor deliverables

·        Lead the review and approval of expenses prior to their entry into the financial management system coordinating with other members of the grant management team. This requires an understanding of the overall grant management portfolio.

·        Support the development of organizational-standardized process and tools to be used for financial grant management

·        Assist the Senior Director, GC&C in ad hoc financial analyses as required

Other Knowledge, Skills, and Abilities:

·        Bachelor’s Degree required; advanced degree desirable.

·        Minimum of 5 years progressive work experience in challenging finance/management roles; particularly in pre- and post-award grants management.

·        Minimum of 3-5-year experience in administering grants and contracts; experience with grants funded by NIH, USAID and other government agencies is highly desirable as well as grants funded by the Bill and Melinda Gates Foundation.

·        Expert proficiency in Excel with knowledge of pivot tables, macros and complex formulas

·        Excellent communication skills, including written and oral communication

·        Strong organizational and time management skills

·        Ability to perform well in a complex work environment and address numerous simultaneous requests effectively

·        Demonstrated ability to deliver high-quality, accurate work within tight deadlines

·        Ability to work independently as well as function as a team player

Work Environment and Physical Demands:

The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

·        Mobility to perform the essential functions of the position

·        Hearing and speech sufficient to verbally communicate in person and on the telephone constantly (66-100%)

·        Typical office environment

·        Occasional travel off-site for team meetings with collaborators, as needed (up to 20%)

·        Ability to travel to IAVI offices in New York  

Organizational Overview:

The International AIDS Vaccine Initiative (IAVI) is a nonprofit scientific organization whose mission is to develop vaccines and other biomedical innovations that prevent HIV infection. Since its founding in 1996, IAVI has provided scientific, research and development, and policy leadership to address the needs of communities and key populations at risk for HIV infection around the world. IAVI works with more than 100 academic, industry, government, civil society, clinical, and community partners in more than 25 countries. IAVI is committed to supporting the broad field of HIV vaccine research and to fostering collaborations that accelerate the development and availability of new prevention tools. In pursuit of our goals, we work to catalyze and support novel partnership models that engage partners from both the public and private sectors across the product development continuum.

IAVI’s global reach, including its clinical research network in five countries in sub-Saharan Africa and in India, has allowed IAVI to make fundamental contributions to understanding of the epidemiology, transmission, natural history, virology, and immunology of HIV infection. This work played a key role in facilitating the structure-based design of promising HIV vaccine candidates as well as the discovery of “broadly neutralizing antibodies” that are now being advanced as promising approaches for HIV prevention. IAVI’s integrated capabilities in vaccine discovery, development, and clinical research take advantage of biopharmaceutical industry expertise to accelerate the development and testing of novel HIV vaccine candidates.

In addition to its core HIV vaccine effort, IAVI is working to amplify its global health impact by working with partners to address other urgent unmet public health needs – such as vaccines for other infectious diseases – where our existing technologies, assets, and experience can add unique value.

IAVI Core Values

Dedication to the Mission: We are committed to the development of safe, effective, accessible, preventive HIV vaccines for use throughout the world to achieve a world without AIDS

Innovative Evolution: We are committed to solving complex problems in creative and innovative ways, learning from our mistakes and successes and never giving up

Integrity: We are committed to meeting the highest ethical and professional standards in everything we do and to taking responsibility for our actions to earn respect

Collaboration: We are committed to embracing diversity, the power of glocal teamwork and the belief that by working as one we can make a difference

Leadership and Communication

•        Proactively ask questions to understand organizational strategy and performance objectives

•        Come up with new and unique ideas to achieve objectives

•        Take proactive steps to collaborate with members from other teams/departments

•        Seek solutions to a system/process failure

•        Positively handle criticisms, complaints, and special requests

•        Directly communicate with manager, peers and team members

Disclaimer:  Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified. This document does not create an employment contract, implied or otherwise, other than an “at-will” relationship.

All IAVI employees are expected to follow and abide by the legal, financial, regulatory, safety, and other general guidelines of IAVI, and to conduct their activities in a manner consistent with the highest personal and professional standards.

IAVI is an equal opportunity employer and applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

Professional Level


Minimum Education Required

4-year degree