DEPARTMENT: FINANCE
REPORT TO: DEPUTY DIRECTOR, PROGRAM & OPERATIONS
PURPOSE:
The Grants Officer will be responsible for coordination and management of the program grants management systems to ensure there is full compliance with contract obligations and that all funds utilized are well documented, accounted for and reported. S/he will also be expected to conduct field visits and build the capacity of the sub-grantees on identified areas per field assessments as informed by the organizational capacity assessment.
PRIMARY RESPONSIBILITIES:
Participate in pre-award and post-award assessment process, develop action plans and monitor implementation of these action plans in a timely manner.
Assist sub awardees in preparing documentation during pre-award stage.
Provide grants management support to sub-grantees to ensure that the donor rules and regulations are adhered to. This may entail providing orientation / training to sub-awardees on compliance requirements including USG Rules and Regulations, UMB policies on sub-awards, generally accepted accounting practices, and good business practice.
Review the sub-grantees monthly invoices for accuracy and completeness on a timely basis, and in consultation with the Program Director and Deputy Director, Program & Operations ensure that the sub-awardees financial performance is re-aligned with the programmatic deliverables.
Provide continuous mentorship and technical support to sub-grantees in a bid to build their capacity in grants and financial management.
Ensures that sub-grantees submit the required reports promptly as per the terms of the contract and that they receive the necessary funds to carry out their scope of work.
Monitor expenditure versus the approved budget and current obligation to ensure that sub-grantees do not overspend.
Work collaboratively with Finance team and technical staff in monitoring sub-recipient performance to ensure compliance with the terms and conditions of sub-award.
Address problems or concerns with management of sub-awards in a timely and effective manner.
Assist management in regular monitoring of financial transactions, Partner accounts and obligations against budget and grant requirements
Maintain up-to-date files of all sub-awards including sub-agreements, modifications, approved budgets, pre/post-award assessment reports, important correspondences, etc.
Assist in the compilation of the monthly sub-award accruals.
Assist in the compilation of other regular and ad hoc financial reports that may be requested.
Advice management on smooth operationalization of grant controls and ensure compliance with statutory requirements.
Support the sub-award close-out process.
Any other duties that may be assigned by the supervisor.
PERSON SPECIFICATIONS:
Academic Qualifications:
A Bachelor’s degree in Accounting, Finance or related field
Additional relevant training and qualifications in grants management will be a plus
Professional Qualifications:
Certified Public Accountant or equivalent qualification
Experience:
Minimum of three (3) years relevant experience in grants or contracts administration.
Experience with database management or grants management information system in international donor funded projects or relevant projects with NGOs.
Experience in general accounting and/or auditing in a similar position with donor-funded development projects;
Good knowledge of and experience with USG/CDC rules and regulations;
Skills/ Attributes
Ability to mentor and coach colleagues lacking financial education/training.
Excellent oral and written communication skills.
Excellent skills using QuickBooks, Excel, and Access.
Ability to work under tight deadlines, under pressure and to multi-task.
Ability to mentor and coach colleagues lacking financial education/training. Demonstrate ability in analysing financial documentation and reporting;