Manager, Grants and Reserves Budget

Hiring Organization: 
Ford Foundation
City and State: 
New York, NY

Manager, Grants and Reserves Budget 

Applications will be reviewed on a rolling basis and will be received until the February 29th deadline. However, we encourage you to apply early if interested. Please submit both a resume and cover letter to be considered.

Summary Description

The Manager, Grants and Reserves Budget (“Manager”) provides grants management and budgeting support for the annual discretionary reserves fund of the Office of the President (OTP). This role has broad responsibility for managing the flow of grant-related transactions for the OTP and serves as budget manager, project manager, grantee capacity builder, problem solver, and analyst for the portfolio of grants focused on emerging opportunities and historic foundation relationships. 

Responsibilities include closely managing and monitoring all budget commitments and transactions; providing weekly budget updates; reviewing grant requests and supporting documentation for adequacy and accuracy; monitoring grant projections and approvals; monitoring and tracking grantee payments and reports through close-out; providing orientation for new program staff on operational and grant-related matters; managing and analyzing grant-related data and supplying requested information; and assisting grantees to understand their administrative responsibilities under the terms of the grant. The Manager engages with high profile internal and external stakeholders requiring them to be adept in communication and interpersonal skills.

The Manager reports directly to the Senior Grants Manager (SGM) and is accountable to the OTP team for supporting grantmaking goals and success. Additionally, the Manager has accountability to the SGM and the Grants Management Director for helping to maintain a cohesive GM cohort that shares information regarding best practices and standards.

Responsibilities, include but not limited to: 

Grant Portfolio Management  

  • Works with the OTP Senior Program Officer, Program Associate and Department Coordinator to achieve a steady workflow of grantmaking and grant monitoring. 
  • Guides program team in the process of planning and monitoring grant projections. 
  • Advises the program team on efficient, effective, and appropriate funding structures, and provides clear guidance to optimize grant structure, increases, consultancies, and event-related activities. 

Grant Proposal and Report Review 

  • Conducts a high-level review of the proposal record with a focus on the content, quality and accuracy of the data and information entered by the grantee, with special attention to the grant budget, and ensures adherence to any applicable local policies, regulations, and laws.   
  • Reviews narrative and financial reports for alignment with Foundation policies, approved grant type, terms of the grant and budget. 
  • Partners with Grants Compliance Unit on proposal and report review to ensure compliance with Foundation and IRS policies. 
  • Coordinates legal review of tax status of new non-US grantee organizations with the Grants Compliance Unit or with NGO Source. 

Grant Monitoring & Grantee Support

  • Provides support and technical assistance to prospective and current grantees, manages time sensitive and high-profile relationships, and serves as a key point of contact for grantees around grant-related issues. 
  • Coordinates response on audit review by KPMG with the Risk and Grant Compliance Advisor, for appropriate resolution.  
  • Exhibits best practices in grantmaking by ensuring grant records are updated, managing and tracking reporting requirements and payments, and managing grant modifications (changes in dates, budgets or payment terms).

Reserves Budget Management

  • Manages and monitors the annual discretionary reserves fund budget, including to ensure funds are accurately appropriated, coordinating and tracking high volume of fund transfers across programs and regional offices, and identifying red flags on over/under spending. 
  • Prepares and provides weekly budget reconciliation reports to update the President on fund balances and usage. 

Additional Responsibilities

  • Participates in and contributes to both the OTP team and Grants Management team meetings, retreats, and related activities.
  • Provides grants management orientation and training to new program staff, including on Fluxx grants management system. 
  • Undertakes special projects to further institutional goals and assists in research projects related to the Foundation’s current and historical grantmaking and/or grantmaking trends. 
  • Works with IT staff to pilot and test new technologies and to implement ongoing technology improvements and serves as a key grantmaking team liaison for Fluxx.
  • Performs other duties as assigned; including backing each other up and collaborating, as needed, on workflow issues, including administrative tasks and other projects. 


  • Bachelor’s degree, or equivalent experience, with a minimum of 7 years of progressive grants management experience in a philanthropic organization.
  • Knowledge of budgeting, analysis, reporting and grants management.
  • Demonstrated experience in managing and supporting multiple teams and a portfolio of grants and budgets.
  • A successful track record in setting priorities, analyzing data, problem solving skills, which supports and enables sound decision-making.
  • Excellent communication, interpersonal skills and organizational capabilities.
  • Ability to multitask, meet deadlines and work in a fast-paced environment.
  • Ability to work well with colleagues, consultants, funders, and grantees across many diverse backgrounds and perspectives.
  • Ability to work independently and analytically, exercising discretion and good judgment.
  • Willingness to handle complex, heavy and detailed-oriented workload and assigned special projects.
  • Ability to work effectively in a shifting environment and navigate ambiguity.
  • Strong Microsoft Excel and Word skills.
  • Knowledge of the legal and compliance issues pertaining to a U.S.-based private foundation with domestic and international grantmaking.
  • Familiarity with grants management software and related systems, preferably Fluxx.
  • Willingness to be based in New York City and work in the office 3 days per week.

Physical Requirements

This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with internal staff, access files, office machinery and a copy machine/printer.

The Ford Foundation is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its programs, and operations. As part of this commitment, the Foundation will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application process, please contact,

Salary: The Ford Foundation is committed to practicing salary transparency. The minimum salary for this position is $109,000 and the maximum is $127,000.

How to Apply: 
Visit the Ford Foundation career site to apply
Application Deadline: 
March 3rd 2024
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