Senior Grants Manager

About CIVIC

Center for Civilians in Conflict (CIVIC) Center is an international nonprofit and nongovernmental organization with offices around the world working to improve protection for civilians in conflict zones. Our mission is to support communities affected by conflict in their quest for protection and strengthen the resolve and capacity of armed actors and relevant institutions to prevent and respond to civilian harm. We are advocates who believe that no civilian caught in conflict should be ignored, and advisors who provide practical solutions to preventing and responding to civilian harm. Learn more at civiliansinconflict.org.

About the Position

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.

Location: Brussels (Belgium). Candidates must be fully authorized to work in Belgium without the need for sponsorship now or in the future.

Travel: Up to 35% (domestic and international)

Reporting to: Director, Global Programs

Staff Reporting: Currently none, but possible in future. Will manage research partnerships and consultancies/fellows.

Contract: Open-ended (depending on funding)

Key Responsibilities

1. Donor Compliance and Relationship Management
   • 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, 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
2. Grant Reporting
   • 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
3. Proposal and Budget Development
   
   • 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
4. Program Cycle Support
   • Support the full program cycle by contributing to design workshops, inception phases, and closeout planning
5. Financial Monitoring and Budget Implementation
   • 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 meetings with relevant teams and flag issues such as under‑ or over‑spending
   • Provide technical support to program teams to ensure sound budget management
6. Audit and Assessment Coordination
   • 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, responding 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
7. Systems and Capacity Building
   • 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
8. Technical and Operational Surge Support to Programs
   • Provide technical support and surge capacity in areas such as MEAL, Communications, and CBP, working closely with the leads for these departments to create innovative ways to showcase CIVIC work, when needs identified by regional directors
   • Serve as a flexible team member who can address