Grants Associate

Fauna & Flora

Fauna & Floras shared purpose is to protect the diversity of life on Earth, for the survival of the planet and its people. We work closely with local conservation partners around the world to save nature, together. We harness this collective expertise to inspire positive change globally. Founded in 1903, Fauna & Flora is the worlds longest established international conservation body; our conservation work, and impact, spans the globe.

Fauna & Flora International U.S.A., Inc. (Fauna & Flora U.S.A) was formed in the United States in 2016 as a nonprofit organization under Section 501(c)(3) of the Internal Revenue Code (EIN #81-3967095).

The Opportunity

Over the next five years, Fauna & Flora aspires to enhance its positive global impact for people, nature and climate through investment, growth, visibility and influence. Against a challenging international climate for fundraising, Fauna & Flora continues to be successful in high value fundraising, and as a result, is seeking to invest further in our U.S. operations, including developing our Board, systems, visibility and team.

We are seeking a highly organized and detail-oriented Grants Associate who will play an important role in strengthening Fauna & Floras U.S. fundraising operations by supporting the effective management of foundation grants and donor relationships through strong grant administration, compliance, reporting and stewardship. Working closely with colleagues across the U.S., U.K. and global program teams, this role will act as a key coordination point between fundraising, finance and program teams to ensure donor commitments, reporting requirements and stewardship activities are delivered accurately and efficiently, enabling strong donor relationships and the successful delivery of Fauna & Floras global conservation work. As a new role within a growing U.S. team, this position offers opportunities to develop expertise in foundation fundraising, donor stewardship and grant management while working closely with colleagues across Fauna & Flora's global conservation programs.

Fauna & Flora Fundraising team

The Grants Associate is a new role within Fauna & Flora U.S.A. and will report to the U.S.-based Senior Foundations Officer. They will primarily support the work of Foundations colleagues in the U.S., with occasional support to the UK-based Foundations fundraisers comprising five colleagues. The U.S. team currently consists of a Senior Foundations Officer and a Senior Foundations Advisor (both of whom focus on restricted grants from U.S. foundations), and a Development and Operations Associate. Fauna & Flora's wider Fundraising directorate includes Philanthropy, Individual Giving and Digital Marketing, and Corporate Fundraising. The role will develop strong working relationships across this wider team and with program, finance and other colleagues across the organization to support the successful delivery of donor-funded conservation programs.

The Ideal Candidate

You will bring relevant experience in grants administration, fundraising operations, nonprofit administration, donor stewardship or a closely related field, together with excellent organizational skills and exceptional attention to detail. You will be confident managing records, deadlines, grant requirements and donor information accurately, using CRM systems and other tools to keep colleagues informed and grant processes on track. You will have strong written communication, editing and proofreading skills, and be comfortable supporting the preparation of clear, accurate and donor-appropriate reports, acknowledgements and supporting materials. Collaborative, proactive and service-oriented, you will build effective relationships across teams, geographies and cultures, exercise sound judgment and discretion, and share Fauna & Floras commitment to protecting nature through efficient, reliable and values-led fundraising support.

Purpose

To contribute to Fauna & Flora USAs fundraising success through the effective management of Foundation grants by coordinating foundation records, grant administration, compliance, and reporting processes that enable the successful delivery of global conservation programs.

Core Responsibilities

1. Recording and tracking donor information, interests and contacts

Serve as the primary coordinator for Foundation records within the CRM, ensuring donor information, guidance, deliverables, tasks and communications are accurately recording and maintained and preparing reports as needed.
Track and share insights on donor interests, funding priorities, participation in global events and other engagement opportunities to ensure grant account managers can maximize meaningful donor interactions.
Ensure Foundation organizational, leadership and key staff details are kept up to date on the CRM and inform relevant team members of any changes.
Lead on gathering responses to questions from Foundation donors/prospects.

2. Ensuring compliance and best practice account management

Work with Account Managers to ensure that Foundation grant applications are accurately recorded on the CRM and filed appropriately.
Coordinate timely review of grant agreements with internal stakeholders and update CRM records upon execution.
Collate, interpret, and disseminate key grant information, guidance, and requirements to program team colleagues responsible for grant delivery.
Coordinate internal procedures to track, reconcile and record payment of grant instalments efficiently and accurately, and ensure program teams are informed of grant payments in a timely manner.
Coordinate requests to donors for grant change-requests during grant implementation.
Prepare and record timely and appropriate acknowledgement of donations.
Be responsible for working with program teams on grant-specific, donor-related questions related to development and execution of sub-grant agreements with Fauna & Floras partners.

