General Position Summary
The Sub-Grants and Finance Officer will oversee pre-award evaluations, post-award administration, and finalization of sub-awards under the East Africa Land Border Program. Collaborating closely with the Finance and Compliance Director, the role encompasses grants management for (1) consortium and international partners, and (2) local partners via the Partnership Grant Fund. Additionally, the Officer will assist in strengthening the financial and compliance capabilities of downstream partners to align with donor standards, fostering the development of skilled personnel and robust systems. Responsibilities include scrutinizing both digital and physical financial records to verify partner files are current and promptly identifying any discrepancies or potential delays.
Overseeing core operational duties constitutes the primary focus of this position, ensuring adherence to established protocols and organizational objectives. Key tasks involve managing daily workflows, coordinating cross-functional initiatives, and maintaining compliance with industry regulations. Additionally, the role demands meticulous attention to detail in documentation, reporting, and performance tracking to uphold accountability and transparency. Collaboration with team members and stakeholders remains essential to drive project execution and achieve strategic milestones. Candidates must demonstrate proficiency in relevant tools and possess strong problem-solving abilities to address challenges effectively.
Responsible for overseeing and executing the day-to-day operations of the Program Grants work plan, ensuring seamless implementation and efficient management of all associated activities.
Responsible for overseeing and managing all pre-award activities, ensuring compliance with organizational policies, regulatory standards, and funding agency requirements. Conducts thorough reviews of proposals, budgets, and supporting documentation to verify accuracy, completeness, and alignment with sponsor guidelines prior to submission. Collaborates closely with principal investigators, department heads, and other stakeholders to gather necessary information and resolve discrepancies. Facilitates the preparation and finalization of grant applications, contracts, and subawards while maintaining meticulous documentation and tracking deadlines.
Engage in the Partner Grant Fund solicitation process and the selection of sub-recipients and subcontracts, collaborating closely with the program’s technical team to determine key areas of support, establish eligibility requirements, and define evaluation criteria.
Collaborate closely with designated grantees to verify budgets align accurately with program activities, ensuring expenditures are justified, permissible, and appropriately allocated.
Perform comprehensive due diligence reviews on all grant applications, assessing feasibility, evaluating environmental compliance standards, and conducting pre-award financial responsibility evaluations to confirm subrecipients possess the operational capability to fulfill subcontract terms, maintain conflict-of-interest-free status, and meet organizational eligibility criteria.
Design comprehensive financial monitoring strategies in collaboration with partners to ensure accurate tracking and assessment of financial performance.
Responsible for overseeing and managing all post-award tasks and obligations following contract execution, ensuring full compliance with award terms, conditions, and reporting requirements. Collaborates closely with project teams, finance departments, and regulatory bodies to facilitate timely submission of deliverables, progress reports, and financial documentation. Monitors expenditures to confirm alignment with approved budgets and identifies discrepancies to mitigate risks and maintain fiscal accountability. Serves as the primary liaison between the organization and funding agencies, providing clarification on reporting expectations and resolving any post-award issues that may arise.
Conduct on-site financial monitoring visits to verify that fund utilization and executed activities align with the terms and conditions outlined in the subcontracts.
Review grant reports submitted by sub-recipients to ensure they are accurate, complete, and compliant with requirements, while routinely tracking their budget allocations against financial disbursements to verify alignment and identify discrepancies.
Evaluate sub-recipient and grant fund requests to ensure they meet established accuracy and completeness standards, and facilitate timely payments or reimbursements where applicable.
Maintain meticulous and precise documentation for all sub-recipient and grant-related files in strict adherence to the guidelines outlined in the Field Finance Manual.
Review and post the financial reports in the system, verifying their reconciliation with subrecipient financial reports on a consistent basis.
Review the progress of subcontract reports to confirm that all milestones within the system remain current and accurately documented.
Close-Out
Conduct a thorough examination of final financial reports to ensure they are accurate, complete, and compliant with established standards.
Perform the final reconciliation of funds and execute the liquidation of subcontracts.
Collaborate in the completion of final close out reviews to ensure all tasks are thoroughly assessed and verified.
Conduct a thorough examination of consortium partner documentation and subsequent files to verify the completeness of all subcontract records.
Ensure thorough follow-up on all asset dispositions, verifying that every asset acquired by partners using program funds is disposed of in strict compliance with donor-established guidelines and regulations.
Compile and finalize Close-out checklists, ensuring all required documentation is complete, accurate, and delivered promptly. Subsequently, issue formal notifications to the consortium and downstream partners to confirm project completion and compliance with agreed-upon deliverables.
