Grants Operations Officer

Position: Grants Operations Officer

Status: Full-time, indefinite

Team: Global Programs

Reports to: Director, Grantmaking Operations and Effectiveness

Supervises: N/A

Language(s): English and Spanish (required), French, Portuguese, and/or Arabic (asset)

Location: Remote within Canada

Starting Salary Range: $55,000-70,000/year

Deadline for Applications: 15 June 2025, 11:59pm EST/EDT

ABOUT THE EQUALITY FUND

The Equality Fund is transforming the way that resources—and power—flow into the hands of women, girls and gender expansive people worldwide. Designed by feminists for feminists, it is a model for sustainably resourcing feminist movements everywhere, through global grantmaking, gender-lens investing, policy advocacy, and feminist philanthropy. Launched in 2019, the Equality Fund has activated $100 million to date which flows to more than 1,000 organizations working across 100 countries.

THE OPPORTUNITY

This is an exciting opportunity for someone who is detail-oriented, systems-savvy, and passionate about contributing to feminist funding by keeping our grantmaking operations running smoothly and equitably.

Reporting to the Director of Grantmaking Operations and Effectiveness and informed by our commitment to Feminist Grantmaking Principles, the Grants Operations Officer plays a key role in supporting the design and delivery of EF’s grantmaking systems and tools. You’ll work closely with a cross-functional team to coordinate and administer all stages of the grant cycle—from application to award and post-award follow-up.

You’ll thrive in this role if you’re process-minded, collaborative, and able to balance structure with flexibility in a dynamic and growing organization. This is a great opportunity to deepen your skills in global grantmaking operations, systems design, and adaptive, values-aligned organizational practice.

SCOPE & RESPONSIBILITIES

Grantmaking Data, System, and Knowledge Management

• Supporting the development and documentation of application, review, grant disbursement and reporting policies, processes and procedures for multiple streams of grantmaking, including the development of manuals and policies;
• Working with the SalesForce Administrator, supporting the implementation and customization of the grantmaking database in Salesforce, including training Global Programs team members;
• Supporting the administration of the due diligence searches;
• Supporting the ongoing evaluation of internal grantmaking processes and tools, as well as user experience, and recommending modifications as needed;
• Developing, customizing, and maintaining grantmaking templates as well as online forms on EF’s Salesforce application and reporting portal in all three languages currently supported (English, Spanish, French);
• Developing and maintaining communication templates (in all languages) and coordinating translations needed;
• Representing Equality Fund externally as required.

Grants Management & Grantmaking Support

• Supporting the development of a yearly operational planning cycle, including the planning of grant cycles for multiple streams of grantmaking;
• Acting as a knowledge resource on current grantmaking policies, processes and procedures, identifying gaps and exceptions, and consulting with the Director of Grantmaking Operations on these. Both supporting and leading on the development of additional policies, processes and procedures as needed;
• Coordinating grant application, review and award processes & due diligence:
  • Managing application timelines/deadlines;
  • Supporting the shortlisting process;
  • Conducting application reviews, where needed;
  • Requesting and tracking references and endorsements;
  • Supporting the participatory review process;
  • Managing communication with applicants;
  • Tracking review processes and verifying completion of due diligence;
  • Sending grant award notifications and tracking completion of post-award tasks by grantee partners.
• Coordinating post-award grantmaking processes:
  • Supporting the development and monitoring of dashboards for tracking grantmaking activities;
  • Coordinating reporting timelines/deadlines, report invitations and follow-ups on outstanding reports and Receipt of Funds;
  • Tracking grant reports and reviews;
  • Managing communication with grantee partners, responding to their inquiries.
• Working closely with the Finance team, coordinating contract/disbursement process & due diligence:
  • Supporting verification of payment information;
  • Generating and verifying contracts (signers/terms);
  • Supporting the tracking of disbursement progress and issues.
• In coordination with the MEL team, leading the response to internal requests for grantmaking data and inquiries about the overall portfolio (including basic portfolio statistics, etc.)
• Acts in accordance with our policies around nurturing a safe and respectful work environment; never engaging in harassment, coercion, sexual exploitation or abuse of any form, or anything else contrary to our code of conduct.

