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Grants Administrator, International Grants and Contracts Department

Aug 26, 2020

Summary Description

The Grants Administrator is a member of the dynamic, results-oriented International Grants and Contracts Department at the Campaign for Tobacco-Free Kids (CTFK) and the Global Health Advocacy Incubator (GHAI).   The GHAI draws on lessons learned from tobacco control and its growing experience on other public health issues to support policy advocacy campaigns and initiatives around the globe to improve health policies and outcomes. The International Grants and Contracts Department supports sub-grant and contract work in over 40 countries in multiple health policy programs, including tobacco control, obesity prevention, cardiovascular health, road safety, vehicle standards, drowning prevention and preventing epidemics. 

The Grants Administrator will be responsible for managing administrative aspects of large and diverse portfolios of sub-grants to non-governmental organizations (NGOs,) universities, governments, and agencies around the world, with specific responsibility for overseeing the tobacco control sub-grants database. The Grant Administrator will also work with global staff members to advance CTFK and GHAI advocacy initiatives through identification, issuance, administration, technical support oversight of global sub-grants and contracts. This position reports to Associate Director, Administration, International Grants and Contracts Department.

Primary Responsibilities 

  • In coordination with Associate Director, manage the grants database system and intake of sub-grants reports and maintain accurate database records of grant schedules, amounts, site visits, reporting, and closeout information; 
  • Manage and oversee the Bloomberg Tobacco Control grants rounds bi-annual request for proposals including management of grant proposal submissions, overseeing and updating Tobacco Control Grants website, ensuring deadlines are met, and coordinating with Bloomberg Initiative granting partners.
  • Train Grants and Contracts Unit staff members and relevant administrative staff throughout Global Programs on the Fluxx database system
  • Manage the Grants inbox and issuance of wire payments
  • Work closely with the Grants Program Assistant to ensure s/he generates, updates and files relevant grantee documentation to ensure the availability of complete relevant paperwork and information of grants during an audit process. 
  • In coordination with Grants Associate Director and Grants Program Assistant, assist Grants unit with narrative monitoring and reporting (monthly/quarterly/yearly);
  • Ensure grants unit compliance with U.S. government regulations governing the transfer of U.S. funds abroad by reviewing necessary information forms and compliance checks. 
  • Coordinate with Contracts Administrator for International Programs to ensure timely processing of contract agreements, cost norms across partner countries, and subsequent payment disbursement.
  • Send regular notifications to grantees regarding wire payments and upcoming report deadlines. 

Additional Responsibilities

  • Train staff supporting international programs on relevant existing or new internal processes; 
  • Contribute to efforts to maximize efficiency, efficacy and successful support for sub-grantees and optimal outcomes of sub-grant programs;
  • Perform other duties as directed by the Vice President of Global Operations and the Associate Directors, International Grants and Contracts Department.


  • Must have 1 (one) year minimum FLUXX Grants Database Experience. 
  • Five (5) years of experience in international sub-grants management. 
  • Bachelor’s degree required; Graduate degree preferred
  • Knowledge of and proficiency with a variety of computer software applications including Microsoft Word, Microsoft 365, Excel, Access, PowerPoint, Outlook. Database experience with Fluxx.
  • Accuracy, speed and attention to detail.
  • Excellent oral and written communication skills.
  • Must be reliable, flexible and supportive team player with cross-cultural sensitivity.
  • Bachelor’s degree required; Graduate degree preferred.
  • Proficiency in foreign language(s) desired.
  • U.S. Work Authorization Required.

To Apply

To apply for this position, please email a cover letter, resume and salary requirement to: Please reference the position code: GA/04 in the subject line of your email.

Applications will be accepted until the position is filled. No phone calls please.

The Campaign for Tobacco-Free Kids is an Equal Opportunity Employer and welcomes applications from individuals who will contribute to its diversity. The Global Health Advocacy Incubator, a program of the Campaign for Tobacco-Free Kids, advances public health policies to build a healthier and safer world. Drawing on our extensive global experience, we offer strategic support to develop and execute advocacy campaigns to pass laws and policies that save lives. The Campaign for Tobacco-Free Kids is a leader in the fight to reduce tobacco use in the United States and around the world. A non-profit organization established in 1996, the Campaign works with more than 130 organizational partners, including public health, medical, education, civic, corporate, youth and religious organizations. 

The Campaign does not accept any government or tobacco industry funding.