General Position Summary
The Sub-Grants and Finance Officer oversees pre-award evaluations, post-award administration, and finalization of sub-awards under the East Africa Land Border Program. In collaboration with the Finance and Compliance Director, this role will manage grants for (1) consortium and international partners and (2) local partners via the Partnership Grant fund. Additionally, the incumbent will assist downstream partners in strengthening their financial and compliance capabilities, enabling them to cultivate skilled personnel and robust systems. A key responsibility involves meticulous review of both digital and physical financial records to verify partner documentation remains current and to promptly identify and escalate any discrepancies or potential delays.
We require an individual to manage a diverse array of critical responsibilities, ensuring adherence to established protocols and deadlines. The role involves executing operational tasks with precision, maintaining compliance with company standards, and fostering collaboration across teams to achieve organizational objectives. Additionally, the position demands strong problem-solving skills, adaptability to dynamic environments, and a commitment to continuous improvement in processes. Prior experience in a similar capacity and proficiency in relevant tools are mandatory qualifications for this position.
Oversee the daily execution and management of the Program Grants work plan.
Pre-Award
Engage collaboratively with the program’s technical team to solicit and select Partner Grant Fund recipients, sub-recipients, and subcontracts, while identifying key areas of support, eligibility requirements, and evaluation standards.
Collaborate closely with designated grantees to verify alignment between budgets and program activities, ensuring all expenditures are justified, permissible under regulations, and properly attributed to the project.
Conduct thorough due diligence assessments for all grants by evaluating feasibility, environmental prerequisites, and pre-award financial responsibility to confirm subrecipients possess the capability to meet their subcontract obligations, operate without conflicts of interest, and qualify as eligible entities.
Design comprehensive financial monitoring frameworks tailored to partner organizations to ensure alignment with fiscal objectives and regulatory standards.
Responsible for the oversight and management of post-award grant activities, ensuring compliance with sponsor terms, regulations, and reporting requirements. Duties include financial oversight, progress tracking, and resolving any discrepancies or audit findings. Supports close out processes, maintains accurate documentation, and facilitates communication between the institution, sponsors, and subrecipients. Requires strong attention to detail, organizational skills, and familiarity with federal and institutional policies.
Perform on-site financial monitoring visits to verify that fund utilization and executed activities align with the stipulated terms and conditions outlined in the subcontracts.
We meticulously evaluate sub-recipient and grant reports to ensure their accuracy and completeness, while also conducting routine checks to align their budgets with corresponding financial statements.
Thoroughly examine sub-recipient and grant fund requests to ensure accuracy and completeness, then authorize and process payments or reimbursements as warranted.
Ensure all sub-recipient/grant files are maintained in a complete and accurate manner, in accordance with the Field Finance Manual.
Ensure financial reports are reviewed and posted in the system with consistent reconciliation to subrecipient financial reports.
Conduct a thorough evaluation of subcontract status reports verifying that all milestones within the system are current and accurately documented.
Close-Out
Examine final financial reports thoroughly to verify their accuracy and ensure all necessary information is included.
Perform the final reconciliation of funds and execute the liquidation of subcontracts to ensure accuracy and compliance with financial protocols.
Engage in comprehensive final close out evaluations to ensure all project deliverables, documentation, and financial reconciliations are thoroughly reviewed, verified, and approved in accordance with established standards and compliance requirements.
Review consortium partners’ documents and subsequent files to verify the comprehensiveness of subcontract records.
Ensure that all assets procured by partners using program funds are disposed of in compliance with donor-established regulations.
Compile and submit finalized Close-out checklists, along with notifications, to consortium members and downstream partners.
Finance encompasses the management, analysis, and strategic oversight of financial resources to ensure organizational stability and growth. Professionals in this field prepare and interpret financial statements, conduct budgetary planning, and assess investment opportunities to optimize financial performance. They ensure compliance with regulatory standards, mitigate risks, and provide data-driven insights to support executive decision-making. A strong foundation in accounting principles, proficiency with financial software, and analytical acumen are essential for success. Additionally, strong communication skills are required to convey complex financial information to stakeholders effectively.
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 daily to track ongoing balances, incoming funds, and rejected payments, ensuring all transactions are promptly documented in the accounting system.
Support the monthly amortization process for all prepaid expenses, ensuring accurate calculation and timely submission to the Finance and Compliance Director for review and posting.
Assist in compiling and organizing the monthly cash flow data to ensure accurate financial reporting and forecasting.
Process withholding VAT and income tax in accordance with the stipulations outlined by the Kenya Revenue Authority (KRA).
As the bank liaison, oversee the bank file to guarantee all banking information remains accurately filed and current.
Assist in the accurate and timely processing of financial transactions to ensure all payments are handled efficiently and in accordance with established procedures.
Assist with recording payments and journal entries in the system.
Ensure all bank payments and fund transfers are processed promptly in accordance with the established payment schedule.
Perform a counter verification of payment documentation to confirm that all supporting records align with the payment request, verify the accuracy of calculations, and ensure the payment request bears the appropriate signature in accordance with the AAM level.
Performs other duties as assigned, including, but not limited to tasks deemed necessary by management to support operational objectives and team goals.
Others
Ensure program activities adhere to Mercy Corps’ internal policies and procedures, as well as donor stipulations and applicable national laws and regulations in Kenya, Ethiopia, Uganda, and Somalia.
Assist the Finance Officer in various grants and other finance-related tasks to ensure efficient financial operations.
Verify expenditures and conduct project audits, then ensure audit findings are addressed by management, with all decisions documented and communicated to sub-recipients.
Performs various other duties as may be assigned from time to time.
