General Position Summary
The Sub-Grants and Finance Officer oversees pre-award evaluations, post-award administration, and financial close out for sub-awards under the East Africa Land Border Program. Collaborating closely with the Finance and Compliance Director, this role involves managing grants for both consortium and international partners, as well as local partners through the Partnership Grant fund. Additionally, the officer will contribute to strengthening the capabilities of downstream partners, ensuring they meet donor finance and compliance standards while fostering the development of skilled personnel and robust systems. A key responsibility includes meticulously reviewing financial documentation—both digital and physical—to verify partner records are current and to promptly identify any discrepancies or potential delays.
Oversee and execute critical job duties, including managing key operational tasks, ensuring adherence to established protocols, and maintaining high standards of performance across all assigned responsibilities. Serve as a primary point of contact for stakeholders, addressing inquiries, resolving issues, and facilitating seamless communication to uphold productivity and efficiency. Develop and implement strategic initiatives to enhance workflow processes, optimize resource allocation, and drive continuous improvement within the team or department. Monitor progress through regular evaluations, performance metrics, and feedback mechanisms to ensure alignment with organizational goals and objectives. Collaborate with cross-functional teams to foster innovation, share best practices, and achieve collective success while maintaining compliance with industry regulations and company policies.
Oversee the day-to-day execution and management of the Program Grants work plan.
Responsible for overseeing the initial stages of project procurement, ensuring all documentation and compliance requirements are fulfilled prior to contract award. Collaborates with cross-functional teams to gather necessary data, assess risks, and validate bidder qualifications. Manages the preparation and submission of proposals, conducts thorough reviews to confirm accuracy, and facilitates efficient communication between stakeholders. Maintains meticulous records of all pre-award activities and ensures alignment with organizational policies and regulatory standards.
Engage actively in the Partner Grant Fund solicitation process and the subsequent selection of sub-recipients and subcontracts, collaborating closely with the program’s technical team to pinpoint key areas of support, establish eligibility parameters, and define evaluation criteria.
Collaborate closely with designated grantees to verify that proposed budgets accurately reflect program activities and comply with policies governing reasonable, allowable, and allocable expenditures.
Conduct comprehensive due diligence reviews for all grants, assessing feasibility, evaluating environmental requirements, and performing pre-award evaluations of financial responsibility to confirm subrecipients possess the capability to meet subcontract agreement obligations, remain free of conflicts of interest, and qualify as eligible organizations.
Design and implement comprehensive financial monitoring strategies tailored to each partner’s specific needs and objectives.
The role involves managing post-award processes and ensuring compliance with all contractual obligations following project approval. Key responsibilities include overseeing deliverables, tracking milestones, and coordinating with stakeholders to verify timely and accurate execution. The position requires meticulous attention to detail, strong organizational skills, and the ability to interpret and apply award terms effectively. Additionally, the individual must maintain thorough documentation, conduct regular reviews, and address any discrepancies or issues that arise during the post-award phase.
Conduct on-site financial monitoring visits to verify that fund utilization and executed activities align with the stipulated terms and conditions of the subcontracts.
Responsible for meticulously evaluating sub-recipient and grant reports to ensure they are accurate and fully comprehensive, while consistently tracking their budgets against corresponding financial reports.
Evaluate sub-recipient and grant fund requests to ensure accuracy and completeness, then authorize and process payments or reimbursements as warranted.
Ensure all sub-recipient and grant files are kept fully complete and accurate in strict accordance with the Field Finance Manual’s guidelines.
Ensure financial reports are systematically reviewed and uploaded to the system, with regular reconciliation to subrecipient financial reports to maintain accuracy and compliance.
Ensure the status of all subcontract reports is thoroughly reviewed to confirm that all milestones within the system are accurately updated and current.
Close-Out
Review final financial reports to ensure they are accurate and fully comprehensive.
Responsible for performing final reconciliation of funds and completing the liquidation of subcontracts.
Conduct comprehensive final close-out reviews as part of the closing process.
Review consortium partners’ documents and subsequent files to verify the thoroughness of all subcontract records.
Ensure thorough follow-up on asset disposition to guarantee that all assets acquired by partners using program funds are disposed of in compliance with donor-established guidelines.
Compile and distribute finalized Close-out checklists, ensuring all consortium and downstream partners are formally notified with the required documentation.
