General Position Summary
The Sub-Grants and Finance Officer ensures thorough evaluation of pre-award assessments, post-award management, and the completion of close-out procedures for sub-awards under the East Africa Land Border Program. In collaboration with the Finance and Compliance Director, the role encompasses grants management activities for (1) consortium and international partners and (2) local partners via the Partnership Grant Fund. Additionally, the Officer assists in strengthening the capacity of downstream partners to align with donor finance and compliance standards, fostering the development of skilled personnel and robust systems. Responsibilities include meticulous review of financial documentation—both digital and physical—to verify partner records are current and to promptly identify discrepancies or potential delays.
Oversee primary duties integral to this role, including strategic planning, team leadership, and project execution, while ensuring alignment with organizational objectives. Develop and implement policies and procedures to enhance operational efficiency and maintain high standards of performance. Collaborate with cross-functional departments to identify opportunities for improvement and drive innovation. Monitor key performance indicators to assess progress and address challenges proactively. Serve as a key liaison between senior management and staff, facilitating clear communication and fostering a productive work environment.
Oversee and execute the day-to-day operations and implementation of the Program Grants work plan.
Responsible for overseeing and managing the pre-award process, ensuring all documentation is accurately prepared and submitted in a timely manner. Collaborates closely with stakeholders to review, finalize, and negotiate contracts, proposals, and agreements to meet organizational and regulatory requirements. Develops and maintains strong relationships with sponsors, investigators, and internal teams to facilitate smooth and compliant project initiation. Conducts thorough reviews of funding opportunities, eligibility criteria, and compliance guidelines to identify and pursue suitable grant and contract prospects. Prepares and submits high-quality proposals, budgets, and supporting materials in accordance with sponsor and institutional policies.
Engage in the Partner Grant Fund solicitation and selection process for sub-recipients and subcontracts, collaborating with the program technical team to determine viable areas of support, eligibility standards, and evaluation parameters.
Collaborate closely with designated grantees to confirm budgets align with program activities and that expenditures are justified, compliant, and appropriately attributed to the project.
Conduct comprehensive due diligence evaluations for all grant applications, assessing feasibility, environmental compliance requirements, and financial viability to confirm subrecipients possess the capability to fulfill subcontract agreement obligations. Ensure they are free from conflicts of interest and meet eligibility criteria for the organization.
Formulate comprehensive financial monitoring strategies tailored to partner organizations.
The successful candidate will be responsible for overseeing the post-award management of contracts, ensuring compliance with all terms and conditions, and fulfilling reporting obligations in a timely manner. Key duties include administering contract modifications, verifying invoices against deliverables, and coordinating with both internal teams and external stakeholders to address any post-award issues. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to manage multiple deadlines while maintaining clear communication throughout the contract lifecycle. A minimum of three years of experience in contract administration or a related field is required, along with proficiency in contract management software and a solid understanding of procurement regulations.
Conduct on-site financial monitoring visits to verify that funds are utilized and activities are executed in strict accordance with the subcontracts’ stipulated terms and conditions.
The position involves conducting thorough reviews of sub-recipient and grant reports to ensure their accuracy and completeness, as well as consistently overseeing their budgets in alignment with financial reports.
Evaluate sub-recipient and grant fund requests to ensure accuracy and completeness, then facilitate appropriate payments or reimbursements as needed.
Ensure all sub-recipient and grant files are kept fully up-to-date and precise in accordance with the Field Finance Manual’s guidelines.
Ensure that financial reports are reviewed, entered into the system, and consistently reconciled with the subrecipient financial reports.
Ensure that the status of all subcontract reports is regularly evaluated to confirm that all milestones within the system remain current and accurately documented.
Accomplishes comprehensive close-out activities to finalize projects, ensuring all deliverables meet specified requirements, contractual obligations, and regulatory standards. Coordinates with cross-functional teams to verify completion of documentation, approvals, and final inspections. Manages the resolution of outstanding items, including warranty obligations, training, and handover procedures, while documenting lessons learned for continuous improvement. Ensures project close-out aligns with organizational policies and industry best practices to facilitate smooth transitions.
