Grants Officer at Plan International

Reports to: Country Finance and Grants Manager

ROLE PURPOSE

Plan International is a rights-based development and humanitarian organization working for better lives for all children. We are independent of government and have no political or religious affiliation. Our purpose is to strive for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 80 years, and are now active in more than 70 countries. Our global strategy has a specific focus on girls, as they are often the most marginalized and most often left behind. We have committed ourselves to the ambitious target of reaching 100 million girls over 5 years, to ensure they can learn, lead, decide and thrive. This is our contribution to reaching the sustainable development goals, and in particular the goals on gender equality. Our organization is transforming itself to meet this enormous challenge everywhere we work. We need bold, forward-thinking and innovative individuals to lead our country operations, driving change and delivering results that will allow us to reach our target of 100 million girls.  

With approximately 38 years of experience in implementing its programme, Plan International Kenya (PIK) mainly operates in 10 geographical areas; Nairobi, Machakos, Kajiado, Tharaka-Nithi, Siaya, Kwale, Kilifi, Homa Bay, Kisumu and Tana River.
 
The Grants Officer is responsible for the assessment and compliance monitoring of grants systems, processes, partnerships; Analysis of budgets and expenditures of program areas.  This role will work with the Country Finance and Grants Manager, the Business Development staff, Project Managers, Finance Departments and implementing partners. The position will be also responsible for capacity building of partners on grants management and improving ways of working and will support start-up and closeout meetings/workshops. 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.

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

• Award and grants portfolio management (30%)
  • Support project specific budgeting in liaison with the grants coordinator 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 & Grants Coordinator.
  • Support in the annual planning process at project level
• Monitoring and analysis of grants 40%
  • 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 Grants coordinator in order to ensure budgets are correctly allocated and phased-in.  
  • Track and monitor grants expenditure
  • Prepare and deliver timely financial reports.
  • Conduct project field visits and spot checks
  • Assessment and compliance of systems, processes and partnerships 20%
  • 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 partner’s reports and liquidation of funds. 
• Others (5%)
  • Participate in program management meetings
  • Support finance in grants reconciliations
  • Support in the annual planning process at project level
  • 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.

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, 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