General Position Summary
The Sub-Grants and Finance Officer oversees pre-award evaluations, post-award administration, and financial close outs for sub-awards under the East Africa Land Border Program. In collaboration with the Finance and Compliance Director, this role will encompass grants management for (1) consortium and international partners and (2) local partners via the Partnership Grant Fund. Additionally, the incumbent will assist in strengthening the capacity of downstream partners to align with donor finance and compliance standards, fostering the development of professional staff and robust systems. Responsibilities include examining financial documentation—both digital and physical—to verify partner files are current and to identify potential issues or delays proactively.
Essential Job Responsibilities
Oversee the day-to-day execution and administration of the Program Grants work plan.
Responsible for overseeing the initial stages of project acquisition, the Pre-Award Specialist ensures all documentation, compliance, and submissions meet regulatory and organizational standards before final approval. This role involves meticulous review of proposals, contracts, and funding applications to verify accuracy, completeness, and alignment with stakeholder requirements. Additionally, the position requires collaboration with legal, finance, and operational teams to resolve discrepancies, mitigate risks, and streamline approval processes. Strong attention to detail, proficiency in regulatory frameworks, and effective communication skills are essential to successfully manage pre-award activities and support organizational objectives.
Engage in the Partner Grant Fund solicitation process and the selection of sub-recipients and subcontracts, collaborating closely with the program’s technical team to determine viable areas of support, establish eligibility benchmarks, and define evaluation criteria.
Collaborate closely with designated grantees to verify that budgets accurately reflect program activities while ensuring costs meet criteria for reasonableness, allowability, and applicability.
Perform comprehensive due diligence reviews on all grant proposals, assessing feasibility, verifying environmental compliance, and conducting pre-award evaluations of financial viability to confirm subrecipients possess the necessary capacity to fulfill subcontract terms. Additionally, ensure they are free from conflicts of interest and meet all eligibility criteria as recognized organizations.
Design and implement comprehensive financial monitoring frameworks for all partner organizations to ensure adherence to fiscal standards and regulatory requirements.
The individual will assume responsibilities following the award phase, ensuring seamless transition and adherence to contractual obligations. They will manage post-award documentation, coordinate with stakeholders to confirm deliverables, and monitor compliance with agreed-upon terms. Additionally, the role involves tracking milestones, resolving any arising issues promptly, and maintaining accurate records for audit purposes. Strong organizational skills, attention to detail, and the ability to communicate effectively with cross-functional teams are essential for success in this position.
Conduct on-site financial monitoring visits to verify that fund utilization and activities align with the terms and conditions stipulated in the subcontracts.
The position involves conducting thorough evaluations of sub-recipient and grant reports to confirm their accuracy and completeness, while also routinely tracking their budgets in relation to financial reports.
Assess sub-recipient and grant fund requests to verify their accuracy and completeness, subsequently approving and disbursing payments or reimbursements as warranted.
Maintain meticulous and error-free documentation for all sub-recipient and grant-related files in strict alignment with the Field Finance Manual.
Responsibilities include routinely examining financial reports to confirm they align with subrecipient financial reports before uploading them into the system.
Ensure the status of subcontracts reports is consistently reviewed to verify that all milestones within the system remain current and accurately updated.
Close-Out
Thoroughly examine finalized financial reports to ensure they are accurate and fully complete.
Perform a final reconciliation of funds and execute the liquidation of subcontracts to ensure accurate financial closure.
Engage in comprehensive final close out assessments to ensure all project deliverables, financial reconciliations, and compliance checks are thoroughly reviewed before project closure. Collaborate with cross-functional teams to validate accuracy, completeness, and adherence to contractual obligations, regulatory standards, and organizational policies. Address any discrepancies or pending items identified during the review process, facilitating timely resolution to support the formal project completion and handover.
Conduct a thorough examination of consortium partners and associated downstream documentation to verify the completeness of all subcontract records.