Examine final financial reports to verify their accuracy and comprehensiveness.
Perform final reconciliation of funds and liquidate subcontracts.
Collaborate in the finalization of comprehensive close-out evaluations to ensure all project deliverables align with established criteria and organizational standards.
Review consortium partners’ documentation and downstream files meticulously to verify the completeness of all subcontract records.
Ensure strict adherence to asset disposition protocols, verifying that all assets acquired through partner expenditures under the program are liquidated or transferred in full compliance with donor-established guidelines.
Compile comprehensive Close-out checklists and issue formal notifications to both the consortium and downstream partners.
We are seeking a motivated individual to join our finance team, responsible for managing financial records, analyzing budgets, and ensuring compliance with accounting standards. The ideal candidate will possess a degree in finance, accounting, or a related field, along with relevant professional certifications such as CPA or CFA. Proficiency in financial software and strong analytical skills are essential, as is the ability to communicate complex financial information clearly. Key responsibilities include preparing financial statements, conducting audits, forecasting financial trends, and advising senior management on strategic financial decisions.
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.
Daily oversight of program bank accounts is essential to track running balances, incoming funds, and failed transactions, with all updates promptly documented in the accounting system.
Prepare monthly amortization schedules for all prepaid expenses and submit them to the Finance and Compliance Director for review and posting.
Assist in compiling and organizing monthly cash flow forecasts to ensure accurate financial planning and reporting.
Withhold VAT and income tax in accordance with KRA guidelines and regulatory standards.
As the primary liaison with the bank, you will be responsible for managing and organizing all bank-related documentation, ensuring records are maintained accurately, current, and in compliance with established protocols.
Assist in the execution of payment transactions and ensure accurate financial processing.
Assist in recording payments and journal entries within the system.
Ensure all bank payments and fund transfers are processed promptly in accordance with the established payment schedule.
Conduct thorough verification of payment documentation to confirm alignment with the payment request, accuracy of calculations, and proper authorization through the required AAM-level signature.
Performs various other duties as may be assigned from time to time.
Others
Ensure all program activities align with Mercy Corps’ internal policies, donor guidelines, and relevant national laws and regulations in Kenya, Ethiopia, Uganda, and Somalia.
The Finance Officer will receive assistance in managing various grants and other financial sector-related tasks.
Coordinate and oversee the verification of expenditures and conduct project audits, ensuring thorough follow-up on management decisions related to audit findings. Confirm that all processes are properly documented and that findings are effectively communicated to sub-recipients to maintain transparency and accountability.
Performs additional duties as assigned or required to fulfill operational needs.
Safeguarding responsibilities encompass the proactive measures and protocols designed to protect individuals from harm, abuse, or neglect. Key duties involve identifying potential risks, implementing preventative strategies, and ensuring compliance with relevant legislation and organizational policies. Professionals in this role must maintain vigilance, conduct thorough risk assessments, and take prompt action to mitigate threats. Additionally, they are required to document incidents accurately, report concerns to appropriate authorities, and collaborate with stakeholders to foster a safe and supportive environment. Strong ethical standards, attention to detail, and effective communication skills are essential for fulfilling these critical functions.
Actively acquires and applies knowledge of safeguarding principles, incorporating an understanding of potential risks and their mitigation strategies into daily work responsibilities.
Demonstrates unwavering commitment to Mercy Corps’ core values by fostering an environment of respect, dignity, and collective well-being for all participants and teammates.
Fosters an environment of transparency and open dialogue within their team, urging members to voice any concerns through established reporting channels, such as the Integrity Hotline and alternative methods.
Oversee a team of employees, ensuring efficient task delegation and performance management to achieve organizational objectives. Provide guidance, support, and mentorship to staff, fostering professional growth and maintaining high productivity standards. Monitor workflows, address performance issues, and implement corrective actions when necessary to uphold operational excellence.