3. Supporting donor stewardship and reporting

Lead the coordination of donor reporting processes, working with Fund Managers, Finance Business Partners, and other Program/Cross-cutting colleagues to ensure timely and accurate delivery of donor reports, establishing reporting schedules, highlighting program challenges and successes to Account Managers, and supporting the presentation of information to donors.
Support Account Managers with the compilation of organizational materials and ancillary documents for donor submissions, cross-checking that all requirements are met.
Assist in the planning and implementation of opportunities to engage with Foundations (and trustees) e.g. fundraising meetings, donor updates, events, seminars, conferences, donor visits to projects. This could include scheduling meetings, preparing agendas, booking meeting rooms, taking notes and supporting follow-up on action points.
Be responsible for coordinating and leading on the preparation of fundraising materials alongside contractual and informal donor reports (both narrative and financial), ensuring accurate and timely communications with donors and supporting upload to donor grant-management portals where relevant, and working closely with Account Managers and teams.

4. Supporting internal proposal development procedures and donor due diligence

Support the compilation of research and due diligence on Foundations in collaboration with the Research & Insight Team.
Assist Account Managers to ensure compliance with Fauna & Floras internal procedures related to proposal development and submissions, and feed into, and co-ordinate processes to improve systems and establish best practice.

5. Other duties

Coordinate with UK team colleagues to ensure easy access to up-to-date core information about Fauna & Flora that contribute to donor-facing documents.
Carry out any other reasonable duties which are consistent with the post and the aims and objectives of the position, including attendance of Fauna & Floras fundraising events.

Credentials and Personal Qualities

The following are essential:

Relevant experience in grants administration, fundraising operations, nonprofit administration, donor stewardship, or a closely related field;
Excellent organizational skills and exceptional attention to detail, with the ability to track deadlines, manage multiple concurrent tasks and competing priorities, maintain accurate records and follow through consistently;
Comfort working with financial information, grant budgets, reporting requirements and donor agreements, with numeracy skills sufficient to support accurate tracking and review;
Experience using databases, CRM systems or other record- and grant-management tools, both internally and on donor platforms, and confidence maintaining accurate electronic files and records;
Strong written communication, editing and proofreading skills, with the ability to assist with the development donor-appropriate reports and supporting materials;
Demonstrated ability to work independently in a remote environment, managing competing priorities while maintaining high levels of communication and responsiveness.
Strong interpersonal skills and a collaborative working style, with the ability to build effective relationships across teams, geographies and cultures while working largely remotely, and to communicate with tact and professionalism;
A proactive, service-oriented approach, with sound judgment, discretion with any matters of confidentiality, and the ability to work independently while knowing when to seek guidance;
Competence with Microsoft Office applications, particularly Sharepoint, Word, Excel, Outlook and PowerPoint, and willingness to learn new systems and improve administrative processes;
Commitment to Fauna & Flora values.

The following are desirable:

Experience with grants administration, donor reporting or proposal support in an international nonprofit or conservation organization;
Experience using Salesforce.
Ability to identify opportunities to improve administrative processes and workflows and collaborate on implementing practical solutions.
Familiarity with foundation fundraising, restricted grants, donor due diligence, or the nature conservation sector.

Fauna & Flora Values

Values underpin who we are and how we act. Just as values shape who we are as individuals, they define us as an organization, creating the culture of success for which Fauna & Flora is renowned. Our people exemplify our shared values, which are interconnected and interdependent:

We act with integrity

We are collaborative

We are committed

We are inclusive, supportive & respectful

We get things done

Fauna & Flora Safeguarding Statement

Fauna & Flora has a zero-tolerance approach to all forms of safeguarding harm. Safeguarding is everyones responsibility, and all staff and representatives of the organization are expected to understand their safeguarding obligations.

We carry out safer recruitment practices throughout the application, interview and onboarding processes.

Terms of Employment

This is a full-time position (40 hrs per week), with a salary of USD 61,045. We are able to consider applicants who would prefer a reduced working pattern (minimum 30 hrs per week) with pro-rated salary.

We offer a comprehensive and competitive set of benefits. These include 15 days paid vacation (increasing to 20 days after 2 years service), 10 federal holidays, additional paid time off between Christmas Day and New Years Day, 12 sick days, health care and retirement contributions and long-term disability & life insurance. In addition, we provide access to an Employee Assistance Program including 1:1 counseling and a range of wellbeing support.

We have an office in Washington DC, but the position may be based remotely within the United States, with a preference for the East Coast for greater ease of coordinating across time zones.

How to Apply

Interested candidates should submit a cover letter and resume, outlining how your background, skills and experience match the qualifications of the position to View email address on click.appcast.io

Closing date for applications is September 7, 2026. First interviews are likely to be held remotely during the week commencing September 28, 2026.

Fauna & Flora values diversity and is committed to equality of opportunity

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