Grants Officer - COSME Project at Plan International

THE ROLE

The Grants Officer is responsible for the assessment and compliance monitoring of grants systems, processes, partnerships; Analysis of budgets and expenditures of the COSME project in Kwale and Kilifi Program Units- Coastal Hub.
This role will work with the COSME Senior Project Manager, the larger project team and both internal and external stakeholders. The position will be responsible for ensuring adherence to all donor compliance issues affecting the COSME project. The position holder will play a critical role to ensure the project team understand the grant requirements for effective delivery of the project. 

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

Award and Grants Portfolio Management (35%)

• Support project specific budgeting in liaison with the Country Finance and Grants Manager (CFGM) and National Office (NO) contact person
• Conduct regular grants monitoring for the project and ensure individual grants performance are being tracked effectively, and that risks and issues are being recognised and action taken.
• Provide regular reports on grants performance to the Project Manager & CFGM.
• Support in the annual planning process at project level

Monitoring and Analysis of Grants 30%

• Track and identify NRGRANT and DUMMY expenditures and ensure timely reversals are done before the closure of the month
• Monitor and analyse activities regularly and work with Project Manager to resolve any issues identified in specific project
• Co-ordinate with Project Manager and CFGM in order to ensure budgets are correctly allocated and phased-in.  
• Track and monitor grants expenditure
• Support finance in grants reconciliations
• Prepare and deliver timely financial reports.
• Conduct project field visits and spot checks

Assessment and Compliance of Systems, Processes and Partnerships 15%

• Work with project teams to ensure adherence to both donor and Plan processes and procedures 
• Support in grants mapping, central filing and updating grants information in the grants management system 
• Participate in due diligence for implementing partners and review MOUs.
• Conduct capacity building for partners on donor requirements
• Coordinate grants “Kick off” meetings at project level.
• Support timely close out processes for projects.
• Provide information during grants audits and compliance reviews at project level.
• Review of project grant reports and liquidation of funds. 

Finance Processes and Reporting: 10%

• Work with project teams to ensure adherence to both donor and Plan processes and procedures
• Review grants payment requests and related transactions to ensure accuracy and compliance with Plan Policies and donor conditions
• Process all project advances and approved liquidations in ERP.

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) (5%)

• Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.

Any other duties (5%)

• As assigned by the supervisor

LEADERSHIP COMPETENCIES

• Courageous, taking a lead, challenging myself and others to achieve purpose, safeguard others and role model values, inside and outside work. Responsible for my work and learning, striving to improve. Self-aware, resilient and constructive in embracing change. Striving to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. Challenging myself to be bold, courageous, responsive, focused and innovative.
• Respecting all people, appreciating differences and challenging inequality in programmes and the workplace. Supporting children, girls and young people to increase their confidence and to change their own lives. 
• Understanding Plan International’s purpose, priorities, values and approaches in our work context. Adhering to relevant policies, processes, practices and standards, and being pro-active in continuing technical and professional development

BUSINESS MANAGEMENT COMPETENCIES

• Understands relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan's purpose, values, and global strategy
• Manages legal and reputational risk including risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and Security.
• Managing activities and resources including skills in planning and organising, financial and project management.
• Managing people and information including skills in communication skills, both speaking and writing, and digital working, including personal digital skills.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Qualifications/ experience essential:

• Bachelor’s Degree in either business, social sciences or international development
• At least CPA 2 or other equivalent professional qualification in accounting
• Minimum 5 years’ experience in grants management or a similar role in INGO
• Experience in award portfolio management and knowledge of major donors’ (USAID, DFID, Global Affairs Canada, EU, etc.) compliance requirements 
• Experience in supporting program teams
• Problem solving skills to identify and lead the resolution of issues
• Strong communication (written and spoken), and interpersonal skills

Qualifications/ experience desirable: 

• Previous experience in SAP ERP or any recognised grants management system
• Attention to detail and analytical skills
• Planning, management and coordination skills
• Experience in working with multicultural teams
• Facilitation and training skills
• Administration and effective communication skills
• Ability to work and interact with others at all levels