Job description
Job Purpose
The Senior Grants Officer will be responsible for the provision of grants support to EGPAF’s program in Turkana and ensure compliance with the terms and conditions of the Foundation’s awards, applicable Donor rules and regulations, and host country laws, and the Foundation’s internal policies, with support from the Senior Grants Manager.
Key Responsibilities
The Senior Grants Officer will also ensure that all sub-recipients in Turkana have a strong financial management system that ensures transparency and accountability of Foundation resources. Key tasks will include the following:
Sub-agreement Administration
Support in the review and evaluation of sub-grantee applications and proposals
Support in the negotiation of contract and sub-grant terms and conditions, prepare contract, and sub-grant award documents.
Prepare grantee requests for necessary award approvals and waivers.
Manage the sub-grant and contract closeout processes
Risk assessment
Lead in the evaluation of potential sub-recipients’ proposals and conduct the pre-award and risk assessments for all potential partners and ensure adequate documentation of this process.
Ensure annual risk reassessment exercises are done for all Sub-grantees and that capacity strengthening efforts are tailored to individual grantee needs and assessed risk
Ensures systems are in place to ensure proper reporting of violations or potential violations to appropriate individuals – champions and provides training on the Foundation’s Whistleblower policy.
Monitoring and Support of Sub-recipients
Monitor grantee performance to ensure compliance with the terms and conditions of award including review of financial status reports.
Review grantee reports for accuracy and completeness, conduct site visits to verify grantee activities, and on-site financial reviews, followed by site visit reports.
Identify grantee capacity building needs and provide technical assistance where needed.
Assist in providing ongoing training and support to grantees to ensure compliance and good fiscal discipline
Ensure the grantee monitoring & support SOP is fully administered and adhered to at all times with relevant communication to senior management on identified gaps as per the escalation matrix
Monitor sub-grantee expenditures against budget and program performance in conjunction with activity managers
Budgeting and Financial Reviews
Provide technical support to Sub-grantee in the development of work-plan and budget to be followed during the award contract period
Review monthly financial reports and cash requests and monitor actual expenditures against budgets/ceilings, documenting material variances and working closely with the partners to minimize deviations from planned spending
Review grantee financial reports for accuracy and completeness.
Support the coordination, planning, and execution of annual audit from partner organizations
Knowledge Management System
Maintain contracts/grants information management systems, including filing, archiving, organization, and dissemination of contracts/grants information for country and head-quarter’s staff.
Managing field offices finances
Work hand in hand with the Field Accountant to ensure field office finances are managed in accordance to the Foundation’s policies and guidelines.
Ensure proper, timely and accurate administration of accounts payables.
Ensure efficiency and accuracy in management of cash and back accounts kept by the Foundation.
Prepare monthly financial field reports and share with the country office head of finance.
Other Duties
Other relevant duties as assigned from time to time
Required Skills And Experience
Advanced university degree in in Finance, Business Management or other related field required.
CPA (K)
Minimum 5 years’ experience in one or more of the following areas: grants management, contract management, finance and accounting.
Experience with managing USG funding is required; experience with managing other major international donor funds and working with an international non-profit/non-governmental organization (NGO) preferred.
Ability to be self-directed and self-motivated and a team player.
Excellent organizational skills and detail-oriented.
Demonstrate ability to work in a multi-cultural environment and establish harmonious and effective working relationships both within and outside the organization.
Strong computer skills – dept at spreadsheet, internet, word processing, and email software.
Ability to think logically and apply laws/regulations and Foundation’s policies and procedures in a variety of situations.
Ability to edit and write clearly and concisely in a business environment.
Willingness to travel up to 50% of time.
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