Grant Administration Officer (GAO)

Job Description

Play a central role in strengthening the coordination, compliance, and effectiveness of grant-funded conservation programmes. The Grant Administration Officer (GAO) will support the full grant lifecycle, from opportunity identification and proposal development to reporting, compliance, and audit preparation. The role focuses on ensuring that donor requirements, internal processes, and project needs are aligned, enabling teams to deliver high-quality, timely, and compliant outputs. Working closely with the Senior Grant Manager, Grant Managers, and Chiefs of Party, the GAO will enhance information management, streamline grant processes, and support cross-team coordination. The position also contributes to data management, reporting systems, and knowledge sharing, ensuring that grant-related information is accurate, accessible, and effectively utilised across FZS Zambia. This role is suited to a highly organised and detail-orientated professional who enjoys working at the intersection of systems, coordination, and impact, and who is motivated by supporting conservation programmes through strong administrative and compliance foundations.

Key Duties

• Identify and share relevant funding opportunities, including summarised calls for proposals (NOFOs) with programme teams.
• Develop templates, zero-draft proposals, and budget skeletons to support grant applications.
• Collate and organise technical and financial inputs from teams during proposal development.
• Support timely and accurate submission processes through effective coordination and prioritisation.
• Maintain accurate and up-to-date grant documentation, including proposals, contracts, and internal records.
• Track and communicate donor deadlines, reporting timelines, and key milestones.
• Support preparation and submission of internal grant documentation (e.g., Grant Information Forms, compliance forms).
• Provide administrative support for procurement processes, ensuring alignment with donor and internal guidelines.
• Prepare timesheets and maintain supporting records for selected staff.
• Develop structured reporting templates and support expenditure tracking against budgets.
• Assist in audit preparation and documentation reconciliation.
• Maintain the FZS Zambia SharePoint Grants repository, ensuring accurate, organised, and accessible documentation.
• Extract key data, highlights, and metrics for reporting, communications, and donor engagement.
• Support alignment of project data with internal and HQ reporting requirements.
• Represent FZS Zambia in relevant liaison and communication activities where required.
• Support coordination of annual events and reporting processes.
• Assist project teams and senior staff with administrative needs.
• Contribute to data collection and metrics tracking for project reporting.

Your Profile

• Bachelor’s degree in a relevant field (e.g., Business Administration, Project Management, Development Studies, or similar).
• Minimum of 3–5 years’ experience in grant administration, project coordination, or similar roles.
• Strong organisational skills with close attention to detail and accuracy.
• Experience managing documentation, timelines, and reporting requirements in donor-funded environments.
• Familiarity with compliance, procurement processes, and audit preparation is an advantage.
• Proficiency in Microsoft Office and document management systems (e.g., SharePoint).
• Strong communication and coordination skills, with the ability to work across multiple teams.
• Ability to prioritise tasks, meet deadlines, and respond proactively to changing demands.
• High level of professionalism, reliability, and teamwork.

What We Offer

An opportunity to contribute to impactful conservation programmes across Zambia. A dynamic and collaborative working environment. Exposure to international grant management processes and systems. Opportunities for professional growth and development. A fair and competitive salary commensurate with experience and qualifications.

How to Apply

Please submit your Curriculum Vitae and Cover Letter detailing your relevant experience and motivation for applying using the link below: https://zoologisch.jobs.personio.de/job/2617690?_pc=1559584#apply Include three (3) traceable references with a short description of your working relationship and their contact details. Appointment is subject to the submission of ZAQA-certified qualifications.