Grants and Systems Associate

Job Title: Grants and Systems Associate

Location: Fully Remote

Status: Full-Time

Compensation: Competitive salary commensurate with experience; includes full benefits

Start Date: 1 September 2025

Oceans 5 Overview

Oceans 5 is the world’s leading strategic regranting organization targeting ocean conservation.

Since 2011, the organization has provided more than $225 million and supported 375 projects in

more than 125 countries and regions to establish marine protected areas, stop overfishing, and

implement ocean-climate solutions. Its donors include 25 of the largest marine philanthropic

institutions from the United States and Europe. It houses and manages four separate directed

funds aligned with its overarching mission. These funds include the Oceans 5 General Fund

(O5GF), the Joint 30x30 Funding Initiative (JTTFI), the Bloomberg Ocean Fund (BOF), and the

Ocean Climate Diplomacy Initiative (OCDI).

A global team with geographic responsibilities for Africa, Asia, Europe, Latin America, North

America, the Caribbean, the Pacific Islands, and the High Seas supports the grantmaking

activities of the suite of funds managed by Oceans 5. The team also supports Oceans 5 donors,

as well as other aligned partners like the Shark Conservation Fund, to advance collaborative

grantmaking worldwide. It implements a global strategy that is rooted firmly in local knowledge

and respect.

Oceans 5 works closely with civil society and Indigenous-led organizations to design

collaborative projects and campaigns to influence government decisions through advocacy,

research, communications, and capacity building, often leveraging opportunities presented by

new elections, appointments, and policy changes. Its grantees have a remarkable record of

accomplishment, having been instrumental in the most impactful ocean conservation initiatives

of the past decade.

Position Summary

The Grants and Systems Associate will serve as the administrative hub for the organization,

ensuring that our internal contract, grantmaking, document, and financial systems are current

and correct, operating smoothly, and aligned with our mission. This role will manage contracts,

vendor relationships, payments, grantmaking data, operational support and other administrative

functions in close coordination with our staff and fiscal sponsor. The ideal candidate brings a

blend of nonprofit finance experience, operational savvy, enthusiasm for using systems for

problem solving, and a detail-oriented mindset — with a commitment to marine philanthropy,

accounting principles, and staff culture.This position will work closely with Oceans 5 team

members and liaise regularly with designated RPA staff to ensure accurate data entry, timely

processing, and ongoing compliance.

Key Responsibilities

Contracts, Invoices, and Vendor Management

o Understand, draft, review and track non-grant agreement types: contract, memorandum

of understanding, sponsorship expense, gift, and honorarium in compliance with fiscal

sponsor requirements. Advise staff on the most appropriate tool for a given scope.

o Coordinate with fiscal sponsor staff on processing agreements and amendments for

signature, including being the liaison for follow up questions for Oceans 5 staff or the

vendor.

o Submit associated invoices and payments, maintain records of all contracts and

invoices, including tracking the outstanding balance of contracts and changes of terms.

o Coordinate onboarding and administrative support for contractors, grantees, and

vendors and serve as the primary point of contact for vendor-related questions and

troubleshooting.

o Support staff by providing regular updates of recently expired or soon-to-expire

contracts, invoices that exceed the contract balance, and amendments needed.

Grantmaking & Program Support

o Support the administration of grants with Senior Grants Manager and RPA, including

processing disbursements, tracking reporting deadlines, and ensuring compliance with

fiscal sponsor guidelines and IRS requirements.

o Liaise with grantees and program staff to support timely and complete reporting and

documentation. Support Expenditure Responsibility and Equivalency Determination

decisions and processes.

o Maintain data accuracy in internal project management systems for all outgoing grants

and contracts. Regularly reconcile data with Monday.com, Trello, financial records and

Fluxx systems. Liaise with staff to ensure accuracy and regular updating of data.

o Help support narrative reports and summaries for funders and internal review.

Operational Support

o Oversee internal systems, including shared drives, calendars, knowledge management

tools, print and digital resources, templates, logos, and website maintenance. Maintain

collaborative records, agreements, and administrative policies.

o Liaise with fiscal sponsor staff to maintain data accuracy in AirTable system regarding

incoming funder milestones, as well as providing reminders to all fund staff of upcoming

deadlines for proposals, reports, and payments. Regularly reconcile incoming funder

agreement data with Monday.com and liaise with financial staff to reconcile Oceans 5

data with fiscal sponsor data.o Manage logistics for calls, meetings, retreats, events and webinars across funds as

needed, including scheduling, materials preparation, and follow-up.

o Travel support for senior management and other staff as needed, including making travel

arrangements, inputting on shared calendar, and managing expense reports, in

compliance with fiscal sponsor policies

o Provide administrative support for recruiting new staff positions, documenting and

sharing staff policies and procedures, and documenting PTO.

o Support core Advisory Board and Committee functions, including scheduling Committee

meetings, preparing meeting materials, and aiding staff with materials preparation and

Board-related communications

o Coordinate basic IT support needs by liaising with Oceans 5 staff, contracted service

providers, and RPA’s IT team as needed. Support staff in accessing systems, resolving

day-to-day tech issues, and escalating more complex matters to the appropriate

contacts.

Qualifications

o Minimum 5 years of experience in nonprofit systems management, administration, or

operations; experience with fiscally sponsored projects is highly desirable.

o Proven experience managing contracts and vendor payments.

o Knowledge of nonprofit software and systems: highly proficient in Excel, Microsoft Office

Suite, Google Workspace, and data management systems; experience with Fluxx,

Monday.com, or similar project management platforms is highly desirable.

o Ability to identify gaps in systems or processing, take initiative to problem solve, and

develop practical solutions.

o Familiarity with fiscal sponsor relationships and grantmaking procedures.

o Meticulous attention to detail with excellent organizational and time management skills.

o Strong communication and relationship management abilities; capable of interfacing with

funders, grantees, and vendors professionally and respectfully.

o Demonstrated knowledge and practice of nonprofit business operations, data integrity,

and team culture

o Demonstrated commitment to environmental sustainability, equity, and justice.

Requirements:

o Associate’s degree required; Bachelor’s degree preferred.

o A minimum of five years of directly related professional experience with financial,

grantmaking, or nonprofit responsibilities required. Experience with ocean and marine

conservation issues and fiscal sponsorship strongly preferred. Experience with

accounting, CRM, and grantmaking software is also strongly preferred.

o Proven project-management skills, including ability to handle several projects at different

stages simultaneously and a strong capacity to set priorities.

o Excellent writing, editing and proofreading skills with an ability to analyze and distill

information clearly and cogently for internal audiences and partners.

o Proficiency in English required.

o Strong interpersonal skills, ability to develop and manage productive relationships with

colleagues, consultants, and coalition partners. Excellent listening skills.

o Exhibit strong skills of diplomacy with seasoned and sound judgment. Ability to work

productively with a wide array of different people and institutions that frequently disagree

with and are in competition with one another.

Compensation & Benefits

Oceans 5 is a sponsored project of Rockefeller Philanthropy Advisors (RPA), an equal

opportunities employer that values diversity at the organization. RPA does not discriminate on

the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status,

veteran status, or disability status.

Compensation will be commensurate with experience and accomplishment. For prospective

candidates from the United States, the salary range will be $65,000 - $80,000.

Rockefeller Philanthropy Advisors offers a competitive compensation and benefits package

including health coverage, retirement benefits, paid sick leave, vacation and holidays,

commensurate with experience, accomplishment, and regional markets and statutes.

How to Apply

Please complete the job application form here (https://wkf.ms/4kDKyq7).Oceans 5 will accept

applications via this form until the position is filled; priority consideration will be given to

applications received by 15 July. Inquiries and messages received via other platforms will not

be addressed. Please include in your cover letter a brief summary of how your education and

experience will equip you to fulfill the varied responsibilities of this position. We welcome your

candidacy and thank you for your interest!