Job Opportunity for Project Monitoring and Grants Management Officer at GAIA

Website GAIA Asia-Pacific


GAIA is a worldwide alliance of more than 800 grassroots groups, non-governmental organizations, and individuals in over 90 countries whose ultimate vision is a just, Zero Waste world built on respect for ecological limits and community rights, where people are free from the burden of toxic pollution, and resources are sustainably conserved, not burned or dumped.  We recognize that our planet’s finite resources, fragile biosphere, and the health of people and other living beings are endangered by polluting and inefficient production practices, and health-threatening disposal methods. Because of this, we oppose incinerators, landfills, and other end-of-pipe interventions. Our goal is clean production and the creation of a closed-loop, materials-efficient economy where all products are reused, repaired, or recycled.


The Project Monitoring and Grants Management Officer as part of the GAIA Asia Pacific programs team, will be responsible for the monitoring of project-based partnerships with members and the management of its grants portfolio. S/he will closely work with the program and project leads for the determination of the focus of the grants, reach out to potential/target grantee and grant evaluation. S/he is responsible to abide by institutional and donor policies, administrative instructions, frameworks and procedures of the GAIA AP.

S/he is expected to develop systems and improve the capacity of the organization and its members on project monitoring and evaluation to increase the Network’s resource effectiveness. The focus of project development activities will be towards improved implementation and learning across donors, members and other implementing partners for sustained partnerships. S/he will provide support to planning, design and management of projects for pipeline development, including through strategic and technical guidance.

Reporting: Working under the direction of the Deputy Director, the Project Monitoring and Grants Management Officer will closely coordinate with the Regional Coordinator,  program and project leads, and the Resource Mobilization Officer. The Officer will be part of the regional support program team headed by the Deputy Director. The Officer will have the opportunity to work and learn with other units in our global network.

Duration: This is a full-time position subject to a probationary period. It is open to individuals based in the Asia Pacific region. The Officer will be working remotely.

Compensation, and Work Environment: We offer a competitive salary plus benefits,  including healthcare package, paid vacation and sick leaves, and other similar employment protections. We take pride in our ability to support one another’s work in an atmosphere of mutual trust, transparency, and respect, and look forward to introducing the successful candidate to our welcoming and highly motivated team and members.

Responsibilities: The scope of the position includes but is not limited to the following responsibilities:

Project Monitoring

  • Keep track of reporting requirements and timelines specific to each project, and facilitate the report submission with the respective project collaborators involved;
  • In coordination with the Resource Mobilization Officer, identify and ensure execution of all required activities and deliverables to be executed by the target stakeholder for each project;
  • Attend program and project meetings and assist on project issues;
  • In full coordination with the program and project leads, support in the preparation of amendments of agreements and budget revisions when applicable;
  • Perform any other functions as may be tasked by the line manager.
  • In coordination with the program team, support the development of the overall results-based planning and monitoring framework especially in the areas of performance indicators and their measurement;
  • Organize and maintain all project documents;
  • Strengthen project development frameworks, systems, guidelines, and monitor the progress of GAIA AP’s projects.

Grants Management

  • Facilitate payment requests to the Global or Regional Office, depending on funding source (project-specific) and ensure payments are processed based upon the grant agreement and agreed payment schedules and/or milestones; 
  • Continuously monitor transaction history and budget balance for each project and respective collaborator;
  • Keep track of the budget and all related expenditures sourced from project budgets;
  • Resolve routine operational and process issues related to grant management, and refer complex issues to the supervisor with recommendations for courses of action;
  • Monitor and ensure operational and financial closure of grants in line with procedures;
  • Keep in close coordination with the Finance Manager regarding project budget balances and expenditures. 


  • The ideal candidate will have a bachelor’s degree or equivalent experience, and 3+ years working on program and/or project management, project monitoring, grants management, and experience in community development work
  • An understanding of the waste, environment, climate  and policy issues at local, national and regional levels is preferred
  • Ability to work effectively in a highly collaborative team environment
  • Have knowledge of digital tools and office applications for project management
  • Ability to perform and prioritize multiple tasks 
  • Ability to be on top of several ongoing projects simultaneously
  • Excellent communication, facilitation, listening and report writing skills
  • Strong interpersonal skills including demonstrated communication and project management skills 
  • Passion for social and environmental justice


We are committed to equal employment opportunity principles and providing all employees with a safe work environment free from discrimination and harassment. We welcome you regardless of your gender identity, sexual orientation, ethnicity, faith, age, physical ability, or any other status unrelated to the performance of the job. People from historically marginalized groups are strongly encouraged to apply.


Deadline of applications is on June 14, 2022. Interested candidates should email a cover letter, current resume, and list of at least two professional references (one supervisor and one co-worker) to with the subject line “Project Monitoring and Grants Management Officer – YOUR NAME.” The position will be open until filled; the first round of interviews will commence immediately. Only candidates continuing on to the first round of interviews will be contacted. The successful candidate is expected to start work by August 2022. 

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