Grants Officer at Plan International

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.