Grants Officer at Danish Refugee Council

Overall purpose of the role

The Grants Officer shall work within the Programmes Unit overseeing DRC grant management and compliance aspects for partners including the support to the Partnerships Coordinator on civil society sub grant awards. The role will be responsible for information management and grant management for all projects. The position is also responsible for providing regular support to project cycle management by ensuring compliance with donor and internal DRC guidelines on contracts management as well as the financial compliance of civil society partners. In this capacity, the role will be assisting in budget management of sub-grants (tracking grant spending, managing and monitoring grant funding received and disbursed to partners), review of partners’ financial reports and expenditures and provide technical guidance on financial capacity. The role shall externally coordinate partners and internally liaise with Finance and Programmes.

Responsibilities: 

R1. Grants Management:

• Ensure awareness and compliance with donor policies and guidelines by implementing teams. This will require knowledge and understanding of DRC Kenya’s current and prospective donor guidelines and cascading this knowledge to implementing teams and support services through project kick-off meetings, regular project reviews, and ad hoc support.
• Coordinate project kick-off and close out meetings. Participate in periodic budget reviews for all ongoing projects. 
• Manage information on the grants module within the DRC ERP ‘Dynamics’ and maintain all documentation related to grant management.
• Maintain and update the reporting schedule (Rolling Action Plan) for all Kenya country programme grants.
• Assist the support services department in preparing for document verification, financial audits, and donor due diligence assessments.

R2. Program Management and Support:

• Support the coordination of civil society partners on financial reporting, documentation, disbursement management and general donor compliance;
• Review financial reports and supporting documents submitted by partner organizations and coordinate with relevant programme, finance teams on any financial management issues identified and monitor accompanying remedial actions;
• Support civil society partners in adjusting  spending plans Monitor and maintain a consolidated tracker of disbursements to partners, reporting and cash forecasts 
• Support the Partnership Coordinator on the development and record maintenance relating to Sub Grant Agreements, Partnership Memoranda, Terms of Reference, and associated documentation.
• Assist the Partnership Coordinator in developing guidance, standard templates, and toolkits to ensure timely submission of partner narrative and financial reports;
• Assist the Partnership Coordinator in cascading knowledge to area office staff on partnership administrative processes.

Experience and technical competencies: 

• At least two-years’ experience working with projects and/or grants management. 
• Proven ability to work collaboratively in a multidisciplinary team environment.
• Good communicator with strong organizational, time management and analytical skills.
• Excellent inter-personal, negotiation and problem-solving skills.
• Competence in coordinating with partner organizations; monitoring and reviewing financial reports
• The ability to analyse, summarize and present a high volume of information quickly and accurately with advanced structuring, writing, and editing skills.
• Excellent organizational skills: the ability to multi-task, learn quickly, and work independently and productively in a fast-paced environment.
• Strong strategic thinking and planning skills
• Excellent communication skills.
• High proficiency in MS office tools (with excellent Microsoft Excel skills).

Education:

• A university degree in BCOM/Business Studies, Development Studies, or Social Sciences 
• Professional qualifications and experience in financial and contract management.