Safeguarding duties encompass the protection and promotion of the welfare of individuals, ensuring their safety from harm, abuse, or neglect. These responsibilities involve identifying potential risks, implementing preventative measures, and responding promptly to any concerns or incidents. Regular training and adherence to established policies and procedures are essential to maintaining a secure and supportive environment. Collaboration with relevant stakeholders, including social services, healthcare providers, and law enforcement, may also be required to address safeguarding issues effectively.
Actively acquires and applies knowledge of safeguarding principles to their role, systematically incorporating relevant safeguarding risks and mitigation strategies specific to their field of work.
Demonstrates unwavering commitment to Mercy Corps’ core values by prioritizing the dignity and welfare of participants and colleagues alike.
Fosters an environment of transparency and open dialogue within the team, prompting members to voice any concerns through established reporting channels, such as the Integrity Hotline or alternative methods.
Overseeing a team of employees, ensuring their performance meets established standards and contributes to organizational goals.
None
Ensure that all actions, decisions, and outcomes are aligned with established standards, policies, and ethical guidelines. Uphold a high level of personal and professional integrity while taking ownership of assigned responsibilities. Regularly evaluate performance to identify areas for improvement and implement corrective measures as necessary. Foster a culture of responsibility by holding oneself and others accountable for meeting goals and commitments. Maintain transparency in communication and reporting to build trust and credibility within the organization.
Accountable directly to the Finance & Compliance Director, this role ensures alignment with financial and regulatory standards while supporting strategic objectives through precise reporting and adherence to compliance frameworks.
Collaborates closely with Program Managers, Program Teams, Finance/Grants Team, consortium members, and subgrantees to ensure alignment and effective execution of initiatives.
We are committed to ensuring responsibility and transparency in our interactions with participants and stakeholders, holding ourselves accountable for delivering on our commitments and maintaining open lines of communication throughout our engagements.
Mercy Corps team members are tasked with upholding accountability, with particular emphasis on our program participants, community partners, stakeholders, and the international norms governing relief and development initiatives. We prioritize meaningful collaboration with communities, treating them as equal partners throughout the planning, monitoring, and evaluation phases of our field projects.
Minimum Qualification & Transferable Skills
Bachelor’s degree in a relevant field, such as Computer Science, Engineering, or Business Administration, is required. A minimum of three years of professional experience in a related role is necessary. Strong analytical and problem-solving abilities are essential, along with excellent communication and teamwork skills. Familiarity with industry-standard software and tools, as well as the ability to adapt to evolving technologies, is expected. Prior experience in project management or leadership roles is advantageous.
A bachelor’s degree in business administration, finance, economics, or a related field is required, with a preference for candidates holding an advanced degree.
A Certified Public Accountant (CPA) certification is highly preferred for candidates in this role.
With a minimum of three to five years of hands-on experience overseeing grants, subcontracts, procurement, and adherence to donor regulations—ideally within donor-funded initiatives—you bring a strong foundation to this role.
Proven expertise in accounting principles and practices, with hands-on experience overseeing the general ledger, preparing journal entries, managing accounts payable, and maintaining the balance sheet.
Experienced in independently applying contractual clauses, leading negotiations, and drafting amendments or modifications based on outcomes, with minimal managerial oversight required.
Seasoned professionals with a proven track record in delivering capacity-building training to personnel of partner organizations are sought.
Proficiency in analytical and computer skills is essential, with a strong focus on budget and financial analysis, alongside advanced competency in MS Office applications, particularly Excel.
Proficiency in English is a mandatory prerequisite for this position.
Other essential qualifications and proficiencies encompass: strong analytical and problem-solving abilities to address complex challenges efficiently; excellent communication and interpersonal skills for fostering collaboration with team members and stakeholders at all levels; proficiency in relevant software, tools, and technologies to enhance productivity and ensure project success; the capacity to prioritize tasks and manage deadlines under pressure while maintaining high-quality outcomes; a commitment to continuous learning and professional development to stay aligned with industry advancements; and a collaborative mindset to contribute effectively within cross-functional teams.
The role encompasses the oversight and management of grant funding, ensuring compliance with regulatory standards and organizational policies. Responsibilities include preparing, reviewing, and submitting grant applications, as well as tracking expenditures to verify alignment with budget allocations. The position requires meticulous attention to detail, strong organizational skills, and the ability to liaise with funding agencies, internal stakeholders, and grant recipients. Additionally, the incumbent must maintain accurate records, prepare progress reports, and facilitate audits as needed. Proficiency in grant management software and a deep understanding of funding guidelines are essential for success in this position.
Proficient in implementing and adhering to leading standards in grant administration, ensuring compliance and maximizing funding impact.
Exhibits a comprehensive understanding of financial and management systems, along with relevant regulations and reporting standards. Consistently demonstrates adaptability and innovation while adhering to established requirements.
Analytical expertise in accounting methodologies and project structuring frameworks is required.
Proficiency in grants management software applications and technical competencies in information technology are required.
We are seeking a skilled professional to oversee management and communications functions, ensuring the seamless coordination of teams and the dissemination of information. The ideal candidate will possess strong leadership abilities, the capacity to develop and implement strategic communication plans, and the adeptness to manage cross-functional projects. Responsibilities include directing team operations, fostering collaboration, and maintaining clear, consistent messaging across all channels. Additionally, the role requires proficiency in stakeholder engagement, conflict resolution, and the ability to analyze and adapt to organizational needs.
Proficient in effectively conveying complex technical, financial, and program-related information to employees, grant recipients, and applicants.
Proven capability in developing and executing efficient workflow processes and procedures is required.
Ability to create and sustain an environment that values and embraces cultural and individual diversity.
Qualifications
BA/BSc/HND , Professional Certificate
Experience Required
3 - 5 years