Finance professionals oversee financial operations, ensuring accurate record-keeping, compliance with regulations, and strategic financial planning. They analyze financial data to support decision-making, prepare budgets, and manage cash flow while mitigating risks. Strong analytical skills, proficiency in financial software, and adherence to ethical standards are essential. Responsibilities include financial reporting, auditing, and collaborating with stakeholders to optimize financial performance. Qualifications typically require a degree in finance, accounting, or a related field, along with relevant certifications and experience.
Collaborate closely with the Finance Officer to facilitate the monthly reconciliation process for all balance sheet accounts, executing necessary reclassifications and preparing monthly reports for submission to the Finance and Compliance Director.
Monitor the program bank accounts on a daily basis to track running balances, incoming funds, and rejected payments, ensuring these transactions are promptly documented in the accounting system.
Prepare and submit monthly amortization schedules for all prepaid expenses to the Finance and Compliance Director for review and posting.
Assist in compiling and organizing monthly cash flow data to ensure accurate financial reporting.
Process withholding VAT and withholding tax in accordance with the stipulated guidelines set forth by the Kenya Revenue Authority (KRA).
As the primary liaison with the bank, you will be responsible for managing the bank file, meticulously organizing and regularly updating all bank-related information to ensure accuracy and accessibility.
Assist in the management and processing of financial transactions to ensure timely and accurate payments.
Responsibilities include assisting with the input of payments and journal entries into the system, ensuring accuracy and timeliness in financial record-keeping.
Ensure all bank payments and fund transfers are processed promptly in accordance with the established payment schedule.
Ensure the verification of payment documentation by confirming that supporting materials align with the payment request, calculations are accurate, and the payment request is properly authorized in accordance with AAM-level requirements.
Assigned duties may include additional responsibilities beyond those listed, as required by the position or organizational needs.
Others
Ensure program activities adhere to Mercy Corps’ internal policies and procedures, as well as donor-mandated rules and regulations, and comply with the national laws and legislation of Kenya, Ethiopia, Uganda, and Somalia.
Provide comprehensive assistance to the Finance Officer in executing various grants and finance-related tasks.
Verify spending and conduct project audits, then track the implementation of management decisions stemming from audit results to ensure proper documentation and timely communication to sub-recipients.
Performs additional duties as assigned, which may include various responsibilities required for operational support or organizational needs.
Safeguarding measures encompass the protection of individuals’ welfare, rights, and well-being, ensuring a secure and compliant environment for all stakeholders. This role demands a commitment to upholding ethical standards, legal regulations, and organizational policies to mitigate risks and prevent harm. Responsibilities include identifying potential vulnerabilities, implementing preventive strategies, and responding promptly to safeguarding concerns. Candidates must demonstrate a proactive approach to maintaining safety, along with strong communication skills to report incidents and collaborate with relevant teams. Experience in risk assessment, policy development, and incident management is essential, along with a thorough understanding of safeguarding frameworks and regulatory requirements.
Actively seeks to understand safeguarding principles and applies them consistently in all tasks, with a focus on identifying and addressing safeguarding risks relevant to their specific responsibilities while implementing appropriate mitigation strategies.
Demonstrates unwavering commitment to Mercy Corps’ core values by fostering an environment of dignity and respect for both program participants and colleagues, while actively promoting their overall well-being.
Fosters a culture of transparency and open dialogue within the team, actively encouraging members to voice any concerns through established reporting channels, such as the Integrity Hotline and alternative reporting methods.
Responsible for overseeing and managing a team of employees, ensuring efficient workflow and adherence to company policies. Duties include assigning tasks, monitoring performance, providing guidance and feedback, and addressing any operational challenges. Requires strong leadership skills, the ability to delegate effectively, and a commitment to fostering a productive work environment. Must ensure compliance with organizational standards and promote team collaboration to achieve departmental goals.
None
Accountability is ensured through consistent performance evaluations, transparent reporting mechanisms, and adherence to established protocols. The role demands a high level of personal responsibility, with employees expected to meet deadlines, maintain accurate records, and address any discrepancies promptly. Regular check-ins and self-assessments are conducted to reinforce accountability, while clear expectations and measurable objectives are provided to guide performance. Collaboration with team members and supervisors is essential to uphold accountability standards and achieve organizational goals.