None
Ensures responsibility for actions, decisions, and outcomes, maintaining high standards of integrity and reliability in all professional endeavors.
Reports directly to the Finance & Compliance Director, ensuring alignment with strategic objectives and regulatory standards. The role involves close collaboration with senior leadership to oversee financial processes, maintain compliance frameworks, and mitigate risk exposure. Responsibilities include analyzing financial performance, preparing detailed reports, and advising on best practices to enhance operational efficiency and governance.
Collaborates closely with Program Managers, Program Teams, Finance/Grants Team, consortium members, and subgrantees to ensure alignment and effective communication across all stakeholders.
Ensures accountability to participants and stakeholders by maintaining transparent communication, delivering on commitments, and upholding ethical standards throughout all engagements.
Mercy Corps team members must uphold accountability standards rigorously, ensuring responsiveness to program participants, community partners, other stakeholders, and international relief and development guidelines. We prioritize meaningful collaboration with communities, treating them as equal partners throughout the design, monitoring, and evaluation phases of our field projects.
Applicants must possess a minimum set of qualifications and demonstrate transferable skills to be considered for this position. These include a relevant educational background or equivalent professional experience, strong communication abilities, and proficiency in problem-solving. Additionally, candidates should exhibit adaptability, teamwork capabilities, and a commitment to continuous learning. Prior experience in a similar role or industry is advantageous but not mandatory, as the organization values potential and a willingness to grow.
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.
Professional experience managing grants, subcontracts, procurement, and compliance with donor regulations—ideally within donor-funded projects—is required, with a minimum of three to five years in a relevant role.
Proven expertise in accounting with a strong background in managing the general ledger, preparing journal entries, handling accounts payable, and reconciling the balance sheet is required.
Experienced in autonomously applying contractual clauses, engaging in negotiations, and drafting amendments and modifications with minimal managerial oversight.
You have a proven track record in delivering capacity-building training initiatives to staff at partner organizations.
Proficiency in analytical and computer skills is essential, with a particular focus on budget and financial analysis, along with advanced proficiency in MS Office applications, especially Excel.
Proficiency in the English language is a prerequisite for this position.
Other essential competencies and skills required for this role include:
The position involves overseeing and managing the full lifecycle of grant funding, from application to award execution and compliance reporting. Key responsibilities include evaluating grant proposals, ensuring adherence to funding guidelines, and coordinating with stakeholders to facilitate smooth disbursement of funds. The role requires meticulous attention to detail, strong organizational skills, and the ability to interpret complex regulations. Excellent communication and documentation abilities are essential to maintain transparency and accountability throughout the grant process. A background in grant management, finance, or a related field, along with proficiency in grant tracking software, is typically required.
Proficient in applying industry-leading standards and methodologies in grant management to ensure compliance, efficiency, and optimal outcomes.
Proven expertise in financial and management systems, regulatory frameworks, and reporting obligations is essential, along with the capacity to innovate and adapt within these structured parameters.
Analytical skills are required for interpreting and applying accounting procedures and processes to project structuring.
Proficiency in grants management software and information technology is required.
Overseeing organizational leadership and fostering effective internal and external communication channels are essential duties, ensuring alignment with strategic objectives while promoting transparency and collaboration across all levels. This role demands strong interpersonal skills to cultivate a cohesive work environment, facilitate clear dissemination of information, and resolve conflicts with diplomacy. Proficiency in communication tools and techniques is required to maintain consistent messaging and enhance stakeholder engagement. Additionally, the position involves developing and implementing communication strategies that support company-wide initiatives and reinforce brand identity.
Proficient in conveying complex technical information, budgetary details, and program specifics to staff members, grantees, and applicants with clarity and precision.
Proven capability in developing and executing efficient workflow processes and procedures.
Demonstrates the ability to cultivate an inclusive environment that values cultural and individual diversity.
Qualifications
BA/BSc/HND , Professional Certificate
Experience Required
3 - 5 years
