Grants Administration Officer

Location: Geneva, SwitzerlandReporting to: Head of Grant Administration and ComplianceType of contract: Permanent full-time (100%)Starting date: asapApplication deadline: 15 December, 2025 About Oak Foundation Oak Foundation (www.oakfnd.org ) contributes to a safer, fairer, and more sustainable world through its grant-making. We are proud of the work our grant recipients do around the world every day, to help people and communities to thrive and to conserve our earth for future generations. With offices in Europe, Africa, and North America, we make grants to organisations located in approximately 40 countries worldwide. About the Grants Administration Team The Grants Administration Team is small; providing cross-foundation support on various functions critical to the grant-making process, including: managing grant letter process by generating the grant letters for review and managing the signature process;processing grant payments;supporting and processing staff and Trustee discretionary grants;helping staff navigate the grants process, managing tools and guidance, and addressing staff queries;producing reports about various aspects of grants processing to enable management to make informed planning decisions;taking responsibility for Oak’s grant making process – documentation, training, compliance and continual development; andmonitoring legal developments in the countries in which Oak operates and makes grants, and working with senior management to ensure an appropriate response. Purpose of the role This is a great opportunity to join a diverse international foundation’s grants administration team. The grants administration officer will ensure that the Foundation’s grant-making and related processes, documents, and procedures are executed professionally, efficiently, on schedule, and in a manner consistent with best practices. The individual will be responsible for administrative management, grant letters, and payment of grants. They will work closely with the head of grants administration to: monitor compliance and legal developments; act as a thought partner; and ensure that the necessary follow-up is completed. Main responsibilities 50 per cent grants administration: offer day-to-day support and backup to the grants administrator;monitor grant letter and payment processes to ensure that grants progress in a timely manner;manage payment corrections and the preparation of urgent payments;manage unusual grant situations, develop and propose solutions, provide guidance, and oversee the process to ensure resolution, with adequate documentation;approve grant and operational payments when needed;complete grant and payment reconciliations and generate reports;help develop reports to oversee the grant-making process, support the head of grants administration to identify improvements, and ensure the integrity of the data stored in the grants management system;make recommendations for the continuous improvement of Oak’s grant-making and administrative processes;act as back up to the head of grants administration, when necessary, to ensure consistent delivery of core grants administration functions; andsupport other administrative tasks as requested by the head of grants administration or the director of operations. 20 per cent legal and compliance: support the head of grants administration to monitor compliance and legal developments in the countries in which Oak operates and makes grants, supporting the development and implementation of appropriate adaptations;provide thoughtful and proactive support to the head of grants administration in addressing compliance and legal matters related to Oak’s grant-making and operations; andact as a sounding board, help coordinate and track follow-up actions, and step in as needed to ensure continuity and effective resolution. 10 per cent process development and grants management systems: proactively support the head of grants administration in the continuous development and improvement of Oak Foundation’s grant-making process, including documentation; andsupport the development of Oak’s grants management system, including identifying opportunities for further automation and control, liaising with IT and developers about business and grants administration needs, and testing and providing feedback on functional developments and fixes. 20 per cent training and support: respond in timely and proactive ways to questions and support requests from staff and Trustees, (e.g., process questions), and produce support letters and documentation;work with the head of grants administration to develop and deliver policy and compliance training to Oak staff; andonboard new staff to Oak’s grant-making process, and help them understand their responsibilities and the role of grants administration. Position requirements University degree or equivalent qualification.At least five years of applicable administration professional experience.Experience working in a legal or compliance team or reviewing legal documents would be an asset.Strong organisational, prioritisation, and time-management skills that reflect ability to perform and prioritise multiple tasks seamlessly.Successful track record of training delivery (and enjoys sharing knowledge with others).Ability to work effectively independently and as a highly resourceful team player under pressure and within deadlines, troubleshooting issues and ensuring continue delivery of grant processes.Experience with CRM, database, and grants management software highly desirable; including the development of reports to monitor and improve the process.Experience of banking processes and international payments highly desirable.Excellent written and oral communication skills and attention to detail.Advanced MS Office skills, especially MS Excel.Exhibits a positive attitude and professional demeanor.Experience in foundations and not-for-profit organisations highly desirable.Excellent written and spoken English required; French or other languages are an asset.A commitment to Oak’s organisational values. How to apply Only candidates with Swiss/EU citizenship or a valid work permit for Switzerland will be accepted. A comprehensive curriculum vitae giving details of relevant achievements in recent posts, as well as your education and professional qualifications.A motivation letter that summarises your interest in this post, providing evidence of your ability to match the criteria outlined in the job description. SELECTION PROCESS Interested candidates should submit their Curriculum Vitae and a compelling covering letter via JobUp. Please note that we will only be contacting shortlisted candidates. By submitting your application, you confirm that you have read and understood Oak’s job applicant’s data privacy notice. Oak Foundation is committed to safeguarding and promoting the welfare of children, as detailed in our child safeguarding policy. We expect all staff to share this commitment. Please note that the successful candidate will undergo reference checks and be required to provide a police record prior to starting employment. #J-18808-Ljbffr