Description of tasks and responsibilities
Reporting to the Executive Director (ED), the Grant Administration Officer (GAO) provides the support for a smooth and timely management and running of the Foundation’s operations portfolio and helps the Foundation keep good track in the use of its resources. In particular, the GAO will keep up-to-date all tools, templates and processes that facilitate the administration of grants. S/He assists the Foundation team in keeping track of the Community Care programmes, with a particular focus on the projects relating to Trafigura and Puma Energy Charity Committees and in close cooperation with the Communication Manager. S/He provides the ED with all information and data required for steering the Foundations. S/He may also assist in other tasks, suitable to his/her profile and competences, as the ED sees fit.
This is a 60% position, with a possible extension up to 80% if the work requires.
Knowledge Skills And Abilities
- Sense of numeracy, analytical mind-set, preciseness, meticulosity and rigorousness;
- Relevant working experience (relevant internships may be considered as such);
- Previous exposure to grant-making and/or to non-profit sector highly desirable;
- Excellent knowledge of Microsoft Office suite is a must;
- Fluency in English and French is a prerequisite. Spanish is an additional asset;
- Must have valid right to work in Geneva.
- Screen all unsolicited/direct applications for grants and refer the relevant ones to the ED;
- In coordination with the relevant colleagues, provide support as in the follow-up on grantee’s applications;
- Keep relevant grants-related overviews up-to-date, particularly before and after Board meetings;
- Keep operational database up-to-date at all times and edit all necessary overviews and statements as required;
- Prepare briefing notes on programmes as required (for field missions, prior to meetings or presentations, etc.);
- Monitor and keep track with adequate tools of all programme-related payments;
- Monitor and keep track of all Matching Funds disbursements;
- Manage the Foundations’ Disaster Funds (income & expenses);
- Provide all necessary support – especially with respects to data and information follow-up – to enable his/her colleagues to smoothly manage the programmes and
- Matching Funds;
- Prepare documentation supporting programme-related payments;
- Prepare operational information and statements required for the Foundations’ annual audits;
- Liaise with local offices (individuals or Charity Committees) as necessary for fulfilling his/her tasks;
- Develop physical and electronic filing standards and systems and monitors their application;
- Any other tasks consistent with profile and competences, as required.
Founded in 1993, Trafigura is one of the largest physical commodities trading groups in the world. Trafigura sources, stores, transports and delivers a range of raw materials (including oil and refined products and metals and minerals) to clients around the world. The Company is owned by over 700 of its 8,000 employees who work in 80 offices in 41 countries around the world. Trafigura has achieved substantial growth over recent years, growing revenue from USD12 billion in 2003 to USD 171.5 billion in 2019. The Group has been connecting its customers to the global economy for more than two decades, growing prosperity by advancing trade.
About Trafigura Foundation and Puma Energy Foundation
The Trafigura Foundation was established in November 2007 and acts as the Group’s philanthropic arm. With an annual budget of close to USD7 million, the Foundation provides grants to some 30 charities and partners with expert organisations to deliver positive, sustainable impact in the broad areas of ‘Clean and Safe Supply Chains’ and ‘Fair and Sustainable Employment’.
Similarly, the Puma Energy Foundation was established in 2013 to play a comparable role for Trafigura investment Puma Energy, with an annual budget of approximately USD1 million.
Managed by the same team, both foundations work in very close interaction with Trafigura and Puma Energy employees, with the ambition to nurture an informed, participatory connection between them and the communities in the countries where the companies operate. The foundations also encourage the involvement of staff in community-oriented initiatives, in particular through a Matching Funds scheme and the network of Charity Committees in the main regional offices.