The Finance department is responsible for overseeing financial operations, ensuring accurate record-keeping, and maintaining compliance with regulatory standards. This role requires a strong understanding of accounting principles, proficiency in financial software, and the ability to analyze financial data to support strategic decision-making. Key responsibilities include preparing financial statements, managing budgets, forecasting financial trends, and collaborating with cross-functional teams to optimize physical performance. Candidates should possess a degree in Finance, Accounting, or a related field, along with relevant certifications such as CPA or CFA. Prior experience in financial analysis, reporting, or auditing is highly preferred.
Collaborate closely with the Finance Officer to facilitate the monthly reconciliation of all balance sheet accounts, perform necessary reclassifications, and prepare monthly reports for submission to the Finance and Compliance Director.
Monitor program bank accounts regularly to track running balances, incoming funds, and any rejected payments, ensuring these are documented promptly within the accounting system.
Responsibilities include preparing and submitting monthly amortization schedules for all prepaid expenses to the Finance and Compliance Director for review and subsequent posting.
Provide assistance in compiling and analyzing the monthly cash flow statements to ensure accurate financial tracking and reporting.
Process withholding VAT and withholding tax in strict adherence to the Kenya Revenue Authority (KRA) guidelines and regulatory requirements.
As the primary liaison with the bank, you will manage and maintain the bank’s files, guaranteeing that all banking information is accurately recorded and kept current.
Assist in the execution of payment processing tasks to ensure accurate and timely financial transactions.
Assist in recording payments and journal entries within the designated system.
Ensure that all bank payments and fund transfers are processed promptly in accordance with the established payment schedule.
We verify payment documents by confirming that all supporting materials align with the payment request, ensuring accuracy in calculations and validating that the request has been appropriately signed according to the AAM level.
Assumes responsibility for performing additional tasks and assignments as required by management or operational needs.
Others
Ensure program activities adhere to Mercy Corps’ internal policies and procedures, as well as donor mandates, regulatory frameworks, and national legislation across Kenya, Ethiopia, Uganda, and Somalia.
Provide assistance to the Finance Officer in various grants-related and other financial sector tasks.
Verify expenditures and conduct project audits, ensuring strict adherence to established guidelines and regulations. Subsequently, track and implement management decisions arising from audit findings, meticulously documenting all actions taken and promptly communicating these outcomes to subrecipients to maintain transparency and accountability throughout the process.
Performs additional duties as deemed necessary or assigned by management.
Safeguarding responsibilities involve ensuring the protection and welfare of individuals, particularly those who may be vulnerable or at risk. This role encompasses identifying potential hazards, implementing preventative measures, and responding to incidents in accordance with established policies and legal requirements. Professionals in this position must maintain vigilance, conduct thorough risk assessments, and collaborate with relevant stakeholders to promote a safe and secure environment. Additionally, they are responsible for reporting concerns, documenting incidents, and providing training to staff on safeguarding protocols to foster a culture of awareness and accountability.
Demonstrates a proactive commitment to understanding and applying safeguarding principles, ensuring their implementation in daily responsibilities by identifying and addressing relevant risks and mitigation strategies specific to their role.
Demonstrates unwavering commitment to Mercy Corps’ core values by fostering an environment of mutual respect, prioritizing the dignity and welfare of all participants, and upholding the well-being of team members.
Fosters an environment of transparency and open dialogue within the team, actively encouraging members to share concerns through established reporting channels, such as the Integrity Hotline and alternative methods.
Overseeing a team of employees to ensure optimal performance and adherence to company standards is a key aspect of this role. This position involves delegating tasks, monitoring progress, and providing guidance to foster a productive work environment. The supervisor will be responsible for evaluating individual and team performance, addressing any issues that arise, and implementing corrective measures when necessary. Additionally, the role requires maintaining open communication with upper management to report on team progress and operational challenges. Strong leadership, organizational skills, and the ability to motivate and develop team members are essential for success in this position.
None
We steadfastly uphold accountability in all aspects of our work, ensuring transparent and reliable execution of tasks. This role demands meticulous attention to detail and a commitment to meeting deadlines consistently. You will be responsible for tracking progress, reporting outcomes, and addressing any discrepancies promptly. Strong organizational skills and the ability to prioritize effectively are essential to maintaining high standards.
