Grants Administration Assistant

Devjobsindo ORG; Indonesia; On-site; IDR 66,960,000 - 133,920,000; Full time

Job summary

Cowater International invites applications for a Grants Administration Assistant to support KONEKSI’s grant portfolio, handling day‑to‑day administration across Indonesia and Australia.

From pre‑award through close‑out, you will ensure grant processes, documentation, payments and records are accurate and timely, track milestones and deliverables, and provide routine coordination with research partners and internal teams. Fluency in English and Bahasa Indonesia is required.

Qualifications

• Bachelor’s degree in Finance, Accounting, Business Administration, Management.
• 1–2 years of relevant experience in finance, grants administration, project administration, or a related field.
• High proficiency in Excel, with large datasets, formulas, sorting/filtering, and data analysis.
• Well organized, detail-oriented, able to manage multiple deadlines under pressure.
• Good written and verbal communication, able to coordinate with internal teams and external partners.

Responsibilities

• Support the review of financial proposals, budgets, and related documentation submitted by prospective research partners, and identify discrepancies, gaps, or issues for clarification.
• Coordinate follow-up with prospective research partners and relevant internal teams to resolve queries and support the preparation of grant documentation required for approval and execution.
• Support the Grants Manager in the day-to-day administration of KONEKSI’s research grant portfolio throughout the grant lifecycle.
• Track grant milestones, deliverables, payments, amendments, deadlines, and other required actions, ensuring submissions and approvals are properly recorded and escalated where necessary.
• Facilitate the preparation and processing of milestone payments following confirmation of the required approvals and supporting documentation.
• Maintain accurate grant trackers, records, and supporting documentation to provide clear visibility of grant status, progress, and outstanding actions.
• Provide accurate grant status information and regular updates to the Grants Manager and Head of Operations and Grants Management to support portfolio monitoring and emerging issues.
• Provide routine administrative and coordination support to research partners and internal teams, and ensure grant administration is carried out consistently with approved procedures, grant agreements, and KONEKSI requirements.
• Track and coordinate grant close-out requirements, including final deliverables, outstanding payments, documentation, audit, and other contractual requirements.

Skills

Excel proficiency

Attention to detail

Communication skills

English proficiency

Bahasa Indonesia proficiency

Education

Bachelor’s degree in Finance, Accounting, Business Administration, Management

Tools

Microsoft Excel

Job description

The DFAT-funded Knowledge Partnership Programme (KONEKSI) is Australia’s flagship program in the Indonesia knowledge and innovation sector. KONEKSI’s goal is to achieve an enduring relationship between Indonesia and Australia that advances mutual interest and supports Indonesia’s inclusive and sustainable development. The purpose of the program is to increase the use of knowledge-based solutions for inclusive and sustainable policies and technologies. This purpose positions KONEKSI as a vehicle to produce knowledge on complex socio-economic problems, where effective solutions are often beyond a unique sector or category of stakeholders. It will support both the knowledge to policy cycle (K2P) and the knowledge to innovation cycle (K2I), in a complementary and synergistic way. KONEKSI will focus on two End of Investment Outcomes (EOIOs):

• Australian and Indonesian organisations have increased collaboration and mutual understanding through knowledge partnerships; and
• Innovative solutions for inclusive and sustainable policies and technologies are generated by knowledge partnerships.

To support the achievement of the two outcomes, a key activity of KONEKSI is delivering grant mechanisms that enable and facilitate collaborative research between Indonesian and Australian knowledge organisations from academia, government, and the private sector. These grants provide a practical mechanism for organisations to establish and strengthen research partnerships, bring together complementary expertise and knowledge, and undertake collaborative research addressing areas of mutual interest and priority.

Through these partnerships, KONEKSI aims to support the generation, exchange, and use of knowledge that is relevant to development priorities and contributes to the intended outcomes of the program. Effective grant management is essential to ensure that these mechanisms are implemented efficiently, grant requirements and resources are appropriately managed, and research partners are supported throughout the grant lifecycle. The Grants Management Team plays an important supporting role in ensuring this effective implementation and contributing to the achievement of KONEKSI’s intended outcomes.

