Job Description
Ref Number ACT/HOG/29/2017
The Head of Grants will be based in Nairobi and will ensure the proper functioning of the entire grants management function. This will include monitoring the entire grants management process from solicitation through close out and ensuring proper compliance with all donor regulations.
He/she will play a leadership role towards supporting Act! and its partners in achieving rigorous financial and grants reporting and management. The incumbent will be in charge of ensuring that the tools and materials Act! uses to deliver effective grants and financial services to its partners are of the highest standard.
Job Responsibilities
Ensure effective implementation of the grants management policies, rules and procedures that meet industry best practices and ensure full understanding by the grants team as well as compliance of the grants management process at all levels within Act!.
Develop procedural documents and processes and ensure full understanding of the grants management process at key levels within the institution as well as coordinate grants management systems across programs to ensure high quality and consistency.
Ensure Act!’s grants management policies in relation to selection of partners are fully adhered to.
Oversees overall tracking of grants pool while closely monitoring the obligations from donors and grant obligations to recipients/grantees. Ensure that Act! never commits more funds than obligated by donors.
Ensure that all grant documentation is maintained according to Act! standards and donor policies to the extent they can be fully audited with limited or no adverse findings.
Ensure that pre-award risk assessments are carried out on each grantee and that decisions are incorporated into grant awards.
Ensure strong links between the grants management and M&E systems to improve partners reporting and link to Act! requirements.
Ensure responsible proposal processing and timeliness of responses to agencies.
Ensure that grant modifications for cost/program changes are completed accurately.
Ensure the timely and appropriate close-out of issued grants.
Capacity Development Coordination
Coordinate grant recipients’ organizational assessments, identified in collaboration with the Capacity Development Officers.
Oversee the development of a tracking system to monitor and measure growth.
Collaborate with the Capacity Development Officers to identify priority areas for training of partners and develop strategic interventions to assist partners.
Coordinate the development of training materials for potential grantees on proposal preparations and budgeting skills.
Coordinate, organize and facilitate (as necessary) grants management workshops for grantees/partners to provide guidance on good grants management and on compliance with donor regulations.
Monitoring and Reporting (financial and programmatic)
Monitor partners procedures designed to comply with regulations.
Liaising with the Compliance Officer as necessary, coordinate the investigation of suspected violations of proper applications.
Oversee the assistance to grantees to resolve audit problems identified in audit management letters
Qualifications
Bachelor’s degree in Commerce, Accounting or related business field. A Master’s degree in the relevant field will be an added advantage
Certified Public Accountant of Kenya (CPA-K) or ACCA qualifications
Ten years’ experience managing financial administration of major donor grants and contracts.
At least five years’ experience in administering grants and contracts.
Excellent analytical skills to successfully perform financial reviews and other quantitative analyses.
Familiarity with major donors’ auditing requirements and demonstrated ability to exercise financial oversight of grant programs.
Highly proficient in MS Office, spreadsheets and database skills.
Excellent written and oral communications skills.
Ability to independently prioritize and successfully perform assigned tasks.
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