Job Description

Job Summary
Position: Senior Programme Coordinator - Grant Management & Operations
Location: Cape Town, South Africa
Contract: Fixed term contract to end December 2026.
Salary: R520,000 - R600,000 for the contract duration
Commencement date: as soon as possible.
Reporting to: Head Futures Programme, Cape Town Office Manger
About SAIIA
The South African Institute of International Affairs (SAIIA) is an independent, non-profit public policy think tank dedicated to leveraging rigorous research and policy engagement to advance a well-governed, peaceful, economically sustainable and globally engaged Africa. For over nine decades, SAIIA has been at the forefront of shaping policy debates on Africa's international relations, governance, and economic development.
About the role
Are you a meticulous and dynamic project professional passionate about driving climate action in Africa?SAIIA is seeking a highly skilled Senior Programme Coordinator to be the operational and financial backbone of a major new climate action project with a focus on South Africa. This is a unique opportunity to play a pivotal role in a transformative initiative that will shape climate policy and implementation in one of South Africa's key provinces. Come join and help build African foresight for systemic change through coordinating partnerships needed for a just and sustainability transition.
You will be the central hub for grant management, financial oversight, and partner coordination, ensuring this complex project delivers on its ambitious goals. If you excel in managing large international grants, detailed workplans, and multi-stakeholder engagements, and you want to turn climate policy into tangible impact, we encourage you to apply.
KEY RESPONSIBILITIES
Grant and Financial Management (Core Focus):

• Serve as the primary administrator for the research grant, ensuring full compliance with donor regulations and contractual obligations.
• Develop, manage, and track the project's complex budget, including preparing detailed zero-based budgets and conducting regular cost accounting.
• Monitor all project expenditures against the budget, investigating variances and proactively forecasting financial needs.
• Prepare and submit accurate and timely financial reports to the donor and for internal management, in accordance with reporting schedules.

Programme Management, MEL, and Reporting:

• Lead the development and maintenance of the integrated project work plan, ensuring alignment between activities, timelines, and budgets.
• Coordinate the collection of data and evidence for the Monitoring, Evaluation, and Learning (MEL) framework, tracking progress against all outputs, outcomes, and indicators.
• Draft high-quality narrative and financial reports for the donor, synthesising technical inputs from partners and clearly communicating project progress, outcomes, and challenges.
• Maintain the project's central documentation system, ensuring all records are audit ready.

Operations, Logistics, and Stakeholder Coordination:

• Coordinate all project events, including in-person and virtual workshops, and stakeholder meetings, managing end-to-end logistics, travel, and accommodations.
• Act as the key liaison for consortium partners facilitating seamless communication and collaboration.
• Schedule and document key meetings, including preparing agendas, recording minutes, and tracking action items.
• Support the Project Lead in managing relationships with government counterparts and other stakeholders.

Integration of Cross-Cutting Themes:

• Work with the Gender Equality, Disability, and Social Inclusion (GEDSI) partner to ensure gender, disability, and social inclusion principles are integrated into project planning, budgeting, and reporting.
• Track and report on GEDSI-specific indicators and outcomes as outlined in the project's GEDSI Action Plan.
• Support risk management by maintaining the project risk register and contributing to mitigation strategies.

Required Education:

• A minimum of a Bachelor's degree in Finance, Business Administration, Economics, Development Studies, Public Policy, or a related field.
• A post-graduate qualification or professional certification in any of the following: Project Management (e.g., PMP, PRINCE2), Financial Management, or Monitoring & Evaluation.

Essential Work Experience:

• Minimum of 5 years of progressive experience in programme management, grant administration, or project coordination, specifically with international donor funding.
• Proven, hands-on experience in managing large project budgets (R5m+), including:
• Budget development (zero-based budgeting experience highly desirable).
• Financial tracking, forecasting, and reporting.
• Cost accounting and variance analysis.
• Demonstrable experience with major international development donors and foundations.
• Experience working in a research institute, university, think tank, or non-profit environment, coordinating the work of multiple partners or departments.
• Strong background in event and travel coordination for workshops and high-level meetings.

Required Skills and Competencies:

• Financial Acumen: Advanced proficiency in Microsoft Excel for financial modelling, tracking, and analysis. High level of numeracy and attention to detail.
• Grant Management: In-depth understanding of the full grant cycle, from proposal budgeting to final financial and narrative reporting.
• MEL and Reporting: Experience supporting MEL processes and an exceptional ability to draft clear, concise, and compelling narrative reports for diverse audiences.
• Organisational Skills: Superior ability to manage multiple priorities, meet strict deadlines, and maintain meticulous records in a fast-paced environment.
• Stakeholder & Partner Coordination: Excellent interpersonal and communication skills, with a proven ability to work effectively with a diverse range of partners.
• Technical Proficiency: High proficiency in Microsoft Office Suite (especially Word, Excel, Outlook) and project management tools (e.g., ClickUp, Teams). Experience with digital M&E platforms is a plus.
• Interest and Alignment: A strong interest in climate change, energy transitions, environmental governance, and a commitment to SAIIA's mission and the principles of a just transition.

Advantageous:

• Direct experience integrating GEDSI into projects and reporting.
• Specific thematic experience in climate change, energy policy, sustainability, or foresight.
• Language Skills: Exceptional written and spoken English is essential. Proficiency in isiXhosa or other South African languages is a strong advantage.

Application Process
Interested candidates should submit a comprehensive CV with a cover letter clearly stating why they believe they are the best candidate for this position with contact details of 3 references as one document when applying on the SAIIA website by 14 November 2025.
Incomplete or late applications will not be considered. Please note that only short-listed candidates will be called in for an interview.
Preference will be given to South African citizens and employment equity candidates. SAIIA reserves the right not to make an appointment.
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