Ensure strict compliance with donor regulations by overseeing the complete disposition of all assets acquired through program funds by partners, verifying that each disposal aligns with established guidelines.
Draft final Close-out checklists and circulate them, along with notifications, to the consortium and downstream partners.
We are seeking a seasoned professional to join our finance team, where you will be responsible for overseeing financial operations, ensuring compliance with regulatory standards, and optimizing financial performance through strategic planning and analysis. The ideal candidate will possess a degree in finance, accounting, or a related field, along with relevant certifications such as CPA or CFA. Strong analytical skills, proficiency in financial software, and the ability to interpret complex financial data are essential. Additionally, you will collaborate with cross-functional teams to support decision-making, manage budgets, and drive cost-saving initiatives. A minimum of five years of experience in finance or a related role is required, and experience in a leadership position is highly preferred.
Collaborate closely with the Finance Officer to facilitate monthly reconciliation of all balance sheet accounts, execute necessary reclassifications, and ensure timely submission of monthly reports to both the Finance and Compliance Director.
Ensure ongoing oversight of program bank accounts by tracking real-time balances, incoming funds, and declined transactions, and promptly documenting all activity within the accounting system.
Facilitate the monthly amortization of all prepaid expenses and ensure submission to the Finance and Compliance Director for review and posting.
Assist in compiling and organizing monthly cash flow projections to ensure accurate financial tracking and reporting.
Process withholding VAT and withholding tax in strict compliance with Kenya Revenue Authority (KRA) guidelines and regulations.
As the designated liaison for the bank, you will be responsible for managing the bank file, meticulously ensuring all bank-related information is accurately filed and kept up to date.
Assist in the execution of payment transactions to ensure accuracy and timeliness.
Assist in recording payments and journal entries into the system.
Ensure all bank payments and fund transfers are processed promptly in accordance with the established payment schedule.
Review payment documents to verify that all supporting materials align with the payment request, confirm the accuracy of calculations, and ensure the request is properly signed in accordance with AAM level requirements.
Performs any additional tasks or assignments as may be designated.
Others
Ensure program activities adhere to Mercy Corps’ internal policies and procedures, as well as donor stipulations and national laws and regulations in Kenya, Ethiopia, Uganda, and Somalia.
Assist the Finance Officer by undertaking additional grants-related or finance sector tasks as required.
Coordinate expenditure verification and conduct project audits, then follow up on management decisions stemming from audit findings to ensure proper documentation and clear communication of outcomes to sub-recipients.
Performs additional duties as deemed necessary and appropriate by management.
Safeguarding is a critical aspect of this role, requiring vigilant adherence to policies and procedures to ensure the protection and welfare of all individuals involved. The position demands a thorough understanding of safeguarding principles, including the ability to recognize, report, and address any potential risks or concerns promptly and effectively. Candidates must demonstrate a commitment to maintaining a secure and supportive environment, with a strong emphasis on proactive measures to prevent harm. Proficiency in relevant legislation, training, and best practices is essential, as is the capacity to collaborate with stakeholders to uphold safeguarding standards.
Actively acquires and applies safeguarding knowledge, ensuring its integration into daily responsibilities, with a focus on identifying and addressing safeguarding risks and implementing appropriate mitigation strategies relevant to their specific role.
Demonstrates unwavering commitment to Mercy Corps’ core values by fostering a culture of dignity, respect, and holistic well-being for all participants and colleagues.
Fosters an environment of transparency and open dialogue within the team, actively encouraging members to voice any concerns through established reporting channels, such as the Integrity Hotline and alternative methods.
The position involves overseeing and managing the work of a team or department, ensuring that tasks are completed efficiently and in accordance with organizational standards. This includes delegating responsibilities, providing guidance and support to team members, and monitoring performance to achieve departmental objectives. The role may also encompass hiring, training, and evaluating staff, as well as addressing any operational challenges that arise. Effective leadership and communication skills are essential to foster a productive work environment and drive team success.
