We have community-based nonprofits and large regional development partners—who often rely on grants to carry out their work. These grants may come from international donors, foundations, or local governments. But winning a grant is just the beginning.
To truly make a difference—and secure future funding—organizations need to manage those grants well. That means everything from writing a strong proposal to delivering a clean, clear audit report at the end.
At Zere International Ltd., we’ve seen the difference a reliable grant management system can make. It reduces stress, prevents mistakes, builds donor confidence, and helps organizations stay focused on their mission.
Let’s walk through what an effective grant management system looks like—from start to finish.
1. It All Starts With the Proposal
A successful grant journey begins long before any money changes hands. It starts with a proposal.
A strong proposal:
- Clearly explains the problem you want to solve
- Outlines your plan to solve it
- Includes a detailed and realistic budget
- Shows how you’ll measure your impact
But many proposals fall short because they’re rushed or not well aligned with donor priorities. That’s why a good grant management system includes a proposal planning process—one that gives your team time to research, coordinate, and write effectively.
At this stage, collaboration is key. Finance teams, program leads, and leadership must work together to create a proposal that’s not just convincing, but practical to implement.
2. Setting Up for Success After Approval
When your proposal is approved, it’s time to celebrate—but also to get organized.
An effective grant management system kicks in the moment a grant is awarded. This involves:
- Reviewing the terms and conditions of the grant
- Assigning responsibilities to team members
- Creating a grant budget in your financial system
- Setting timelines for reporting
At this stage, it’s also important to separate funds for different grants, especially if you’re running multiple projects. This helps ensure that each donor’s money is used exactly as intended.
3. Tracking Spending and Activities
As your team starts implementing the project, the grant management system keeps things on track.
You need to:
- Record every expense related to the grant
- Monitor progress against your workplan
- Keep copies of receipts and documentation
- Compare actual spending against the approved budget
This doesn’t have to be complicated. With the right tools and clear processes, your team can update records regularly and spot any problems early.
One best practice we always recommend is to have monthly check-ins on project progress—both financial and programmatic. These internal reviews make it easier to stay accountable and meet donor deadlines.
4. Managing Changes Along the Way
In the real world, projects rarely go exactly as planned. Maybe fuel prices rise, or you need to adjust activities due to weather or political changes. That’s normal.
A grant management system should include a process for managing changes—called grant modifications.
This might involve:
- Requesting approval from the donor to adjust the budget
- Extending the timeline for completing activities
- Replacing one activity with another that achieves the same goal
What matters most is communication. Donors appreciate transparency. If you keep them informed and explain the reasons for any changes, they’re more likely to support your adjustments.
5. Reporting: More Than Just Numbers
One of the most important parts of grant management is reporting. Donors want to know:
- How the money was spent
- What was achieved with the funds
- What challenges you faced, and how you responded
Your reports should be clear, honest, and supported by data. This includes financial reports, activity reports, and impact summaries. A strong grant management system makes reporting easier by:
- Storing receipts and documents in one place
- Generating budget vs. actual reports
- Tracking results using indicators
At Zere International Ltd., we often help organizations set up templates for reports so that they don’t have to start from scratch every time.
6. Preparing for the Audit
For many grants, especially those from large donors, an audit is required at the end. This is when an external auditor reviews your financial records to ensure the funds were used properly.
This can be stressful—but it doesn’t have to be.
A well-run grant management system means you’re audit-ready all year round. That means:
- Every expense is supported by proper documentation
- Records are filed neatly and electronically
- Spending is within the approved budget
- Any changes were documented and approved
When an auditor walks into your office—or reviews your documents online—they should find a clean, organized record of your project.
Audits don’t just protect the donor. They also protect your organization’s reputation. A clean audit builds trust and increases your chances of receiving future funding.
7. Lessons Learned and the Next Round
After the audit, take time to reflect. What worked well? What could be improved? What did the team learn?
A great grant management system includes space for learning. This helps you write better proposals, plan stronger projects, and avoid mistakes next time.
At Zere International Ltd., we often conduct grant close-out reviews with our clients. This helps identify gaps, celebrate wins, and build systems that get stronger over time.
8. How Zere International Supports Grant Management
We understand the pressure organizations face when managing grants. From reporting deadlines to donor expectations, the demands are high. That’s why we offer services that support your entire grant lifecycle, including:
- Grant proposal development
- Budget planning and setup
- Ongoing financial tracking and reporting
- Donor compliance support
- Audit preparation and assistance
- Staff training and capacity building
Whether you’re a small grassroots group or a regional development agency, we tailor our support to your needs—always with a focus on practical systems, transparency, and impact.
The Power of a System That Works
Managing a grant is about more than receiving money and spending it wisely. It’s about building trust, delivering results, and laying the foundation for future opportunities.
When you have a clear, simple, and reliable grant management system in place, everything gets easier—from proposal to audit. Your team feels confident, your records stay clean, and your work speaks for itself.
At Zere International, we’re here to help East African organizations strengthen their systems so they can do more, reach further, and make a lasting difference.
📞 Reach out to us today to learn how we can support your next grant project—from start to finish.
About the Author: Njeri Kamau
A seasoned Finance and Grants Management Specialist with over 18 years of experience across Africa.
As a pragmatic strategist and self-described “unstoppable implementer,” the author brings substantial expertise in financial management, donor compliance, and organizational leadership specifically tailored to the African context. Her career spans managing major donor-funded programs from USAID, UNDP, DFID, and the EU, with particular strength in stabilization initiatives.