Job Title: Grants and Funds Management Analyst
Ref : UfM/ST/2026/10
Department: Finance, Legal & Administration Department
Reports to: Head of Finance and Contracts
Deadline to apply : 15 November 2026 (midnight, Central European Time – CET, GMT/UTC+1)
Staff category and conditions :
Post Classification: CS3.4 Officer/Analyst, Step 1
Gross Salary:43.860€
Contracted Staff as per UfM Staff Regulations and Implementing Rules
Short-Term contract for a period of one (1) year, renewable, with a three (3)-month probationary period. Any extension will be subject to satisfactory performance, applicable regulations, and available budget appropriations.
Official Call and application: The information below summarises the main responsibilities and requirements of the position. The complete and official Call for Candidatures, including the full Job Description, eligibility conditions and application instructions, is available on the UfM website: https://ufmsecretariat.org/work-with-us/vacancies/
SUMMARY
Under the supervision of the Head of Finance & Contract, the Partnerships, the Grants and Funds Management Analyst will be responsible for supporting the provision of financial and administrative services in the Admin & Legal Department ensuring high quality, accuracy and consistency of work. S/he will be in charge of contractual, administrative and financial (monitoring an reporting) tasks of financial agreements, Grants and “forwarding funds” to third parties (sub-granting) instruments resulting from cooperation agreements with national and international financial institutions such as AECID, SIDA, GIZ, European Commission, (…).
She/he shall promote a client-oriented approach according to the UfMS rules and regulations and shall abide by security policies, administrative instructions, plans and procedures of the UfMS.
PRIMARY RESPONSIBILITIES
Pre-Award phase and Contract Drafting :
Under the supervision of the Head of Finance and Contracts and in coordination with the Directorate of Operations and Partnerships (DOP), actively participate in programming discussions.
Draft calls for proposals and define the submission period.
Draft guidelines for applicants, including eligibility and selection criteria.
During the submission period, contribute to the administration of proposal registration and provide applicants with additional information and clarification as needed.
Participate in the technical and administrative evaluation of proposals according to the criteria published in the aforementioned guidelines, including eligibility, selection, and award criteria.
Ensure that the basic principles for grants are respected.
Consolidate evaluations and ensure awards are made according to the ranking of proposals and the available budget for the call for proposals.
Draft agreements and liaise accordingly with applicants and promoters.
Publish awarded grants.
Draft selection reports, ensuring transparency and compliance with all related regulations, rules, and principles.
Post Award and Contract Management:
Contribute, under the supervision of the Head of Finance and Contracts, to monitoring and reporting on cooperation agreements.
In accordance with UfM internal procedures, support the preparation of memoranda of understanding (MoUs) alongside the Legal Officer , support the Directorate of Operations and Partnerships (DOP) with reviewing requests for modifications and extension notifications.
Contribute to translating donor budgets into UfM activity-based budgets, in accordance with the UfM annual budgets, and maintain traceability between donor and UfM budgets.
Consolidate reports and inputs from the Divisions and DOP , analyze budget reports and provide recommendations.
Ensure that grants, subgrants, and contracts are executed in a timely manner.
Ensure compliance with authorized procedures for each individual contract and grant, with no deviations.
In coordination with DOP, prepare budgets, relevant financial information, and programme implementation inputs for internal monitoring, annual audits, and the submission of audited financial reports.
In coordination with DOP, maintain regular contact with relevant development agencies.
Reporting, and Budget Reconciliation:
Ensure that grants and sub-grant related administrative processes and procedures are standardized and consistently implemented, including agreements, disbursements, and reporting.
Maintain the grants tracking database and oversee related documentation.
Ensure potential issues and amendment requests are flagged promptly to donors.
Deliver reports; budget projections and expenditures monitoring on all grants and contracts.
Track and project revenue and expenditures by specific funding category and deliver forecasts.
Respond to financial enquiries by collecting data; analyze and investigate variances; summarizing data, information and outputs.
During the execution of the grants, track milestones, compliance, timelines and deliverables.
Signal any significant delays or other issues that impact the implementation to the Head of Finance and Contracts.
Ensure quality information management related to grants by overseeing the regular maintenance of grant files, reporting calendars, and updating of internal documentation.
Assist in drafting financial reports for donors in coordination with concerned colleagues and partners.
Review narrative reports prepared by DOP to identify discrepancies and/or inconsistencies with the financial data.
Best Practices and Compliance:
Update policies and procedures for pre- and post-award administrative functions, including delivering projections.
Identify, interpret and follow policies and procedures related to grants and contracts.
Adhering to grants and contracts requirements; advising management on required actions.
Instruct relevant colleagues on donor’s reporting tools.
Contribute and actively engage in any reflection on improvement of working methods and concepts.
ROLE REQUIREMENTS :
Be a national of a member state of the UfM ;(https://ufmsecretariat.org/who-we-are/member-states/)
University Degree (Master or equivalent) in Finance, Business Administration or equivalent academic qualification in related fields;
Minimum 5 years of experience relevant to the duties described above, preferably gained in international / intergovernmental organizations;
Experience in public sector with exposure to grants, financial agreements and contracts management, international relations and/or cooperation or equivalent fields;
Experience in working closely with bilateral cooperation partners, including donors (EU, AECID, GIZ, SIDA, etc.) and development institutions;
Experience in auditing, in addition to ones in grants and procurement;
Excellent writing skills in English;
Excellent computer skills and ability to work independently using Microsoft Office tools;
Desirable requirements:
Further experience (3 to 7 years) in working within an international environment, ideally a public organization dealing with international cooperation and/or multinational private sector;
Knowledge and/or work experience in Mediterranean countries is an advantage;
Languages :
Full proficiency in English and at least one other working language of the UfM—Arabic, French, or Spanish.
Proficiency in an additional UfM working language would be considered an asset.
COMPETENCY REQUIREMENTS
Reporting and planning, with a strong ability to meet deadlines.
Excellent collaboration and teamwork skills.
Very good communication skills.
Mission-driven and results- and impact-oriented.
Ability to handle confidential and sensitive dossiers and situations with discretion.
Commitment to delivering high-quality work, continuously improving performance, and maintaining professional standards in all tasks and interactions.
1. Submission of applications:
To apply, you need to complete the application form and include the following information and documents:
A detailed curriculum vitae in English (pdf version only) clearly elaborating educational and professional experience relevant for the position. Please note it is mandatory to choose a file name that includes your name i.e. “Name Surname–CV”.
A motivation letter in English (pdf version only) including a clear mention of the profile applied for and full postal address. Please note it is mandatory to choose a file name that includes your name i.e. “Name Surname–cover letter”.
Please, do not send any supporting documents (i.e.: copies of ID-card, educational certificates, evidence of previous professional experience etc.) with the application at this stage.
2. Submission Date:
Complete applications must be submitted by 15 November 2026 (midnight, Central European time-CET, GMT/UTC+1).
Protection of personal data - Privacy notice
The UfMS, as the body responsible for organizing the selection process, will ensure that Candidates’ personal data are processed with greatest care and confidentiality. This applies in particular to the security of such data. Personal data shall be processed solely for the purpose of the selection procedure. Candidates are free to give their data on voluntary basis, although failure to respond with any further information requested will exclude the concerned candidate automatically from the recruitment procedure. Thus, Candidates give an explicit consent by submitting their candidatures for their processing, which constitutes a complimentary ground for lawfulness of data processing, notably with regard to sensitive data.
Should any Candidate have any query concerning the processing of her/his personal data, she/he shall address it to the following address : [email protected].