None
Demonstrated commitment to taking ownership of tasks and outcomes, ensuring responsibilities are fulfilled with precision and integrity is essential. This role demands a proactive approach to identifying and addressing challenges, with a focus on delivering results that align with organizational goals. Candidates must exhibit reliability in meeting deadlines and maintaining high standards in all assignments, while also fostering a culture of transparency and continuous improvement within the team. Strong problem-solving skills and the ability to hold oneself and others accountable are critical to success in this position.
The position reports directly to the Finance & Compliance Director.
Collaborates closely with Program Managers, Program Teams, the Finance/Grants Team, consortium members, and subgrantees.
Accountable to participants and stakeholders, the role ensures diligent oversight of program integrity, transparent communication, and responsiveness to feedback, thereby fostering trust and alignment with organizational goals.
Mercy Corps staff are required to uphold accountability across all initiatives, prioritizing program participants, community partners, relevant stakeholders, and international standards in relief and development. Our dedication includes fostering collaborative engagement with communities, treating them as valued partners throughout project design, monitoring, and evaluation phases.
We seek candidates who possess essential qualifications and relevant transferable skills to excel in this role. Applicants must meet the established education and experience requirements, along with demonstrating proficiency in key competencies that align with the position’s demands. Strong interpersonal, analytical, and technical abilities are highly valued, as well as the capacity to adapt to evolving challenges and contribute meaningfully to organizational objectives.
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 this position.
With a minimum of three to five years of hands-on expertise overseeing grants, subcontracts, procurement, and adherence to donor regulations, preferably within donor-funded projects, the ideal candidate will bring proven proficiency in these areas.
Experienced professionals with extensive proficiency in accounting, particularly in managing the general ledger, preparing journal entries, handling accounts payable, and maintaining the balance sheet, are sought after.
Professional rewrite:
Successfully applied contractual clauses and led negotiations with minimal managerial supervision, resulting in the development of amendments and modifications to finalize agreements.
Delivers tailored capacity-building training programs to staff of partner organizations.
Proficiency in analytical and computer-based tasks is essential, with a particular focus on budget and financial analysis, alongside advanced capabilities in MS Office, especially Excel.
Proficiency in the English language is a mandatory requirement.
Other essential competencies and skills required for this role include:
The Grants Administration role involves overseeing the full lifecycle of grant funding, from identifying opportunities to ensuring compliance with funding requirements. Responsibilities include preparing and submitting grant applications, managing post-award reporting, and coordinating with stakeholders to align projects with funder objectives. Strong attention to detail, proficiency in grant writing, and the ability to meet strict deadlines are essential. Additionally, the position requires experience with grant tracking systems, budget management, and adherence to federal, state, or private funding guidelines. Collaboration with finance teams, program staff, and external partners is also a key component of the role.
Expertise in implementing and adhering to industry-leading grant management best practices is required.
Proven expertise in financial and management systems, regulations, and reporting standards, coupled with a demonstrated capacity for innovative and adaptable problem-solving within established frameworks.
Proficient in analyzing accounting procedures and processes to structure projects effectively.
Proficiency in grants management software and information technology is required.
We oversee planning, coordination, and execution of organizational initiatives, ensuring seamless information flow across departments. Our role involves developing and implementing communication strategies to foster transparency, alignment, and collaboration among teams. We lead cross-functional projects, monitor progress, and evaluate outcomes to drive continuous improvement. Candidates must possess strong leadership skills, exceptional interpersonal abilities, and proficiency in communication tools and platforms. A bachelor’s degree in business administration, communications, or a related field is required, with 5+ years of relevant experience preferred.
Capable of clearly conveying technical specifications, financial parameters, and programmatic information to team members, grantees, and applicants alike.
Proven capability in developing and executing efficient workflow processes and procedures.
Skilled in creating and sustaining an inclusive environment that values and embraces diversity in culture and individual perspectives.
Qualifications
BA/BSc/HND , Professional Certificate
Experience Required
3 - 5 years
