Grants & Compliance Officer

Trócaire is an Irish international NGO with over four decades of experience working through local partners to bring about lasting change in the lives of vulnerable people. Operating in over 20 countries, Trócaire responds to humanitarian crises and addresses the root causes of poverty and injustice, with a strong focus on equitable access to resources, women’s empowerment, and the protection of human dignity. Our work is grounded in the values of solidarity, courage, participation, perseverance, and accountability.

 In Somalia, the country programme integrates micro-to-macro-level change and prioritises capacity building, advocacy, robust financial oversight, and holistic programming. To support this work, the Business Development and Grants Unit focuses on diversifying and strengthening the funding base, enhancing donor engagement, and ensuring effective grant management and compliance.The role will report to: Reporting to Business Development and Grants Manager. this position is a fixed term for One year contract and is based in Global Support Office-Nairobi

The Grants & Compliance Officer supports the effective management of Trócaire Somalia’s institutional grants portfolio, working under the direction of the Business Development & Grants Manager. The role coordinates day-to-day grant management and compliance processes, including reporting calendars, amendments, financial and income tracking, database management, internal coordination and audit readiness, ensuring grant files remain accurate, complete and audit-ready always. Acting as the focal point for routine award administration and compliance liaison, the post escalates decision points and strategic donor communication to the Business Development & Grants Manager. In doing so, it enables programme teams to meet contractual obligations and deliver quality results, while safeguarding donor funds and Trócaire’s organisational integrity.

Key Responsibilities

1.       Grant Management:

·       Coordinate the full grant lifecycle from award set-up to close-out, ensuring compliance with donor regulations and Trócaire policies.

·       Facilitate grant kick-off, review (including mid-term) and close-out meetings, documenting key decisions, risks and action points, and tracking follow-up actions, owners and timelines.

·       Coordinate regular check-ins with Programme, Finance and MEAL colleagues to monitor progress against grant commitments (programmatic and financial) and agree corrective actions where required.

·       Coordinate award amendments (e.g., no-cost extensions, budget revisions, reprogramming requests and contract addenda), including internal clearances, donor correspondence drafts, and timely submission, with accurate filing and updates in Salesforce.

·       Maintain up-to-date grant deliverables, milestones, timelines and portfolio dashboards/trackers (including Salesforce) to support management oversight and reporting readiness.

·       Serve as the focal point for audit readiness, coordinating with Finance and relevant teams to respond to internal and donor-led audit requests and ensure grant documentation is complete, compliant and well organised.

·       Provide practical compliance guidance to teams and partners on grant conditions, restrictions and risk mitigation measures.

2.       Financial and Income Tracking:

·       Liaise with Finance to track and reconcile income receipts and grant disbursements across all institutional grants against approved budgets and financial records, maintaining accurate updates in Salesforce and flagging discrepancies for resolution.

·       Verify donor transfers through bank statements/finance confirmations and coordinate timely donor acknowledgements with the BDGM and Finance.

·       Support the BDGM and Finance to prepare donor fund requests and provide required financial documentation (e.g., proof of receipt and fund utilisation updates) in line with donor requirements.

·       Maintain organised, grant-specific financial documentation and tracking records to support transparency, audit readiness and timely financial reporting.

3.       Reporting & Compliance:

·       Maintain a consolidated reporting calendar covering all narrative and financial deliverables, including donor portal submission deadlines, internal review dates and sign-off points, and coordinate internal review processes to ensure timely submission.

·       Coordinate the drafting, compilation and submission of high-quality donor reports (narrative and financial), ensuring inputs from Programme, MEAL and Finance are captured and reports align with approved proposals, budgets and grant frameworks.

·       Conduct first-level quality assurance on reports and submissions to ensure accuracy, consistency and clarity, including verification of indicator data with MEAL and supporting evidence/documentation.

·       Serve as the focal point for routine donor compliance correspondence and submissions (e.g., portal uploads and clarifications on formats and deadlines), ensuring the BDGM is sighted and approves any strategic messaging.

·       Maintain complete, up-to-date grant documentation in Salesforce and other systems to meet internal and external compliance standards.

·       Monitor and support compliance with grant-specific requirements, including visibility/branding, safeguarding, due diligence and data protection, and flag risks early with proposed mitigation actions.

4.       Database & Systems Management:

·       Maintain complete, standardised, audit-ready electronic grant files for each award, with clear traceability of approvals, correspondence and submissions, and ensure records are up to date in Salesforce and internal trackers.

·       Maintain and use a grant checklist for each award (agreements, modifications, reporting, procurement/asset documentation, partner due diligence and audit evidence), following up with responsible colleagues to close documentation gaps.

