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Grants Associate, International Grants and Contracts Department

Jun 10, 2021

Summary Description

The Campaign for Tobacco-Free Kids (CTFK) and the Global Health Advocacy Incubator (GHAI), a program of CTFK, draws on lessons from tobacco control and its growing experience on other public health issues to support policy change campaigns around the globe to improve health. Currently, the International Grants and Contracts Department supports sub-grant and sub-contract work in multiple programs, including tobacco control, food policy, cardiovascular health, road safety, vehicle standards, drowning prevention and preventing epidemics. The Grants Associate supports the International Grants and Contracts Department staff members to advance CTFK and GHAI advocacy initiatives through identification, issuance, administration, technical support oversight of global sub-grants and sub-contracts. The Grants Associate assists on both administrative and substantive projects – and will have opportunities to learn about the programmatic and financial support the organization provides for global policy advocacy efforts.

This position reports to the Associate Director, Administration, International Grants and Contracts Department and is based in Washington, DC. Until reentry to the DC Office is approved, all DC-based positions are remote. Reentry is anticipated in September, 2021. 

Primary Responsibilities

  • Respond to sub-grants and sub-contracts information requests from the team, global partners, sub-grantee partners and sub-contracting partners;
  • Manage grants inbox accounts by filing and sending notifications to grantees regarding wire payments and upcoming report deadlines; 
  • Manage the intake of grants reports and maintain accurate Fluxx records of grant schedules and amounts, relevant site visits, reporting, renewal and closeout information; 
  • Meet weekly payment deadlines for grantees and occasionally contractors by liaising with other departments on e-signature and approval status of wires; 
  • Maintain electronic records and transferring grant and contracts records within and from databases; 
  • Ensure grants department compliance with U.S. government regulations governing the transfer of U.S. funds abroad by reviewing organization form and performing terrorist check; 
  • Upon request, research articles, reports, and other relevant information for the Department;
  • Support the document production needs of the group, including formatting (e.g. reports), proof reading, and preparing presentation materials;
  • Collaborate and create data presentations by transforming data sets, quantitative and qualitative analysis into compelling visuals;
  • Assist with other administrative tasks providing emergency backup for the Department to include assembling meeting management, organizing and sharing calendars, processing grants and contracts, and other general program support requirements as needed;
  • Work closely with the Grants Administrator to generate, update and file relevant grantee documentation to ensure the availability of complete relevant paperwork and information of grants during an audit process; 
  • Assist with onboarding of new team members; 
  • In coordination with Associate Director and Grants Administrator, regularly review; internal processes in order to ensure continued smooth operations of the department;
  • Provide administrative assistance, such as, taking meeting notes, writing and editing emails, drafting memos, and issuance of email communications on behalf of the department and other departments within the organization;
  • Perform other duties as directed by the Associate Directors within the International Grants and Contracts Department.

Additional Responsibilties

  • 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.


  • Bachelor’s degree required
  • One (1) year of related experience working in an international grant-making organization or working with international grant programs, grant databases, and grant budgeting preferred.
  • Knowledge of and proficiency with a variety of computer software applications including DocuSign, Microsoft Word, Excel, Access, PowerPoint, Outlook, Microsoft Office 365, Zoom, Adobe Suite.  
  • Experience with scheduling and meeting organization.
  • Accuracy, speed and attention to detail.
  • Ability to take initiative, solve problems creatively and work independently.
  • Excellent oral and written communication skills.
  • Must be reliable, flexible and supportive team player with cross-cultural sensitivity.
  • Fluency in English required; 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/IGC/09 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.