Summary of the position

Reporting to the Grants Manager and working closely with relevant members of the Partnerships Management Team, the Grants Administration Assistant (GAA) supports the effective and timely administration of KONEKSI’s grant portfolio. The position supports the day-to-day administration and coordination of a large number of grants implemented by research partner institutions in Indonesia and Australia, covering the full grant lifecycle from pre-award through implementation and close-out. The GAA supports the Grants Manager in ensuring that grant processes, documentation, deliverables, payments, and records are managed accurately and in a timely manner, while working with the Partnerships Management Team and research partners to ensure grant administration is responsive to project requirements. The position is expected to work up to three days per week, with additional working days as required and requested by the supervisor, depending on workload and operational needs.

Key Responsibilities

Pre-award and financial review

• Support the review of financial proposals, budgets, and related documentation submitted by prospective research partners, and identify discrepancies, gaps, or issues for clarification.
• Coordinate follow-up with prospective research partners and relevant internal teams to resolve queries and support the preparation of grant documentation required for approval and execution.
• Support the Grants Manager in the day-to-day administration of KONEKSI’s research grant portfolio throughout the grant lifecycle.
• Track grant milestones, deliverables, payments, amendments, deadlines, and other required actions, ensuring submissions and approvals are properly recorded, and outstanding matters are followed up and escalated where necessary.
• Facilitate the preparation and processing of milestone payments following confirmation of the required approvals and supporting documentation.
• Maintain accurate and up-to-date grant trackers, records, and supporting documentation to provide clear visibility of grant status, progress, and outstanding actions.
• Provide accurate grant status information and regular updates to the Grants Manager and Head of Operations and Grants Management to support portfolio monitoring and identification of emerging issues.
• Provide routine administrative and coordination support to research partners and internal teams, and ensure grant administration is carried out consistently with approved procedures, grant agreements, and KONEKSI requirements.

Track and coordinate grant close-out requirements, including final deliverables, outstanding payments, documentation, audit, and other contractual requirements.

Ensure grant records are complete and appropriately maintained at the end of each grant.

• Accurate and up-to-date grant records and trackers, including grant status, milestones, deliverables, payments, amendments, deadlines, and outstanding actions.
• Timely processing and follow-up of grant documentation, including pre-award documentation, financial reviews, amendments, and other required grant actions.
• Regular tracking and follow-up of grant deliverables and milestones, with submissions, reviews, approvals, and outstanding actions properly recorded and escalated where required.
• Accurate and complete payment documentation prepared and coordinated in line with required approvals and grant requirements.
• Regular and reliable grant status updates provided to the Grants Manager and Head of Operations and Grants Management to support monitoring of portfolio progress and emerging issues.
• Complete and well-maintained grant files, including documentation required throughout implementation and for grant close-out, audit, and other contractual requirements.
• Timely administrative and coordination support provided to the Grants Manager and Partnerships Management Team in responding to routine grant management matters and supporting research partners.
• Additional grant administration and coordination tasks completed as requested by the supervisor, particularly during periods of increased workload or grant cycle activity.

Job Requirements

• Bachelor’s degree in Finance, Accounting, Business Administration, Management, or a related field.
• 1–2 years of relevant experience in finance, grants administration, project administration, or a related field.
• High proficiency in Microsoft Excel, including working with large datasets, formulas, sorting/filtering, and basic data analysis.
• Able to work independently with minimal supervision, manage multiple tasks and deadlines, and maintain accuracy under pressure.
• Well organized, detail-oriented, and able to remain focused and effective when managing a high volume of work.
• Good written and verbal communication skills, with the ability to coordinate effectively with internal teams and external partners.

Working proficiency in English, with the ability to understand grant and financial documentation and communicate effectively in routine written and verbal correspondence. Proficiency in Bahasa Indonesia.

APPLICATION PROCESS

Women, people with disabilities, and people from diverse backgrounds are encouraged to apply.

Cowater International is an equal opportunity employer, basing employment on merit and qualifications as they relate to professional experience and position expectations. Cowater does not discriminate against any employee or applicant on the basis of race, religion, sex, gender identity, disability, age, or any other basis protected by law.

We thank all applicants, however only those shortlisted will be contacted.