Hybrid Junior Operations Associate – Grant Coordinator

at Climate Policy Initiative

• Job title: Junior Operations Associate – Grant Coordinator
• Job type: Full Time
• Experience level: Junior
• Salary: £33,000 - £36,000 per year
• Degree requirement: No Education Requirement
• Location requirements: Hybrid, London, United Kingdom

About the role

• Junior Operations Associate managing grant lifecycle and compliance for CPI's UK and ZA Climate Finance programs. Offering administrative support and collaboration with various CPI teams.

Responsibilities

• Provide administrative support throughout the grant lifecycle for the UK & ZA Program, including:
• Pre-Award / Proposal Support (20%):
• Support due diligence assessments for existing and prospective donors
• Maintain and update funder platform registrations and organizational profiles
• Maintain grant management platforms (e.g., Fluxx Grantseeker), tracking proposal pipelines and deadlines in coordination with project teams
• Post-Award (50%):
• Monitor progress of awarded grants and ensure compliance with funding requirements
• Track key grant milestones and reporting deadlines to support timely execution
• Draft consultant contracts; review and process invoices and supporting documentation
• Liaise with relevant departments (HR, Finance, Operations) to ensure compliance with organizational policies and donor requirements
• Support Project Delivery Leads and collaborate with the Finance Grants Manager on project invoicing and financial reporting
• Monitor grant payment schedules and income requests, ensuring timely coordination with Finance
• Maintain complete and audit-ready project files, including document storage, approvals, and file reviews in SharePoint
• Schedule and coordinate meetings with Project Delivery Leads, including preparing agendas and capturing notes
• Coordinate donor reporting processes, including compiling inputs and tracking submission deadlines
• Coordinate grant close-out processes across the portfolio
• Support grant-related audits
• Grant Portfolio Management (30%):
• Maintain oversight of grant records, donor requirements, and documentation across the portfolio
• Ensure accuracy and completeness of data in grant management systems
• Contribute to the continuous improvement of internal grant management systems and processes
• Support implementation of internal project management policies and procedures
• Assist in training and capacity building related to grant management and donor compliance
• Facilitate knowledge management by organizing and maintaining accessible project documentation
• Collaborate with global CPI teams to support consistent and efficient project operations

Requirements

• Experience in relevant administrative or professional work environment, including basic understanding of contractual, procurement, financial management, or related experience.
• Experience working in an international and/or not-for-profit organization or in program administration is desirable.
• Knowledge or experience with international donor grant management.
• Familiarity with best practice grant management processes.
• Experience of Microsoft Office Suite.
• Experience of Fluxx, Grantseeker, Airtable and/or Sage Intacct desirable.
• Written and spoken fluency in English is required.
• Committed to CPI’s mission and values.
• Excellent oral and written communication skills.
• Experience multitasking with attention to detail, organisation, and time management skills in a fast-paced environment.
• You are self-motivated and dependable with a passion for learning.
• You are calm under pressure and perform all tasks with absolute professionalism.

Benefits

• Hybrid Working (40% in our green Aldgate East office)
• Private Medical Insurance with Vitality
• 28 days annual leave + 3 days office closure between Christmas and New Year
• Life Assurance (*3 salary)
• 5% Employer pension contributions (3% Employee)
• $500 professional development fund + 5 study days per year
• $450 stipend for work from home set up