Reports directly to the Finance & Compliance Director, ensuring alignment with financial policies, regulatory standards, and organizational objectives. This role involves maintaining close collaboration with leadership to support departmental goals, overseeing compliance initiatives, and contributing to strategic financial decision-making. Responsibilities include analyzing financial data, monitoring regulatory changes, and assisting in the implementation of policies to mitigate risks while enhancing operational efficiency. The position requires strong analytical skills, attention to detail, and the ability to liaise effectively between finance, compliance, and other departments to foster transparency and accountability.
Collaborates closely with Program Managers, Program Teams, the Finance/Grants Team, consortium members, and subgrantees to ensure seamless project execution.
Ensuring accountability to participants and stakeholders is a critical responsibility of this role. This involves maintaining transparent communication, delivering on commitments, and fostering trust through consistent and ethical practices. By aligning actions with organizational goals and stakeholder expectations, the position aims to uphold integrity and accountability in all engagements.
Mercy Corps team members are tasked with advancing accountability measures, prioritizing interactions with program participants, community partners, other stakeholders, and compliance with international standards governing relief and development initiatives. Our commitment includes fostering active collaboration with communities, treating them as equal partners throughout the design, monitoring, and evaluation phases of field projects.
Bachelor’s degree in a relevant field or equivalent professional experience is required. Candidates should possess strong analytical skills, proficiency in data analysis tools, and exceptional problem-solving abilities. Excellent written and verbal communication skills are essential, along with the capacity to work both independently and collaboratively in a fast-paced environment. Prior experience in project management or a related role is highly advantageous.
A bachelor’s degree in business administration, finance, economics, or a related field is required, with a preference for an advanced degree.
A Certified Public Accountant (CPA) certification is highly preferred for this role.
With a minimum of three to five years of hands-on experience in overseeing grants, subcontracts, procurement processes, and ensuring adherence to donor regulations—ideally within donor-funded project environments—candidates must demonstrate a proven track record of success in these key areas.
Proven expertise in accounting practices is essential, encompassing responsibilities such as general ledger oversight, journal entry preparation, accounts payable management, and balance sheet reconciliation.
Proven track record in independently applying contractual clauses, conducting negotiations, and drafting amendments and modifications without excessive managerial oversight.
Delivers capacity-building training initiatives to staff members of partner organizations.
Proficiency in analytical and computer skills is essential, with a focus on budget and financial analysis and advanced expertise in MS Office applications, particularly Excel.
Proficiency in English is a mandatory requirement for this position.
Other essential competencies and skills comprise a strong proficiency in project management methodologies, demonstrated leadership abilities, and effective communication skills. Additionally, candidates must exhibit analytical thinking, problem-solving capabilities, and a solid understanding of industry best practices. Proficiency in relevant software tools and platforms, as well as the capacity to collaborate across cross-functional teams, is also mandatory.
The position is responsible for overseeing the full lifecycle of grant management, including application development, submission, tracking, reporting, and compliance with funding agency requirements. Key duties involve ensuring accuracy in budget preparation, maintaining meticulous financial records, and adhering to both internal policies and external regulations. Strong analytical skills are essential to evaluate funding opportunities, assess organizational eligibility, and align proposals with strategic objectives. Experience with grant databases, financial software, and federal/state funding mechanisms is required, along with exceptional attention to detail and the ability to meet stringent deadlines.
Demonstrates expertise in implementing and adhering to industry-leading grant management best practices.
Proven expertise in financial and management systems, regulatory frameworks, and reporting standards is essential. Additionally, you must exhibit the capacity to innovate and adapt within these structured guidelines.
Demonstrates strong analytical skills in applying accounting procedures and methodologies to project structuring tasks.
Proficiency in grants management software and information technology is required for this role.
We oversee leadership initiatives and facilitate organizational communications. This role requires experience in strategic planning and strong interpersonal abilities. Key responsibilities involve guiding teams, fostering collaboration, and ensuring transparent information flow. Candidates must demonstrate proficiency in leadership and effective communication.
Proficient in articulating complex technical concepts, budgetary constraints, and programmatic details to diverse stakeholders, including staff, grantees, and applicants.
Proven capability to develop and execute efficient workflow processes and procedures.
Ability to cultivate an inclusive environment that acknowledges and values cultural and individual diversity.
Qualifications
BA/BSc/HND , Professional Certificate
Experience Required
3 - 5 years
