Grants Assistant - World University Service of Canada

WUSC (World University Service of Canada) is a Canadian non-profit organization working to create a better world for all young people. We bring together a diverse network of students, volunteers, schools, governments, and businesses who share this vision. Together, we develop solutions in education, economic opportunities, and empowerment to overcome inequality and exclusion for youth around the world, particularly young women and young refugees.

WUSC currently works in 25 countries across Africa, Asia, the Middle East, and Latin America, with an annual budget of approximately CAD $40 million. We have over 90 staff in our Ottawa office, and over 200 people overseas implementing 16 development projects in collaboration with donors such as Global Affairs Canada, the UK Department for International Development (DFID), the World Bank, the Asian Development Bank, the Mastercard Foundation and the African Development Bank.

Job Description

The Accelerating Change Through InnoVation in Agricultural TVET (ACTIVATE) project is a 5-year collaborative initiative that will contribute to a stronger, gender-responsive, socially inclusive and market-driven Agriculture Technical, Vocational Education and Training (ATVET) System that facilitates sustainable employment pathways, well-being and resilience of young women and men in Ghana. ACTIVATE will blend education and high-quality, market-relevant skills training in specific agriculture value chains and support growth of agripreneurship.

The project will reduce gender-specific barriers, elevate the voice and aspirations of youth and integrate a strong inclusivity lens, with respect to gender and disability while building collaboration and linkages among key stakeholders such as public and private actors, academia, and agriculture value chain actors to create decent work for young people.

ACTIVATE will respond to key challenges facing the agriculture and adjacent sectors including insufficient management capacity of ATVET sector facilitation bodies, non-alignment of new TVET policies and reforms across sector ministries, low quality of ATVET instruction, curriculum and equipment, lack of ATVET engagement with industry, poor business skills among others

NATURE AND SCOPE

The Grants Assistant will support the effective administration and monitoring of grants under the ACTIVATE project, a flagship initiative funded by the Mastercard Foundation. This role provides operational and technical support to the Grants and Compliance Officer, ensuring that grant disbursements, compliance, and reporting processes are implemented efficiently and in alignment with donor requirements. The Grants Assistant will also facilitate data entry, documentation, and logistical coordination for grant-related activities, contributing to the success of this large-scale project.

KEY RESPONSIBILITIES

1. Grant Administration and Support

• Assist in the preparation and dissemination of calls for proposals, ensuring alignment with project goals.
• Support the Grants and Compliance Officer in reviewing grant applications and verifying compliance with eligibility criteria.
• Maintain accurate records of grant agreements, budgets, and correspondence.
• Facilitate the timely processing and disbursement of grants as per approved timelines.
• Provide logistical support for the preparation of grant contracts, amendments, and close-out documentation.

2. Capacity Development and Grantee Support

• Assist in organizing and coordinating training sessions for grantees on financial management, compliance, and reporting requirements.
• Serve as a point of contact for grantees, providing initial guidance on grant-related queries and escalating complex issues to the Grants and Compliance Officer.
• Facilitate communication between grantees and the project team, ensuring timely resolution of concerns.

3. Monitoring and Reporting

• Collect and compile data on grant milestones and deliverables for internal monitoring purposes.
• Assist in conducting site visits to verify grantee activities, documenting findings for review by the Grants and Compliance Officer.
• Support the preparation of regular progress reports and dashboards on grant performance.
• Maintain accurate, up-to-date files for all grant-related activities, ensuring they are ready for internal and external audits.
• Track deliverables and invoices, providing reminders and follow ups on due dates and ensuring reconciliation

4. Compliance and Risk Management

• Assist in ensuring grantees adhere to donor regulations and project policies, including financial, gender equity, and environmental compliance requirements.
• Flag potential risks or discrepancies in grant implementation and escalate them to the Grants and Compliance Officer.
• Support audit activities by organizing required documentation and providing logistical support for audit teams.
• Update risk register.

5. General Support

• Facilitate the documentation of lessons learned, success stories, and best practices in grant management.
• Collaborate with the project team to align grant activities with broader project objectives.
• Perform any other duties as assigned by the Grants and Compliance Officer or Finance Manager.
• Data entry into the grant management system

Required Skills or Experience

Education

• Bachelor’s Degree in Finance, Business Administration, Project Management, Development Studies, or related fields.

Experience

• At least 2 to 3 years of experience in grant management, financial administration, or program support in donor-funded projects.
• Familiarity with donor regulations (e.g., Mastercard Foundation, Global Affairs Canada, DFID).
• Experience in agriculture, youth empowerment, or entrepreneurship projects is an asset.

Skills and Competencies

• Proven skills in project management, documentation, monitoring and evaluation and budget management.
• Experience using SAGE 50 accounting software would be an asset.
• Strong organizational skills, with attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to work collaboratively with diverse stakeholders.

Other Requirements

• Willingness to travel to project sites as required.
• Commitment to the goals of the ACTIVATE project, including youth empowerment, sustainability, and inclusivity.