Grants and Compliance Coordinator

Position Summary

The Grants and Compliance Coordinator plays a critical cross-functional role that requires strong analytical skills, systems thinking, and structured coordination—qualities typically found in consulting profiles. The Coordinator supports Embrace’s grant portfolio through robust internal coordination, compliance monitoring, documentation management, and reporting support.

This role ensures: disciplined process management, risk identification and compliance assurance, structured information flow across teams, and consistent, accurate, and audit-ready grant documentation.

The coordinator works closely with the Grants Manager and multiple internal stakeholders to ensure Embrace meets donor expectations, adheres to contractual requirements, and maintains high-quality grant operations. This is an internally facing role that requires strong execution, analytical rigor, and operational follow-through. The position does not include donor representation or proposal leadership.

The Grants and Compliance Coordinator reports to the Grants Manager.

A- Key Responsibilities

Grant administration and Internal Coordination

• Maintain an updated, comprehensive grants tracker capturing key deadlines, deliverables, reporting cycles, and compliance requirements and key risks.
• Coordinate the flow of timely information and accurate information between Programs, Finance, MEL, Communications, and HR.
• Organize, document, and follow up on grant-related meetings (kick-off meetings, progress reviews, action-item follow-ups).
• Support grant close-out by collecting final deliverables, archiving documentation, and verifying completeness

Compliance Monitoring and Documentation Management 

• Support the Grants Manager in compliance risk assessments for new grants.
• Maintain updated organizational compliance documents (policies, registrations, due diligence files) across internal systems and donor portals.
• Ensure that all grant records (narrative, financial, procurement, HR, MEL, and administrative) are complete, accurate, and audit-ready in line with donor and internal standards.
• Track donor compliance requirements and identify gaps, follow up with relevant teams to ensure timely corrections and consistent adherence to guidelines.
• Maintain and update organizational and grant-specific compliance and risk logs, compiling inputs for the Grants Manager’s periodic briefings with the audit committee.
• Conduct pre-audit checks, spot-checks, and documentation reviews, preparing compliance checklists and supporting the Grants Manager in audit processes.
• Ensure that all compliance and organizational files are properly archived, consistently updated, and easily retrievable.

Reporting Coordination & Quality Assurance

• Coordinate inputs for donor reporting, collecting and consolidating narrative content, MEL data, financial summaries (in collaboration with Finance), and communication materials.
• Review all inputs for completeness, consistency, accuracy, formatting, and donor compliance before submitting drafts to the Grants Manager.
• Maintain updated reporting calendars, follow up with departments to ensure timely contributions, and flag risks of delay.
• Maintain organizational profiles, pre-qualification documents, and donor portal registrations, ensuring information is accurate and up to date.
• Grant Implementation Monitoring Support
• Monitor progress against grant workplans/deliverables, updating dashboarding and/or tracking tools as required.
• Coordinate with MEL to obtain updated indicators supporting documentation and activity-level evidence.
• Collect and organize implementation evidence (attendance sheets, photos, MEL documentation, field reports) ensuring completeness and quality.
• Identify delays, risks, or deviations and proactively escalate back to the Grants Manager for decision-making.

Administrative & Logistical Support to the Grant Manager

• Assist with planning, preparing documentation for, and coordinating donor monitoring visits, external meetings, and audits.
• Support scheduling of donor calls and meetings, preparing agendas, minutes, and follow-up action lists.
• Draft preliminary correspondence (follow-up emails, requests for information, meeting summaries) for the Grants Manager’s review.

B- Qualifications and Experience

• Bachelor’s degree in business administration, public administration, development studies, economics, public health, or a related field.
• 1–3 years of experience in grant administration, project coordination, consulting, development programs, or compliance functions. (experience in consulting is a plus)
• Demonstrated experience in structured analysis, process improvement, and cross-functional coordination.
• Strong organizational and documentation skills, with attention to detail and accuracy.
• Experience working with donor-funded projects (UN agencies, institutional donors, foundations, INGOs) is an asset.
• Familiarity with compliance frameworks, risk management principles, and audit processes is preferred.
• Excellent command of Microsoft Office, particularly Excel (data validation, trackers, dashboards).
• Fluency in Arabic and English (written and spoken).

C- Skills and Competencies

• Strong analytical, verification, and problem-solving skills with the ability to synthesize information from multiple teams.
• Excellent attention to detail, time management, and ability to manage multiple deadlines simultaneously.
• Ability to design and maintain structured systems and tracking tools.
• Strong written communication skills and ability to synthesize information quickly and produce clear, structured summaries.
• Ability to work collaboratively across multiple teams and manage competing priorities.
• Capacity to apply donor regulations pragmatically in complex operational environments.
• High level of professionalism, discretion, and accountability in managing sensitive information.

D- Key Performance Indicators (KPIs)

• Accuracy, completeness, and audit-readiness of grant files and documentation.
• Timeliness of reporting coordination and internal follow-ups.
• Number and quality of compliance issues identified and resolved before donor submission.
• Quality of information flow between departments and the efficiency of coordination processes.
• Effectiveness of risk monitoring, including timely identification and documentation of compliance risks.