Locations: Nairobi, Kisumu, Kilifi
Dimensions of Role:
The purpose of this post is to support the Grants Management team in the planning, securing and managing of both development and humanitarian awards. The position involves supporting award information management and compliance with systems and processes.
Under the direction of a Grants Manager, the Grants Officer will be responsible for supporting the team to adhere to all grants management obligations internally within Plan Country Office and externally with donors.
This role will work closely with the Program Managers on proposals, financial and narrative reporting, monitoring and analysis and compliance processes.
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
Grants Officer Job Key Responsibilities:
Portfolio management and strategy
Perform monitoring and analysis activities when required and work with management to resolve any issues identified
Track and identify NRGRANT and DUMMY expenditures and ensure timely reversals are done before the closure of the month
Perform monitoring and analysis activities when required and work with management to resolve any issues identified
Problem solving skills to address and work through issues when they arise. Compliance (systems, processes, donor)
Assist the team to understand donor compliance requirements such as reporting timelines, adherence to standard practices regarding procurement guidelines, audit reports, etc in compliance to the signed contract with the funding institution.
Monitoring Grants Portfolio by running funds utilization and other reports from SAP and sharing with Project/Program Managers, Grants Manager and Area Managers and support to flag key areas of concern/challenges for timely intervention
Learn and follow Plan processes and relevant donor requirements
Understanding of the SAP system, maintaining and driving data quality
Support to finance to ensure effective cost recovery of donor funded grants in compliance to Plan cost recovery policy
Basic understanding of donor compliance and development of compliance checklists if needed
Monitoring and analysis
Process lead for development of initial budgets for simple/low risk proposals including liaising with program teams and finance to ensure this has been fully costed
Financial analysis skills to perform grants monitoring processes and identify any issues for further analysis
Ensure donor budget lines in SAP are as needed for donor reporting requirements
Partner Management:
Partner support visits to ensure compliance and monitor issues of value for money and effective funds utilization
Support to conduct capacity assessments for potential partners with Plan Kenya
Provide capacity support to partner organizations to strengthen capacities
Communicating with impact, negotiation and coordination
Input into high quality ‘donor ready’ reports as designated by the Grants Manager
Communication with budget holders, program staff and partners to obtain inputs into key processes and up to date budget figures
Dealing with Problems:
The post holder will demonstrate a high degree of analytical skills, planning, organizational and facilitation while introducing innovations needed to meet the demands of the operating environment.
Communications and Working Relationships:
Internal – High Contact:
Grants Manager
Country Finance Manager
Grant funded Project Managers
Respective Program Managers
Procurement team
External Relationships:
External Auditors
Community Based Organizations/Partners
Respective Financial Institutions
Education Qualification, Knowledge and Experience for Grants Officer Job
Attained a Bachelor’s degree in Finance or Management
Professional qualification in Business, International Development, Finance/Accounting or similar
At least three years’ Experience managing grants, contracts & sub agreements with knowledge of major funders’ guidelines (e.g. USAID, European Commission, DFID, CIDA, SIDA etc.)
Relevant experience managing donor funded projects with International NGO’s particularly those addressing human/children’s rights and those applying partnership approaches will be an added advantage
Strong analytical skills, computer literacy and excellent documentation skills are a must.
Ability to work well with a team and establish relationships with other teams/offices
Cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
Highly developed interpersonal and English communication skills including influencing and negotiation
Experience working with implementing partners and managing sub grants
Excellent time management and planning capacity
Skills specific to the post:
Strong analytical skills
Strong facilitation and training skills
Good administration and effective communication skills
Ability to work and interact with others at all levels
Strong planning and organizational skills
Ability to manage and promote high performing teams
Competencies and values:
Accountability:
Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Plan values
Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
Widely shares their personal vision for Plan, engages and motivates others
Future orientated, thinks strategically and on a global scale.
Collaboration:
Builds and maintains effective relationships, with their team, colleagues, National Offices and external partners and supporters
Values diversity, sees it as a source of competitive strength
Approachable, good listener, easy to talk to.
Creativity:
Develops and encourages new and innovative solutions
Willing to take disciplined risks.
Integrity:
Honest, encourages openness and transparency; demonstrates highest levels of integrity Commitment to Plan International’s mission and values.
Promote and abide by Plan policies and procedures including but not limited to: Gender equality mainstreaming, Child Protection Policy; Code of
Conduct and the related mandatory reporting responsibilities.
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