The Role

The Grants Coordinator will play a key role within the Grants Team, a growing team at FILE.  This role will report to and work closely with the Grants Manager for the Just Energy Transition (JET) portfolio team to ensure that programmes and partnerships are delivered at pace and to schedule. Whilst initially this is largely an administrative role, it is an opportunity to gain an insight in the workings of an international philanthropic organisation focused on systemic change through partnerships with a variety of outstanding legal strategists and NGO partners. As Grants Coordinator, you ensure the quality of FILE’s grant-making processes and provide support to the Grants Manager(s) during the entire life cycle of a grant. As well as working closely with the Grants Team, you will be working together with all the relevant stakeholders at FILE, i.e., grantee partners and our colleagues in finance, legal strategy, impact & learning and operations. 

This is a unique opportunity to support world-leading non-profit partners in delivering strategic legal interventions to impact.  We are looking for a candidate who is excited at the prospect of working for a dynamic and fast-growing organisation with a mission to solve the climate crisis.

Key Responsibilities

• Grant administration – support the internal processes of contracting, payment approvals and  tracking financial disbursements. Lead on grantee communication regarding payments and reporting.

• Ensure timelines and the approval process for grants and contracts run to schedule, ensuring all relevant information is presented to senior FILE team colleagues and decisions are documented.

• Ensure grant data and documentation is up-to-date and filed appropriately, including input into FILE systems as required.

• Perform data capture and maintain database records.

• Regular communication with applicants and grant holders, particularly when supporting the  due diligence process for applicants.

• Collaborate with the Grants Manager on annual planning, grants development, in-life grants management, pipeline planning and partnership building with partners.

• Coordinate meetings with FILE staff and partners, particularly supporting the JET team,  working with the Grants Manager and lawyers to ensure key information has been disseminated in advance. Supporting other portfolio teams in this respect as required.

• Performance & outcome monitoring – support the Grants Manager to effectively monitor the progress and outcomes of projects and grants together with the Legal Strategy and Impact and Learning teams. This will include the scheduling of reporting requirements, and supporting the evaluation, impact and learning processes. 

• Support effective portfolio reporting to key donors, drawing out key information from grantee reports and Grant Management assessments as required.

• Support other portfolio teams if required and time allows.

  Key Competencies

• Ability to work unsupervised, a motivated self-starter, with robust problem solving, administrative, multi-tasking skills and is good on follow-through.

• Excellent analytical and quantitative skills, with the ability to assimilate and digest large volumes of information.

• Strong attention to detail and strong organisational and project management skills, with the ability to manage workload effectively and to work with changing priorities and time pressures.

• Ability to occasionally adjust working hours to fit with multiple time zones as required.

• Strong written and communication skills.  You will be able to present information in a compelling way through proposals, memos and PowerPoint presentations. 

• Ability to communicate effectively with people from different cultures and backgrounds

• Desire to contribute to new ideas and ways of working to develop improved models, processes and use of technology in grant-making.

• Outstanding partnership management skills, with the ability to support and establish highly collaborative internal and external partnerships.

• Experience with databases/grant-management systems desirable but not necessary.

• Financial and budget management skills desirable but not necessary.

• Ability in French and/or Spanish desirable but not necessary.

Working for FILE

FILE is a collaborative community of like-minded individuals who are passionate about climate. Together, we share knowledge and experience to support our mission.

FILE is not hierarchical or highly structured. Individuals are empowered to work as both part of a wider team and individually to make impactful change and deliver to a high standard. Roles here are ideally suited to those who are highly flexible and happy to change and grow in line with the ever-changing challenges of the Foundation – those who are willing to get stuck in and make an impact.

Diversity & Inclusion

FILE believes that a diversity of experiences and perspectives will help us build stronger strategies, teams and movements and strongly encourages applications from people of all cultures, backgrounds and experiences, particularly those from under-represented or historically disadvantaged communities.

To apply

Please email your CV and introductory letter to our Recruitment team on careers@filefoundation.org with the subject line as the role job title. We can offer hybrid working and possibly remote options for work. Please indicate your location in your application.