Grants Coordinator

Grants Coordinator Contract Type: In-house / Intra-muros Consultant Level of Effort: Full-time or negotiated level of effort Duration: 12–24 months, renewable subject to funding and performance Duty Station: Thailand / Project-based, with coordination across regions About Exile Hub Exile Hub supports human rights defenders, journalists, media workers, activists, and civil society actors from Myanmar who are operating in exile or under conditions of heightened risk. Through protection support, safe housing, fellowships, emergency assistance, psychosocial care, capacity strengthening, research, and movement-building initiatives, Exile Hub works to sustain the safety, resilience, and continuity of those defending rights, democracy, and civic space. Role Summary The Grants Coordinator will manage coordination, reporting, compliance, documentation, and financial tracking across Exile Hub’s grants portfolio. This includes institutional grants, foundation grants, fellowships, emergency assistance funds, partner grants, and other restricted or unrestricted funding streams. The role works closely with programme, finance, operations, field, and management teams to ensure that grant activities are delivered on time, properly documented, aligned with approved budgets, and compliant with donor and organisational requirements. Key Responsibilities 1. Grants Portfolio Coordination Maintain a clear overview of Exile Hub’s active grants, including donor agreements, reporting deadlines, budget periods, deliverables, compliance requirements, and internal responsibilities. Coordinate grant timelines across programmes and teams to ensure that activities, reporting, documentation, and financial follow-up are completed on time. Maintain grant trackers, reporting calendars, compliance checklists, and internal follow-up systems. Track key grant commitments and flag upcoming deadlines, risks, delays, or information gaps to management. 2. Donor Reporting and Compliance Coordinate the preparation and submission of donor reports, including narrative reports, financial inputs, activity summaries, partner reports, fellowship updates, and emergency support records. Consolidate inputs from programme, finance, field, and partner teams into clear, accurate, and evidence-based donor reports. Review reports and supporting documents for consistency, completeness, and alignment with donor requirements. Track donor compliance obligations, including eligible costs, procurement requirements, visibility rules, safeguarding requirements, subgrant procedures, documentation standards, and audit requirements. Maintain organised records of donor correspondence, reporting submissions, approvals, and follow-up actions. 3. Financial and Budget Monitoring Work with the finance team to monitor expenditure across grants, projects, budget lines, and activities. Track budget utilisation, identify underspending or overspending risks, and flag significant variances to programme and finance leads. Support budget forecasts, budget revisions, internal adjustment notes, and donor communication where required. Ensure that programme spending is linked to approved activities and supported by appropriate documentation. Support coordination between programme and finance teams so that financial information is accurate, timely, and usable for decision-making. 4. Fellowships, Emergency Grants, and Partner Support Coordinate documentation and tracking for Exile Hub’s fellowships, emergency assistance funds, protection grants, relocation support, small grants, and other direct support mechanisms. Maintain clear records of selection processes, approvals, payment documentation, case summaries, reporting forms, consent documentation, and follow-up requirements. Coordinate with programme and field teams to ensure that support mechanisms are accountable, well-documented, and responsive to the needs of HRDs, journalists, activists, fellows, and partners at risk. Review partner and recipient submissions, identify missing information, and follow up on outstanding records or reports. 5. Documentation, Systems, and Audit Readiness Maintain complete, accurate, and audit-ready grant documentation across Exile Hub’s portfolio. Improve internal filing systems, grant management tools, documentation templates, and compliance checklists. Identify documentation gaps, operational bottlenecks, and compliance risks, and recommend practical improvements to internal systems. Ensure that grant records are managed securely and appropriately, especially where documentation involves sensitive personal, protection, or security-related information. Required Qualifications and Experience The ideal candidate will have: At least 3–5 years of experience in grant coordination, donor reporting, project administration, programme management, or a related role. Experience working with institutional donors, foundations, international NGOs, civil society organisations, or donor-funded programmes. Strong understanding of donor compliance, financial monitoring, reporting requirements, and documentation standards. Experience supporting narrative and financial reporting processes. Experience with fellowships, emergency grants, protection funds, small grants, subgrants, or FSTP mechanisms is a strong asset. Excellent organisational skills and strong attention to detail. Strong written and spoken English (Burmese, Thai, or other relevant regional languages are an asset) Ability to coordinate across multiple teams, deadlines, and projects. Experience working in Myanmar, Thailand, border-based civil society, human rights, media, protection, or exile contexts is an asset. Core Competencies The Grants Coordinator should be highly organised, detail-oriented, and comfortable managing multiple grants and deadlines at the same time. They should be able to translate donor requirements into practical internal systems and support colleagues to meet obligations without creating unnecessary administrative burden. The role requires strong judgment, discretion, and sensitivity, particularly when working with emergency assistance, protection cases, and support to individuals at risk. The candidate should be able to balance accountability with care, recognising that Exile Hub’s work often involves high-risk individuals, politically sensitive contexts, and urgent support needs. The Grants Coordinator should be proactive, systematic, and able to follow up consistently across teams while maintaining a collaborative and supportive working style. Reporting Line The Grants Coordinator will report to the Program Director. They will work closely with the Finance Manager, Operations Manager, Project Manager, field teams, partners, fellows, and support recipients. Contract and Budget Information Compensation will be determined based on experience, level of effort, available funding, and organisational salary scales. Where the position is allocated across multiple grants, personnel costs may be distributed across relevant project budgets according to actual level of effort, donor eligibility rules, and Exile Hub’s internal time allocation and documentation systems. Application Process Interested candidates should submit a CV and brief cover letter outlining their relevant experience in grant coordination, donor compliance, reporting, financial monitoring, and project administration. Applications should be sent to: recruitment@exilehub.org Application deadline: 15 May 2026