JOB DESCRIPTION

Grants and Contracts Coordinator

Conservation International protects nature for the benefit of humanity. Through science, policy, fieldwork, and finance, we spotlight and secure the most important places in nature for the climate, biodiversity, and for people. With offices in 30 countries and projects in more than 100 countries, Conservation International partners with governments, companies, civil society, Indigenous peoples, and local communities to help people and nature thrive together.

POSITION SUMMARY – This position is based in Suva, Fiji

The Grants and Contracts Coordinator is responsible for providing operational support for the Grants and Contracts across Pacific Field Management Unit (FMU). Duties are varied and include providing grants and contracts support across the Pacific FMU.

The Grants and Contracts Coordinator will be directly responsible for ensuring the accuracy and maintenance of Pacific FMU grants and contracts records and system to high compliance with CI’s grants and contracts policies and procedures and reporting standards. The grants and contracts will be part of the Operations Team and report directly to the Operations Director, Pacific FMU. They will manage and assist all project managers across FMU Pacific in preparations, grants, and contracts internally.

RESPONSIBILITIES

GRANT/CONTRACT MANAGEMENT, RECORD KEEPING, AND DATA MANAGEMENT

• Lead the implementation of a system to identify prospective grantees or contractors via agreed-upon methods and CI policy, including developing and issuing requests for proposals, website announcements, and other outreach methods.
• Perform and document due diligence on applicants, including completion of risk assessment.
• Co-ordinate the design of a sub-recipient performance and compliance monitoring program commensurate with sub-recipient capacity, and consistent with the CI Operations Manual.
• Review and process all grant and contracts programs, including doing financial reviews and financial risk assessments.
• Prepare grant and contract agreements and/or amendments between CI and grantees/service providers in coordination with PMs and/or grantees, secure appropriate review and approval, and secure appropriate signatures.
• Develop a robust payment plan based on risk assessment, sub-grantee cash flow needs in conformity with CI policies and procedures, and donor restrictions, minimizing cash outlays to manage risk.
• Perform regular financial monitoring of active sub-awards, including review of financial reports.
• Coordinate monitoring with project staff responsible for programmatic oversight.
• Review requests for contract changes requested by CI staff or sub-recipients, such as budget changes, no-cost extensions, procurement requests, and other agreement modifications.
• Ensure the project/donor requirements and CI processes are followed.
• Follow up on any issues involved during the monitoring process.
• Support programmatic staff in documenting, tracking, and following up on programmatic issues identified during the monitoring process.
• Verify that financial and narrative reports are coherent and adhere to donor and CI procedures before submission.
• Ensure timely close-out of agreements of grants and contracts.
• Coordinate with Program Managers in individual project monitoring and portfolio level monitoring, addressing, resolving, and following up on issues of an administrative and financial nature during the life of the grants, and report to key Program Managers/Directors.
• This position is also responsible for working with or coordinating with internal auditors for all sub-grants and contracts auditing processes, and assisting the Supervisor in streamlining grant operations.
• Maintain a complete, accurate, and timely grant resources file system in the Conservation Grants (CG) and contract resources file system in SharePoint, including documentation of the procurement process, solicitation of potential grantees and contractors, relevant communications within CI with prospective and active sub-grantees and sub-contractors, and donors as appropriate.
• Load and process all grant payments in Conservation Grants (CG).
• Liaise with project leads to ensure Terms of Reference (TOR) and Reporting frameworks are developed accordingly for each grantee.
• Liaise with the GCU Lead team to create a reporting notification system in CG to ensure that responsible staff are aware of upcoming deadlines relating to reporting due from sub-recipients. Maintain a reporting tracking system for subrecipient report submission and review.

WORKING CONDITIONS

• Typical office environment.
• Minimal travel expected.
• Ability to occasionally work in flexible hours for meetings/workshops and conference calls with offices in different time zones.
• May need to work extended hours when needed

QUALIFICATIONS

Required

• 2 to 4 years of working experience in a similar position.
• Proficient in accounting principles and financial management.
• Demonstrated experience and ability in taxation issues, HR & benefit policy, and administration management.
• Demonstrated experience and ability in using MS Office and Agresso (preferred) or any accounting software.
• Proven ability in meeting deadlines and accomplishing routine tasks, and have an attention to detail.
• Strong written and verbal communication skills.
• Detail-oriented and able to prioritize, manage, and complete multiple tasks and meet deadlines.
• Service focus, courteous, tactful, and proven ability to work effectively with others.
• Ability to work under general supervision and take initiative to solve problems under the supervisor’s direction.
• Ability to function well in a multicultural, diverse, and fast-paced work team environment.

Preferred

• Bachelor’s degree in accounting, Business Administration, or a related field.
• Experience facilitating large meetings and workshops.
• Experience with multilateral donors/agencies.

To apply for this position please submit a resume and cover letter.

Application Deadline: September 17, 2025 (11:49 PM EST)

See all Conservation International Career Opportunities HERE

Conservation International is committed to providing equal employment opportunities to all individuals. We believe in hiring based on merit and qualifications, ensuring a fair and inclusive hiring process for everyone.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements