Grants & Schemes Administrator

Grants & Schemes Administrator (Part-Time and Hybrid Working Arrangement can be supported)

Job Purpose

The Grants & Schemes Administrator supports the administration of grants, funding programmes and industry schemes managed by AAIS. The role involves processing applications and claims, liaising with stakeholders and government funding agencies, preparing reports, and ensuring compliance with funding requirements and organisational procedures.

Key Responsibilities

Grants & Schemes Administration

- Process applications for grants, funding programmes and schemes in accordance with approved guidelines, eligibility criteria and operating procedures.

- Review supporting documents and verify information submitted by applicants to ensure completeness and compliance.

- Prepare and administer award letters based on approved funding conditions and requirements.

- Review, verify and process grant claims in accordance with funding guidelines, award conditions and established procedures.

- Coordinate the disbursement of approved claims and maintain accurate records of payments and supporting documentation.

Stakeholder & Funding Agency Management

- Serve as the primary point of contact for applicants and stakeholders on matters relating to grants and schemes.

- Communicate funding criteria, eligibility requirements, application procedures, claim processes and funding conditions to stakeholders.

- Work closely with government funding agencies to ensure compliance with programme requirements and timely resolution of operational issues.

- Liaise with funding agencies on matters requiring clarification, approval, acknowledgement, reporting or escalation.

- Build and maintain positive working relationships with funding agency representatives and key stakeholders.

Reporting, Compliance & Audit Coordination

- Prepare and submit periodic reports, statistics, claims summaries and programme updates required by funding agencies.

- Monitor grant utilisation, claims status and programme performance, ensuring accurate and timely reporting.

- Maintain accurate and up-to-date records of applications, claims, approvals, correspondence and supporting documents.

- Ensure proper filing, record management and data integrity in accordance with organisational policies, funding agency requirements and PDPA requirements.

- Support and coordinate internal and external audits by preparing audit schedules, retrieving supporting documents and addressing audit queries.

- Ensure compliance with funding agreements, audit requirements, internal controls and service level standards.

- Review and update Standard Operating Procedures (SOPs) and administrative processes to improve operational efficiency, governance and compliance.

General Administration

- Provide administrative support for training programmes and related initiatives, including participant registration, record maintenance and course communications.

- Assist in the promotion and outreach of training programmes and events through various communication channels.

- Support departmental projects, programmes and initiatives.

- Assist in the implementation of new grants, schemes and process improvements as required.

- Perform any other duties as assigned by the supervisor or management.

Requirements

- Diploma or Degree in Business Administration, Accountancy, Finance, Public Administration or a related discipline.

- Relevant experience in grants administration, claims processing, finance, compliance, training administration or general administrative operations will be an advantage.

- Strong organisational, analytical and administrative skills, with a high level of accuracy and attention to detail.

- Good communication and interpersonal skills, with the ability to engage stakeholders professionally.

- Proficient in Microsoft Office applications, particularly Excel and Word.

- Fresh graduates with strong potential and a willingness to learn are welcome to apply.

Note: Appointment level and remuneration will be commensurate with qualifications and relevant experience.