Reports directly to the Finance & Compliance Director, ensuring alignment with strategic financial and regulatory objectives while providing operational insights and recommendations. This role involves maintaining compliance with applicable laws and internal policies, supporting financial planning and analysis, and facilitating cross-functional collaboration to enhance organizational efficiency. The position requires a keen understanding of financial governance, risk management, and adherence to compliance frameworks, along with the ability to translate complex regulatory requirements into actionable business strategies. Strong analytical skills, attention to detail, and effective communication are essential to uphold financial integrity and drive continuous improvement.
Collaborates closely with Program Managers, Program Teams, Finance/Grants Team, as well as consortium members and subgrantees.
We are committed to ensuring responsibility and transparency in our dealings with participants and stakeholders, upholding the highest standards of integrity and ethical conduct in all our engagements. This involves maintaining open lines of communication, delivering on our commitments, and actively seeking feedback to continuously improve our services and outcomes. Our team is dedicated to addressing concerns promptly and ensuring that all parties are informed and involved in the decision-making processes that affect them.
Mercy Corps expects team members to uphold accountability standards diligently, particularly toward program participants, community partners, other stakeholders, and international guidelines that govern relief and development initiatives. We prioritize inclusive collaboration, ensuring communities are active and equal contributors throughout the design, monitoring, and evaluation phases of our field projects.
We seek candidates with a strong academic background or relevant professional experience, demonstrating the ability to adapt to new challenges and industries. Ideal applicants will possess transferable skills such as problem-solving, effective communication, and teamwork, along with a proven track record of success in previous roles. A commitment to continuous learning and professional development is essential, as is the ability to apply knowledge from prior positions to new environments. Fluency in English and proficiency with standard business software applications are also required.
A bachelor’s degree in business administration, finance, economics, or a related field is required, with preference given to candidates holding an advanced degree.
A Certified Public Accountant (CPA) credential is highly preferred.
With a minimum of three to five years of hands-on expertise in overseeing grants, subcontracts, procurement, and adherence to donor regulations—ideally within donor-funded initiatives—this role demands proven proficiency in managing complex financial and compliance frameworks.
Accomplished in accounting with a robust background, encompassing responsibilities such as overseeing the general ledger, preparing journal entries, managing accounts payable, and ensuring the accuracy of the balance sheet.
Proven ability to independently apply contractual clauses and conduct negotiations, requiring minimal managerial supervision, while effectively drafting amendments and modifications to reflect negotiated terms.
Deliver tailored training programs designed to enhance the capabilities of partner organizations’ staff members.
Proficiency in analytical and computer skills is essential, with a specific emphasis on budget and financial analysis, alongside advanced proficiency in MS Office applications, particularly Excel, is required.
Proficiency in the English language is a prerequisite for this position.
Other essential qualifications and abilities encompass the following:
The position involves managing the end-to-end process of grant applications, including oversight of submissions, adherence to funding guidelines, and compliance with regulatory requirements. Key responsibilities include evaluating eligibility criteria, coordinating with stakeholders to gather necessary documentation, and ensuring timely disbursement of funds. The role requires meticulous attention to detail, strong organizational skills, and the ability to interpret complex funding policies. Candidates must possess prior experience in grant management, proficiency in relevant software tools, and a demonstrated commitment to maintaining accurate financial records. Effective communication and collaboration are essential to facilitate transparent reporting and relationship-building with funding agencies.
Proficiency in implementing and adhering to leading grant management methodologies and frameworks.
Demonstrates a strong understanding of financial and management systems, regulations, and reporting standards. Exhibits adaptability and innovation while operating within established compliance frameworks.
Proficient in applying analytical methods to accounting systems and frameworks for project structuring.
Familiarity with grants management software systems and proficiency in information technology are required.
The position oversees organizational leadership and internal/external communication strategies to ensure alignment with corporate objectives and stakeholder needs. Key responsibilities include developing and implementing communication plans, fostering transparent dialogue between departments, and maintaining consistent messaging across all channels. The role requires strong interpersonal skills, strategic thinking, and the ability to manage cross-functional teams while upholding brand integrity and regulatory compliance. Proficiency in communication tools and platforms, along with experience in crisis management, is essential for success in this role.
Proficient in articulating technical specifications, budgetary allocations, and programmatic details to internal teams, grantees, and prospective applicants with clarity and precision.
Capable of developing and deploying efficient workflow processes and procedures with precision and impact.
Able to cultivate an inclusive environment that values cultural and individual diversity.
Qualifications
BA/BSc/HND , Professional Certificate
Experience Required
3 - 5 years
