Grants Admin & Reporting Assistant

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls. We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected. Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge. We have been building powerful partnerships for children for over 85 years, and are now active in more than 80 countries.

ROLE PURPOSE:

Plan International is an independent child rights and humanitarian organisation committed to children living a life free of poverty, violence and injustice.

We actively unite children, communities and other people who share our mission to make positive lasting changes in children’s and young people’s lives. We support children to gain the skills, knowledge and confidence they need to claim their rights to a fulfilling life, today and in the future. We place a specific focus on girls and women, who are most often left behind.

We have been building powerful partnerships for children for more than 85 years, and are now active in over 80 countries.

The Grants Admin & Reporting Assistant role exists to manage the full grants (Contracts & FAD) administration according to organizational outlined policies & procedures and also administrates the delivery of all documentation that has been agreed upon within the framework of a grants (financial reporting, technical reports, baselines, studies, evaluations, audit documents or any other relevant documentation).  This role services all countries assigned to the cluster.

DIMENSIONS OF THE ROLE: 

Administrates contractual documents (with donors, consortia partners, implementing partners, National Offices, etc.).

Coordinates with internal stakeholders from BD team and from other teams like Finance and Programmes to assure project documentation is correctly administered and registered (contractual documents, key assessments, meeting minutes (when applicable), approvals via e-mail, etc.).

Provides guidance on donor compliance to internal stakeholders.

Responsible for delivery and correct registration and deposit of key project deliverables (Documents) to donors and or National Offices.  This includes but is not limited to financial reports, technical reports, baseline data key studies, project evaluations, audits).

Services business development needs for philanthropic fundraising.

 

 ACCOUNTABILITIES:

 

Administrate compliance with donors’ requirements and internal processes and procedures

• Manages a calendar to ensure compliance with all donor agreements that are pending including financial reports, technical reports, baseline data key studies, project evaluations, audits).Working with Country Office and Programme Unit teams towards building a portfolio of suitably, long-term fundraising.
• Implements and assure compliance with adequate document management system (to assure all grant documentation is correctly stored and safeguarded.

• Support development of a knowledge bank of donor requirements and systems by donor. Supports preparation of departmental data to present to the CMT/RH/GH/NO’s to support management decisions and show progress.  
• Coordinate with Finance the correct elaboration of FAD and project documents.
• Support the Programme and Finance team, and other internal stakeholders to fully understand donor and grant conditions that need to be complied with
• Follow-up upon the preparation of technical and financial reports (with key departments) and coordinate the revision of those reports, assuring a timely delivery to the NO’s and/or donors.

 

Work collaboratively between the countries of the cluster

• Provide support in coordination efforts (mostly on behalf of specialists) with internal stakeholders (Programmes, Finance, Communications, PMERL, amongst others) to assure projects are fit for the donors (according to their priorities and requirements).
• Provide administrative support for proposal packaging processes.
• Provide administrative support to cluster and country peer team members.

 

 

Account Management (Build and maintain proper relationships with donors)

• Develop and maintain a strong and professional image of Plan among relevant donors, Nos and partners and lead on profiling and relationship management, including within the Plan federation.  
• Maintain a fluid communication with donors.
• Update donors concerning project / grant changes, modifications and/or reformulations, according to the donor guidelines.

 

Safeguarding

• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

 

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE 

Essential

• Bachelor degree in areas related to Business Administration, International Relationships, Development Cooperation, Marketing & Sales, Social Sciences or other related areas.
• A minimum of 2 years of professional experience in administrative roles or related to grants management. Preferably with humanitarian funds
• Fluency in Spanish and English is a must.
• Outstanding Word, Excel & Powerpoint skills.

 

Desirable

• Experience with Logical Frameworks

Location: El Salvador or Guatemala 

Type of Role: Business Development Staff

Salary: We will be happy to disclose the salary and applicable benefits to applicants as part of this process, however, please kindly note that the salary  is not possible to include full details here.

Closing Date: May 14, 2026

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.