·       Conduct monthly portfolio reconciliation to confirm Salesforce and trackers reflect accurate award values, dates, milestones, reporting status, amendments, close-out status and key contacts.

·       Liaise with Global Partnerships & Funding Unit (GPFU) colleagues to support system accuracy, consistent use of grant management tools, and continuous improvement of templates, trackers and filing conventions.

·       Advise and support colleagues on secure data management and data protection practices in line with organisational protocols.

5.       Programme Quality, Learning & Audit Support:

·       Work with Programme and MEAL teams to verify data accuracy and strengthen evidence for donor reports, grant reviews and learning.

·       Support preparedness for donor spot-checks, monitoring visits and audits, including coordinating documentation, briefing relevant teams and accompanying field visits as required.

·       Work with Programme, MEAL and Finance teams to maintain a portfolio-level grants risk and issues log (compliance, reporting, audit, partner performance), updating it monthly and escalating high-risk items with recommended corrective actions.

·       Contribute to internal learning and continuous improvement by capturing lessons learned and good practice from audits, report reviews and close-outs, and supporting updates to tools and systems (templates, checklists, trackers and filing conventions).

6.       Business Development Support

·       Provide structured administrative support to business development by maintaining the funding pipeline and donor/grants systems (e.g., Salesforce and trackers), ensuring opportunities, deadlines, contacts and submission records are accurate and up to date.

·       Coordinate routine donor due diligence and registration updates (portals, compliance documentation, organisational capacity statements/templates), under the direction of the BDGM.

7.       Capacity Building:

·       Provide orientation and refresher sessions to programme and partner staff on grant management tools, donor compliance and use of Salesforce.

·       Support the development and periodic update of SOPs and guidance materials to standardise grant management practices across the programme.

·       Act as an accessible technical resource for colleagues and partners, encouraging proactive engagement on grant management questions.

Essential Requirements

·       Bachelor's Degree in Development Studies, Business Administration, International Relations, or related field.

·       Minimum of 3 years professional experience in grant management, preferably within an INGO context.

·       Demonstrated experience managing grants from institutional donors (e.g., ECHO, USAID, FCDO, UNICEF).

·       Exceptional organisational skills, attention to detail, and ability to manage multiple tasks simultaneously.

·       Strong Excel skills and numeracy, with the ability to manage compliance trackers, reporting calendars and basic financial monitoring for grants.

·       Excellent written and oral communication skills in English.

·       Strong interpersonal skills, with the ability to engage effectively with diverse teams and external stakeholders.

·       Proficiency in standard software applications and Salesforce or other grant management systems.

Desirable:

·       Familiarity with humanitarian and development programming in Somalia.

·       Previous experience with capacity-building activities, particularly related to grant management and compliance.

·       Knowledge of donor-specific regulations and procedures.

Core Competencies

·       Integrity and commitment to Trócaire's values and safeguarding standards.

·       Excellent planning, coordination, and team-working abilities.

·       Strategic thinking with attention to detail and strong problem-solving skills.

·       Ability to maintain professional working relationships with donors.

Safeguarding

Trócaire is committed to safeguarding people within our programmes from exploitation and abuse and has specific policies on this commitment (including a Global Code of Conduct) which outlines the expected behaviour and the responsibility of all staff, consultants, and other organisational representatives. More information on Trócaire’s safeguarding policies available here.

All staff are expected to uphold the dignity and rights of everyone they interact with and sign Trócaire’s safeguarding policies.

 Diversity & Inclusion

We welcome diverse applicants to join our inclusive workforce.

Trócaire is an equal opportunities employer. We are an organisation that embraces diversity and inclusion. We welcome applicants from diverse backgrounds to bring their experiences and perspectives to Trócaire.

Diversity and Inclusion statement available here

We particularly encourage applications from individuals from underrepresented groups, including women.

Closing Date for Applications is 26th April 2026

For the candidate with the required experience and passion for the role, Trocaire Offers a competitive package of salary and benefits. Please note the recruitment will be on rolling basis.

 To apply,

Please send a copy of your CV and covering letter through the link on workable: https://apply.workable.com/trocaire/j/2C24DF6EA4/

Trócaire is committed to Safeguarding people within our programmes from Exploitation and Abuse and has specific policies on this commitment (including a Global Code of Conduct) which outlines the expected behaviour and the responsibility of all staff, consultants and other organisational representatives. All internal applicants are reminded of their obligations in relation to these policies.  

At Trócaire, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of performance and integrity in line with our organisational values. All recruitment decisions are made on the basis of organizational needs. Trócaire is committed to creating an inclusive environment of mutual respect, recruiting and employing staff from diverse backgrounds and with diverse identities, at all levels in the organisation. We will not tolerate discrimination on the basis of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disability. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.