Senior Grants Manager (Geneva)

Center for Civilians in Conflict•Geneva, NM

8d•Hybrid

About The Position

The Senior Grant Manager plays a critical role in ensuring CIVIC’s donor-funded projects are compliant with donor regulations, implemented effectively, and reported accurately. This position leads the coordination of donor compliance across the organization, ensures timely and high-quality donor reporting, manages grant audits, supports proposal development, and tracks the financial implementation of grant-funded projects. The Grant Manager, Global serves as a key liaison between CIVIC’s program, finance, and development teams and engages directly with donors as needed.

Requirements

Bachelor’s degree required (in international relations, public administration, finance, or related field)
Minimum 7 years of experience in grants management or donor compliance in an international NGO setting.
Proven experience managing complex grants from institutional donors (multiyear, multi country).
Experience contributing to multi-stakeholder (consortium) proposal development and grant management processes.
Familiarity with humanitarian and/or protection programming, ideally related to civilians in conflict.
Experience with EU ECHO and FPI funding compulsory.
Strong understanding of donor regulations.
Excellent writing, editing, and communication skills.
Strong financial acumen and budget monitoring experience.
Detail-oriented, organized, and able to manage competing deadlines.
Proficiency with grant management systems, Excel, and document-sharing platforms.
Collaborative mindset and ability to work across departments and time zones.
Fluency in English and French required
Valid authorization to work in Switzerland at the time of this application without the need for current or future visa sponsorship. Nationals preferred.

Nice To Haves

master’s degree an asset
knowledge of another relevant language is an asset.

Responsibilities

Ensure full compliance with donor rules and regulations
Act as the focal point for grant contracts, interpreting, disseminating and ensuring clear understanding of donor requirements among CIVIC program and support teams.
Support regular donor communications throughout project implementation. This includes proactively reaching out to clarify compliance expectations, request and manage contract amendments, discuss project progress and address any challenges.
Maintain a centralized system for donor guidelines and contractual obligations.
Lead the coordination, review, and submission of high-quality, well-written, timely narrative and financial reports that meet donor requirements.
Maintain and monitor a reporting calendar to ensure timely submissions across portfolio.
Work closely with program and MEAL teams to ensure impact, results and successes are appropriately and consistently captured in reporting.
Contribute to the development of concept notes and proposals, working closely with development, program and finance teams to ensure proposals are realistic, compliant, and competitive.
Lead or support budget narratives, cost applications, and donor formatting requirements.
Support the full program cycle by contributing to design workshops, inception phases, and closeout planning.
Work with the Finance, Program, and Operations teams to monitor grant expenditures and ensure alignment with approved budgets.
Review monthly financial reports, participate in monthly budget vs. actual (BvA) meetings with relevant teams and flag issues such as under- or over-spending.
Provide technical support to program teams to ensure sound budget management.
Lead and coordinate donor audits and project-specific assessments, ensuring preparedness in collaboration with finance and program teams.
Ensure the Financial Compliance Manager engages with external auditors and provides requested documentation, responds to queries in a timely manner.
Follow up that Senior Management implements audit and assessment recommendations • Overall, oversees compliance with donor protocols and internal standards.
Maintain accurate and up-to-date grant files, including agreements, modifications, and correspondence.
Strengthen internal systems and tools for grants management, tracking, and donor compliance.
Provide training and support to field and HQ staff on donor compliance and grant management.
Provide technical support and surge capacity in areas such as MEAL, Communications, and CBP, working closely with the leads for these departments (for example, work with comms and MEL to create innovative ways to showcase CIVIC work), when needs identified by regional directors.
Serve as a flexible team member who can address capacity gaps across regions and provide operational support as needed.