Role’s Responsibilities   

Strategy & planning 

• Support programme leads and operations teams to conduct due diligence assessments for prospective grantees in accordance with CIFF’s partnership due diligence guidelines  
• Ensure all due diligence documentation is correctly stored, tracked, and maintained in Fluxx, with clear audit trails 

Programme development, delivery & performance 

• Grant Closure Processes  
• Support programme and operations teams to complete closure requirements for expiring grants, including partner communication, documentation, and financial reconciliations. 
• Coordinate the collection, verification, and archiving closure-related documentation, including final financial reports, safeguarding attestations, audit confirmations, legal status verification, and partner declarations 
• Prepare closure summaries and residual risk assessments to inform internal approvals and ensure all close-out actions are fully documented and compliant with CIFF’s internal standards.  
• Track closure progress and flag risks or delays to relevant stakeholders 
• Complete due diligence reports and documentation for all assigned partners.and ensure that closure documentation is accurately filed and stored in Fluxx 
• Implement and manage weekly tracker of due diligence and closure status across all relevant grants 

Financial Tracking and Payment Coordination 

• Manage coordination with finance and programme teams to ensure timely processing and follow-up of partner payments. 
• Maintain up-to-date records in Fluxx to reflect payment progress and related documentation. 
• Oversee the accuracy and completeness of the OPEX tracker, ensuring it aligns with financial reports and provides clear visibility of operational expenditures. 
• Analyse expenditure patterns and highlight potential variances, risks, or budget implications to relevant stakeholders. 

Process Improvement and Knowledge Management  

• Identify systemic bottlenecks and propose process enhancements to improve efficiency, compliance, and partner experience. 
• Lead the development and continuous improvement of templates, checklists, and standard operating procedures (SOPs). 
• Contribute to organisational learning by documenting lessons, trends, and recommendations for future portfolio planning. 

Stakeholder and partner management 

• Serve as the primary focal point supporting the Portfolio Finance Director on grant management, payment, and closure processes. 
• Facilitate collaboration across programme, legal, and finance functions to ensure effective workflow, clear communication, and timely decision-making. 
• Prepare summary reports, trackers, and management dashboards for internal review and leadership updates. 
• Support internal and external audits, ensuring readiness and comprehensive documentation. 

Requirements

Skills & Experience  

• Significant experience in grants management, due diligence, compliance, or programme operations in an international NGO, foundation, or donor agency. 
• Strong understanding of the grant lifecycle, due diligence processes, financial tracking, and risk management frameworks. 
• Proven ability to work with cross-functional teams and coordinate complex workflows under tight deadlines. 
• Strong analytical and problem-solving skills, with demonstrated attention to detail and process improvement mindset. 
• Excellent communication and stakeholder management skills, with the ability to engage senior leadership and external partners effectively. 
• High proficiency with grant management systems (Fluxx experience preferred) and financial tracking tools. 
• High level of discretion, integrity, and cultural sensitivity. 
• Collaborative and adaptable, with the ability to work in a fast-paced, changing environment.