Job Title: Grants and Funds Management Analyst

Ref : UfM/ST/2026/10

Department: Finance, Legal & Administration Department

Reports to: Head of Finance and Contracts

Deadline to apply : 15 November 2026 (midnight, Central European Time – CET, GMT/UTC+1)

Staff category and conditions :

- Post Classification: CS3.4 Officer/Analyst, Step 1
- Gross Salary:43.860€
- Contracted Staff as per UfM Staff Regulations and Implementing Rules
- Short-Term contract for a period of one (1) year, renewable, with a three (3)-month probationary period. Any extension will be subject to satisfactory performance, applicable regulations, and available budget appropriations.

SUMMARY

Under the supervision of the Head of Finance & Contract, the Partnerships, the Grants and Funds Management Analyst will be responsible for supporting the provision of financial and administrative services in the Admin & Legal Department ensuring high quality, accuracy and consistency of work. S/he will be in charge of contractual, administrative and financial (monitoring an reporting) tasks of financial agreements, Grants and “forwarding funds” to third parties (sub-granting) instruments resulting from cooperation agreements with national and international financial institutions such as AECID, SIDA, GIZ, European Commission, (…).

She/he shall promote a client-oriented approach according to the UfMS rules and regulations and shall abide by security policies, administrative instructions, plans and procedures of the UfMS.

PRIMARY RESPONSIBILITIES

Pre-Award phase and Contract Drafting :

- Under the supervision of the Head of Finance and Contracts and in coordination with the Directorate of Operations and Partnerships (DOP), actively participate in programming discussions.
- Draft calls for proposals and define the submission period.
- Draft guidelines for applicants, including eligibility and selection criteria.
- During the submission period, contribute to the administration of proposal registration and provide applicants with additional information and clarification as needed.
- Participate in the technical and administrative evaluation of proposals according to the criteria published in the aforementioned guidelines, including eligibility, selection, and award criteria.
- Ensure that the basic principles for grants are respected.
- Consolidate evaluations and ensure awards are made according to the ranking of proposals and the available budget for the call for proposals.
- Draft agreements and liaise accordingly with applicants and promoters.
- Publish awarded grants.
- Draft selection reports, ensuring transparency and compliance with all related regulations, rules, and principles.

Post Award and Contract Management:

- Contribute, under the supervision of the Head of Finance and Contracts, to monitoring and reporting on cooperation agreements.




- In accordance with UfM internal procedures, support the preparation of memoranda of understanding (MoUs) alongside the Legal Officer , support the Directorate of Operations and Partnerships (DOP) with reviewing requests for modifications and extension notifications.
- Contribute to translating donor budgets into UfM activity-based budgets, in accordance with the UfM annual budgets, and maintain traceability between donor and UfM budgets.
- Consolidate reports and inputs from the Divisions and DOP , analyze budget reports and provide recommendations.
- Ensure that grants, subgrants, and contracts are executed in a timely manner.
- Ensure compliance with authorized procedures for each individual contract and grant, with no deviations.
- In coordination with DOP, prepare budgets, relevant financial information, and programme implementation inputs for internal monitoring, annual audits, and the submission of audited financial reports.
- In coordination with DOP, maintain regular contact with relevant development agencies.

Reporting, and Budget Reconciliation:

- Ensure that grants and sub-grant related administrative processes and procedures are standardized and consistently implemented, including agreements, disbursements, and reporting.
- Maintain the grants tracking database and oversee related documentation.
- Ensure potential issues and amendment requests are flagged promptly to donors.
- Deliver reports; budget projections and expenditures monitoring on all grants and contracts.
- Track and project revenue and expenditures by specific funding category and deliver forecasts.
- Respond to financial enquiries by collecting data; analyze and investigate variances; summarizing data, information and outputs.
- During the execution of the grants, track milestones, compliance, timelines and deliverables.
- Signal any significant delays or other issues that impact the implementation to the Head of Finance and Contracts.
- Ensure quality information management related to grants by overseeing the regular maintenance of grant files, reporting calendars, and updating of internal documentation.
- Assist in drafting financial reports for donors in coordination with concerned colleagues and partners.
- Review narrative reports prepared by DOP to identify discrepancies and/or inconsistencies with the financial data.

Best Practices and Compliance:

- Update policies and procedures for pre- and post-award administrative functions,



including delivering projections.
- Identify, interpret and follow policies and procedures related to grants and contracts.
- Adhering to grants and contracts requirements; advising management on required actions.
- Instruct relevant colleagues on donor’s reporting tools.
- Contribute and actively engage in any reflection on improvement of working methods and concepts.

ROLE REQUIREMENTS :

- Be a national of a member state of the UfM ;(https://ufmsecretariat.org/who-we-are/member-states/)
- University Degree (Master or equivalent) in Finance, Business Administration or equivalent academic qualification in related fields;
- Minimum 5 years of experience relevant to the duties described above, preferably gained in international / intergovernmental organizations;
- Experience in public sector with exposure to grants, financial agreements and contracts management, international relations and/or cooperation or equivalent fields;
- Experience in working closely with bilateral cooperation partners, including donors (EU, AECID, GIZ, SIDA, etc.) and development institutions;
- Experience in auditing, in addition to ones in grants and procurement;
- Excellent writing skills in English;
- Excellent computer skills and ability to work independently using Microsoft Office tools;

Desirable requirements:

- Further experience (3 to 7 years) in working within an international environment, ideally a public organization dealing with international cooperation and/or multinational private sector;
- Knowledge and/or work experience in Mediterranean countries is an advantage;

Languages :

- Full proficiency in English and at least one other working language of the UfM—Arabic, French, or Spanish.
- Proficiency in an additional UfM working language would be considered an asset.

COMPETENCY REQUIREMENTS

- Reporting and planning, with a strong ability to meet deadlines.
- Excellent collaboration and teamwork skills.
- Very good communication skills.
- Mission-driven and results- and impact-oriented.
- Ability to handle confidential and sensitive dossiers and situations with discretion.
- Commitment to delivering high-quality work, continuously improving performance, and maintaining professional standards in all tasks and interactions.

1. Submission of applications:

To apply, you need to complete the application form and include the following information and documents:

- A detailed curriculum vitae in English (pdf version only) clearly elaborating educational and professional experience relevant for the position. Please note it is mandatory to choose a file name that includes your name i.e. “Name Surname–CV”.
- A motivation letter in English (pdf version only) including a clear mention of the profile applied for and full postal address. Please<...

📌 Grants and Funds Management Analyst-Ref.Uf0 (Barcelona)
🏢 Union for the Mediterranean
📍 Barcelona