Grants Officer - Urban Climate Action at Plan International

THE URBAN CLIMATE ACTION FUND PROJECT

• Plan International's Urban Climate Action Fund for Youth Project is a Plan-led mechanism for youth-led organisations to scale up existing climate adaptation and environmental initiatives. The fund will be piloted initially in select cities (in Kenya and Uganda), but the aim is to create a scalable and flexible funding mechanism that involves urban actors and funders globally. Plan Kenya and DNO, together with Plan Uganda, will co-create a flexible funding mechanism with a simple programmatic toolbox and work together to document impact and learning to enhance the potential for scaling the funding mechanism locally and globally. 
• Geographic locations and target group: Informal settlements in Nairobi (Kibera, Mathare and Huruma) providing small grants to youth-led organisations engaged in initiatives related to climate change and environmental regeneration.

THE ROLE

• The Grants Officer is responsible for the assessment and compliance monitoring of grants systems, processes, partnerships management, including conducting youth-led capacity and strengthening, financial reviews, field verification visits and analysis of budgets and expenditures of the Urban Climate Action Fund for Youth.
• This role will work with the Project Coordinator and both internal and external stakeholders. The position will be responsible for ensuring adherence to all donor compliance issues affecting the DANIDA Urban Climate Action Fund for Youth 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

Proposal Budget Development and Budget Management (25%)

• Support in the annual budget planning process
• Initiate FAD/SPAD set up and FAD amendments in the system as per Donor requirements 
• Derive/Map and upload approved budgets in the system, and support Project Managers in budget re-alignment/phasing and modification
• 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.
• Work with youth-led partners and project team to ensure adherence to both donor and Plan processes and procedures 
• Support in central filing and updating grants information in the grants management system 

Financial Reporting and Review 20%

• Prepare and deliver timely management grant financial reports to the Country Finance & Grants Manager, Global Hub and Donors
• Track and identify NRGRANT and DUMMY expenditures and ensure timely reversals are done before the closure of the month
• Cost Recovery – share with Finance teams at the Country Office and PUs monthly Grant recharges for LOEs, apportioned and hub shared costs to ensure full grant cost recovery
• Monitor and analyse activities regularly and work with Project Manager to resolve any issues identified in specific grants 
• Track and monitor grants expenditure

Partnership Management 20%

• Participate in due diligence for youth-led partners and review MOUs.
• Conduct capacity building/strengthening for partners on donor requirements
• Review and verify partner financial reports before liquidation
• Support timely close out processes for projects with youth-led partner organizations
• Provide information during grants audits and compliance reviews at project level. 

Deliver on YODA Preparedness Priorities: 20%

• Preparation of monthly, quarterly and year-end schedules and grant financial reports
• Ensure the items on the month-end checklist on Project, Grant Monitoring and Grant set up is actioned and updated on a monthly basis 
• Data cleansing by ensuring all ended grants are financially closed and updated. 
• Participate in YODA trainings and business strengthening by adopting business processes and systems in line with the new Supply Chain and Finance Manuals

Gender and Inclusion: (5%)

• Practice Gender and Inclusion by understanding and putting into practice the Value-Based Leadership underpinned by Feminist Leadership principles 
• 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.

Other duties (5%)
Any other assignment within the scope of work.

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

Languages required:

• Excellent written and verbal communication skills in English and Kiswahili.

Knowledge:

• Good understanding of finance processes, systems and principles
• Good understanding of donor rules 
• knowledge of major donors’ compliance requirements 
• Good knowledge on grants management and reporting
• Ability to support program teams during budgeting and reporting

Skills:

• Ability to work and interact with others at all levels, particularly young people and youth-led organisations
• Skilled in usage of ERP SAP
• Builds capability on financial management by coaching colleagues, partners and sharing knowledge in networks 
• Strong analytical skills
• Planning and organizational skills
• Ability to communicate clearly and effectively