Grants and donor Administrator

About PROAID

PROAID is a trusted partner to not-for-profit (NFP) organisations, providing fundraising administration and project management services. We support our clients by managing their grants pipeline, strengthening donor relationships, and ensuring compliance with reporting obligations. We are committed to enabling NFPs to focus on their mission while we streamline their funding processes.

Key Responsibilities

This role ensures that PROAID delivers high-quality grant administration and donor engagement services for 20–25 clients in New Zealand.

1. Donor Database Administration

• Assist Data Scraper to update and organise PROAID's donor database, categorising government, trusts, foundations, and philanthropic agencies by sector focus, along with essential donor information, including funding criteria, deadlines, application templates, guidelines, and key contacts.

• Organise donor folders with relevant templates, forms, and guidelines for use by the Research/Writing team.

• Maintain a dashboard of client projects, activities, and budgets as per signed Service Agreements.

• Develop a monthly donor pipeline in coordination with the Director and Data Scraper, ensuring clients are matched to eligible funding opportunities.

• Onboarding of new clients with their admin checklist and including client pipeline and creation of folders for new onboarded clients, and checking all supporting documents are complete and on SP.

1. Grants Administration

• Prepare and submit high-quality grant proposals and applications on behalf of 20–25 clients in coordination with research writers for respective clients.

• Coordinate with the Research writers and administrators to gather data for proposals and budgets.

• Format and transfer project details into prescribed donor templates in collaboration with the Research Writers and Director.

• Proofread and check all information is accurate before submission of funding applications for clients.

1. Grant Tracking & Compliance

• Monitor compliance with donor requirements, eligibility, exclusions, and reporting obligations.

• Track submitted applications and provide management with regular updates.

• Maintain an Excel tracker for all grants (funded and unfunded), including donor feedback.

1. Records Management

• Keep well-organised records of grant applications and communications.

• Maintain client folders with required supporting documentation.

• Monitor client supporting documents (e.g., trust deeds, board details, annual reports, financial statements), ensuring records are current in MS 365/OneDrive.

• Notify clients when documents are missing or outdated.

1. Funded Projects & Reporting

• Maintain accurate records of funded projects, including reporting requirements, dates, and deliverables.

• Track and update reporting obligations in Excel and notify clients of upcoming deadlines.

• Gather donor decisions and prepare draft communications for clients regarding both successful and unsuccessful applications.

1. Client Relations

• Maintain good relationships with clients through emails and attending to virtual meetings with the Director.

• Gather and verify essential client and project data to strengthen grant applications.

• Draft clear and professional communication for clients, including donor acknowledgments and feedback.

Qualifications & Experience

-Bachelor's degree in business administration, non-profit management, communications, or related field (preferred but not essential).

-Minimum 2–3 years' experience in a grants administration, donor management, or project administration role.

-Familiarity with the NFP funding landscape (government, trusts, foundations, philanthropy) is an advantage.