ICTJ Grants Manager

The International Center for Transitional Justice (ICTJ) is an international non-profit organization specializing in the field of transitional justice. ICTJ works across society and borders to challenge the causes and address the consequences of massive human rights violations. We affirm victims’ dignity, fight impunity, and promote responsive institutions.

Job Description: The ICTJ Grants Manager has primary responsibility for allocating, tracking, and reporting on both international and domestic donor funds. Additional responsibilities include managing administrative details of grants, managing the donor database, tracking the activities of current grants, working with program staff in preparing reports and budgets, and providing an interface with the Finance department regarding grant budgets and financial reporting. This position is hybrid based in ICTJ's New York City office.

Duties include:

• Monitoring and maintaining all active grants and related coding (fund, activity, etc.).
• Assist in developing fiscal year budget and individual grant budgets for all programs and departments, HQ and abroad; assist with institutional budgeting.
• Oversee the financial reporting of all grants (restricted or unrestricted) and ensure that reporting guidelines are met as stipulated per grant agreement; track finance-related tasks and expenditure tracking efforts as specified per grant agreement or project.
• Communicate with HQ departments and country office staff regarding a variety of financial matters, including but not limited to budgeting, fund allocations and reporting.
• Track all restricted grant expenditures and calculate balances per grant, monthly or as requested.
• Maintain grant budget to actual report templates
  • Update restricted BvA regularly or as needed
  • Update unrestricted BvA per program quarterly
• Submit Budget to Actual reports to Executive Director and Director of Programs quarterly or as needed.
• Assist country offices with the allocation of funds toward fixed costs
  • ensure that accurate and appropriate percentages/allocations are maintained
  • provide analysis of grant coverage as needed (particularly when drafting proposals)
• Review and approve coding for contracts and payment requests related to restricted grants.
• Provide assessment of financial implications for proposals and new projects.
• Review country offices expense and country offices advance requests.
• Provide support to country offices during statutory and/or grant audits (i.e. gathering support for payments made from HQ, running financial reports and preparing for submission to auditors, reviewing audit drafts and comments, etc.); Manage the entry of grant related expenses into the accounting system; Enter new grant revenues into accounting system and request new fund codes; Manage tracking systems for activity-based restricted reporting (via accounting system and/or offline); Maintain salary allocation spreadsheet; Coordinate with the development department to reconcile grant revenues to meet all donor requirements and deadlines and to maintain fiscal year allocation of grant revenues.
• Maintain Grants Receivable schedule and update unrestricted and temporarily restricted schedules monthly.
• Assist with annual institutional audit
• Perform ad hoc financial analysis, particularly related to grant tracking.
• Assist with coordination of cash flow documentation.

Other duties as assigned.

Education: Minimum of a bachelor’s degree in accounting/finance or related professional training in grant reporting.

Experience: At least three years progressively responsible work experience, preferably in grants administration; experience with accounting and grants-management software and general ledger analysis is a plus.

Related Skills and Knowledge:

• Financial analytical skills are highly preferred.
• Excellent written and verbal communication skills in English.
• Strong organizational abilities with attention to detail in a fast-paced environment is essential.
• Experience with international grants is a plus.
• Ability to work independently and within a team with a high level of professionalism.
• Identification with ICTJ’s mission