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Associate, Grants Management

NY

The Global Energy Alliance for People and Planet (GEAPP) brings together philanthropy including the IKEA Foundation, The Rockefeller Foundation and the Bezos Earth Fund, governments, technology, policy and development partners, and the private sector to tackle the twin challenges of energy access and transition in emerging and developing countries. By 2030, we aim to expand clean energy access to one billion people, enable 150 million new jobs and reduce 4 gigatons of future carbon emissions. We believe clean energy is development: without it, every other form of progress is undermined so we’re building a movement to unlock a new era of inclusive green economic growth that accelerates universal energy access while enabling the global community to meet critical climate goals during the next decade.  

Position Overview

The Grants Associate will support the Grants Manager in administering grants, recoverable grants and program-related investments (PRIs), ensuring these are aligned with organizational goals and key targets, in order to remain in compliance with organizational guidelines. The role involves reviewing grant and PRI materials for legal and regulatory compliance, and collaborating with program teams, as well as departments such as legal, risk, investments and finance, to ensure the integrity of grants. Additionally, the Associate will provide operational support to the overall Grants & Contracts team, contributing to the efficiency and effectiveness of organizational processes.

In addition to grant administration, the role may involve financial collaboration, such as assisting with cash flow forecasts, monitoring expenditures and aligning project budgets with funding allocations. Operational responsibilities include supporting the organization's grants and contracts management system, enhancing processes and integrating these workflows into systems like Salesforce. The role also emphasizes communication and training, facilitating coordination between teams, supporting program teams with training materials and documenting best practices to establish a consistent and efficient approach to grants management. This position requires a detail-oriented, proactive individual capable of balancing multiple responsibilities to ensure the successful administration of grants and related activities. 

Principal Duties and Responsibilities  

Grant Administration
•    Track and monitor grants and Program-Related Investments (PRIs) through all stages, from initiation to completion, ensuring files are accurate, compliant, and up to date with legal, auditing, and organizational requirements. Assist in reviewing Action Plans and ensuring all required documents are uploaded promptly for review.
•    Conduct due diligence reviews on grantee financial health, organizational capacity, and compliance with IRS and donor-specific regulations, including equivalency determinations, expenditure responsibility reports, and compliance systems (e.g., OFAC, Dow Jones).
•    Review narrative reports to ensure project activities are ongoing and flag any potential delays.
•    Follow up with teams to ensure grant opening meetings, Budget Approval Reviews (BARs) for new grants, and After-Action Reviews (AARs) for grants nearing completion are scheduled.
•    Review the 90-day list of grants nearing completion, notify program teams to initiate completion reports, and track adherence to timelines.
•    Review the list of deliverables due within the next 30 days, tracking and following up on narrative and financial reports, as well as outstanding documentation or delayed deliverables.
•    Identify risks or bottlenecks within current grants management processes, proposing solutions or process improvements.
•    Assist in creating templates, checklists and reporting tools for grants and program management, ensuring consistency and efficiency.
Financial Oversight
•    Assist Grants Manager in preparing monthly cash flow forecasts for upcoming grant payments.
•    Collaborate with Finance to ensure allocation of funding to projects, tracking expenditures against grant funding and adjusting for any changes in funding or project scope.
•    Review financial reports to ensure burn rate is in line with project timeline and activities, flag any deviations from approved budget. 
Operational Processes
•    Support the organization's grants, contracts and PRI management system, including development and testing of ongoing enhancements.
•    Contribute to the development and improvement of processes and systems related to grant management and operational workflows including templates and other resources.
•    Provide administrative and coordination support when it comes to aligning inbound and outbound funding, including by being the key person for integrating this with our SF system.
Communications
•    Facilitate communication and coordination between internal teams to ensure successful grant administration.
•    Support the Grants Manager during monthly calls with program teams, ensuring clear communication and task follow-up.
Training and Development
•    Assist in the development of training materials and sessions for program team members on grant processes and systems.
•    Develop and document best practices for grants management to train other team members and create a consistent approach across teams.
Additional Responsibilities
•    Perform other duties as assigned.

Education, Experience, and Skills 

  • Four-year undergraduate degree or equivalent experience.
  • Minimum of 5 years of related experience, including at least 3 years in grants management.
  • Advanced proficiency in Microsoft Office Suite, with strong Excel skills and the ability to learn new applications quickly and navigate multiple platforms.
  • Demonstrated experience with IRS regulations for grants, international compliance standards and legal aspects of grant-making and contracting.
  • Knowledge of financial reporting and budgeting principles, including cash flow forecasting and expenditure tracking.
  • Experience conducting due diligence reviews and assessing organizational capacity and financial health.
  • Strong analytical skills to review financial and narrative reports, identify risks and propose process improvements.
  • Experience working with cross-functional teams and facilitating communication among diverse stakeholders.
  • Exceptional project management and multitasking capabilities, and the ability to prioritize effectively.
  • Experience with CRM platforms (e.g., Salesforce); familiarity with other grants management systems is a plus.

Behavioral Competencies 

  • Strong verbal and written communication to collaborate across teams and with external vendors.
  • Strong problem-solving skills, with the ability to anticipate and address challenges proactively.
  • Excellent interpersonal skills—diplomatic, patient, and team-oriented.
  • Ability to work effectively within division-wide workload and management systems.
  • Strong service orientation, with a desire to learn and grow in the strategic and operational aspects of grant-making.
  • Positive & proactive problem-solving approach with strong attention to detail.
  • Ability to identify operational inefficiencies and implement effective solutions.
  • Proficiency in managing budgets, timelines and project deliverables.
  • Thrives in a dynamic environment and adjusts to changing priorities.

Key Relationships 

Internal Stakeholders:

  • Grants Manager: Line manager and working closely on the management of grants and PRI’s
  • Global Operations Director: Regular reporting and strategic collaboration on broader operational initiatives.
  • Wider Operations and Finance team: Provide support for everything related to grants and PRI’s. Produce and review financial reports.
  • Program delivery teams: Work in collaboration on new investment proposals and amendments.
  • Legal & Risk team: Work in collaboration on new investment proposals and amendments.
  • IT team: Work together on systems, in particular Salesforce.

External Stakeholders:

Grantees: Liaison for queries related to specific grants.

Salary: 85,000 - 100,000 USD, the salary offer will be based on an array of factors including but not limited to experience and skill set.

We operate from a strong commitment to equity, diversity, and inclusion in everything we do. It is not only the right thing to do – we could not make an impact without our team members' diverse perspectives and experiences. We expect all GEAPP employees to contribute by developing their unique perspectives and talent, challenging conventional wisdom through evidence and reason, and amplifying marginalized voices.  

 GEAPP LLC is committed to the principles of equal employment opportunity and compliance with all federal, state, and local laws concerning employment discrimination, including the Americans with Disabilities Act. To this end, the organization ensures equal opportunity to all employees and applicants regardless of race, color, age, gender, sexual orientation, religion, marital status, national origin or ancestry, citizenship, lawful alien status, physical, mental, and medical disability, veteran status, or liability for service in the United States Armed Forces.  

GEAPP LLC is an Equal Opportunity Employer. 

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