QUALIFICATIONS & COMPETENCIES

• Minimum five years of relevant work experience (e.g., grantmaking or application operations, women's rights, social justice, non-profit sector, international development, databases, etc.), including a minimum of 2 years of grantmaking experience (operations or otherwise);
• Demonstrated experience working with databases, application platforms, and/or online survey systems. Experience with a CRM is an asset;
• Oral and written professional working proficiency in English and Spanish;
• Demonstrated experience in coordinating application and award processes involving different review and due diligence steps;
• Ability to manage daily tasks while advancing longer term development of new systems and procedures;
• Excellent organizational, logistical, and planning skills, attention to detail and ability to handle multi-tasking;
• Commitment to women's rights and gender equality issues;
• Sensitivity and appreciation for varying viewpoints and communication styles in a politically and culturally diverse environment;
• Strong interpersonal & communication skills with the ability to develop solid working relationships;
• Strong computer skills. Experience with MS Office and GSuite is an asset;
• General exposure and familiarity with the international non-profit sector is an asset;
• Experience in international grantmaking operations is an asset, including a working knowledge of grants administration and an understanding of financial information;
• Knowledge of global economic, political, social and cultural trends is an asset;
• The ability to thrive in a fast paced and complex environment is essential. You are able juggle multiple priorities, navigate changing realities and work effectively with a range of styles and approaches;
• We are radical in our optimism and ambition. Your ability to think creatively, bust silos, inspire others and forge connections will enable your success.
• Demonstrated high ethical standards, integrity, honesty, and ability to work with sensitive information in a confidential manner
• Commitment to the work and values of the Equality Fund, which include Anti-Racism, Anti-Oppression, and Intersectionality; Feminist Leadership; Accountability; and Radical Love
• Working proficiency in French, Arabic, and/or Portuguese are assets
• Ability to thrive in a dynamic, complex environment

REQUIREMENTS

• Must be legally eligible to work in Canada
• Able and willing to travel to Canada and to regions were EF has partners, for up to 3-4 weeks per year
• Willing and able to work remotely on mostly computer-based work

OUR ENVIRONMENT OF CARE

• We trust our talented team and are pleased to offer a flexible and virtual work environment.
• We are driven by our values: anti-racism, anti-oppression, and intersectionality; feminist leadership; accountability; and radical love. We believe our values are realized through collaboration, a growth and learning mindset, emotional intelligence, diversity, authenticity, a global perspective, care, and building networks. We work to share power and create space for everyone to lead.
• Equality Fund is proud to offer a comprehensive compensation and benefits package which has no waiting period and includes 4 weeks paid vacation, paid sick time, parental leave top up, medical benefits, life insurance, Group RRSP, paid birthday off, and more.
• Equality Fund is committed to providing and maintaining a safe and respectful workplace. We do not tolerate harassment, coercion, sexual exploitation, or abuse of any form. We recognize that those behaviors are often rooted in abuse of power, which is contrary to EF's mission to make a more equitable world for women, girls, and gender expansive people.
• Equality Fund is an equal opportunity employer. We believe deeply in equality and value diversity of race, gender, sexual orientation, religion, ethnicity, national origin, disability, and all other protected grounds under the Ontario Human Rights Code. We welcome applications from individuals of all backgrounds and positionalities, and are committed to providing an accessible candidate experience. To let us know how we can make an accommodation or adjustment to facilitate the selection process and beyond, please reach out to people@equalityfund.ca.
• This posting is for an existing vacancy

SELECTION PROCESS

• Equality Fund does not employ the use of AI technology in the screening, recruitment, or selection process.
• Equality Fund’s People, Equity, and Culture team will work with the hiring manager to do an initial screening of applicants. Please make sure to detail your experience in your resume/cover letter to ensure the committee has the information they need to assess your qualifications for the role. This process takes about 1 week from the application deadline.
• When there are many candidates who pass the initial screening, the People, Equity, and Culture team may conduct 15-30 minute phone screening calls.
• The hiring committee will conduct first round interviews with selected candidates. Candidates will be sent the interview questions 48 hours in advance of their scheduled interview. Candidates are welcome, but not expected or required, to send any questions they have for the hiring committee in advance of the interview. These interviews usually occur 1-2 weeks after the application deadline.
• The hiring committee may conduct a second round of interviews, which may include an assignment.
• The People, Equity, and Culture team will conduct reference checks for the candidate to whom they intend to extend an offer. This process usually takes about 1 week.
• The People, Equity, and Culture team will initiate a background check. This is intended to safeguard Equality Fund employees, grantees, and the organization. We recognize that some communities experience systemic over-policing. As such, only findings related to harassment, exploitation, coercion, sexual exploitation, fraud, abuse, or other findings specifically relevant to the duties of the role will be considered in relation to one’s eligibility for employment.
• The People, Equity, and Culture team will send the selected candidate an Employment Agreement, which the candidate will have time to review and return.

JOIN US!

Though we work to respond to all applicants, at times we may only be able to follow-up with those selected for an interview.