Grants Officer, Institutional Relations at Orbis International

Essential Job Functions / Key Areas Of Responsibility Prospect Research & Solicitation

• In collaboration with the Prospect Research Team, develop and maintain a robust Foundations pipeline and coordinate the strategic evaluation phase for each award with the Awards Management Team. Facilitate Moves Management of donor prospects using Instrumentl and internal coordination within the Orbis network, advancing prospects through the donor life cycle.
• Maintain and update grant prospects database with research findings and track prospect approaches, deadlines, required materials, etc.
• Provide support in preparing materials for grant applications, including proposal development timelines, tracking submission guidelines, and gathering all required materials; submit applications online or in hard copy, depending on donor requirements, and confirm receipt.

Grants Management

• Oversee the management of foundations and federal grants ($250k and above and/or multi-country grants) through the active grant life cycle including award management, reporting, amendments (as applicable) and closure.
• Ensure programmatic and operational staff are informed of all grants and/or contract requirements and amendments and monitor compliance.
• Submit high quality donor reports (narrative and financial) according to Orbis and donor regulations. Ensure all required documents are included, complete, correct and approved by the respective country management staff and awards management team.
• Manage the grant reporting schedule and reminder notifications to grant implementers; monitor grant implementation progress, including milestones and budget expenditure; ensure internal review process of progress/final reports; respond directly to all donor inquiries in a timely manner.
• Lead the coordination between donor representatives, country program teams, and finance for all amendments, budget reallocations, and notification of challenges/unanticipated changes to work plans for all grants under the Foundations portfolio.
• Maintain institutional records in the Raiser’s Edge and Acuity including proposal submissions, reports, gift acknowledgments, and event invitations.

Donor Stewardship

• Serve as a liaison to manage communication with donors/philanthropic partners and oversee stewardship for grants in assigned portfolio, working with Program and Finance staff to assist in the development of reports and updates, including ensuring compliance with donor requirements and guidelines.
• Develop a customized donor communications plan using materials such as newsletters, program updates, and proposals, using existing content tailored to meet specific needs, for submission to institutional donors, including foundation and government funders.
• Coordinate the development of content for reports to highlight program activity on a quarterly basis for institutional stewardship, including foundations and government funders.
• Provide logistical and administrative support for fundraising events, as needed, as a member of the Development team, including Annual Gala, Goodwill Tours, donor visits.

Qualifications & Experience

• Bachelor’s degree required.
• Minimum 3 years working experience, ideally in a fundraising environment.
• Proven experience with institutional fundraising activities.
• Proven experience with standard development practices and techniques, donor cultivation, donor relationship management, proposal and report writing, and prospect research.
• Experience working with or for organizations with health as a focus area.
• Proficient in Microsoft Office suite, including SharePoint, Word, Excel, Outlook, PowerPoint as well as Internet research. Previous experience with Raiser’s Edge and/or other grants management software, a plus.