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Plan International was founded over 75 years ago with a mission to promote and protect the rights of children.
The organisation was set up by British journalist John Langdon-Davies and refugee worker Eric Muggeridge in 1937, with the original aim to provide food, accommodation and education to children whose lives had been disrupted by the Spanish Civil W...
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
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Plan International Kenya’s strategic goal in the next five years is to end teenage pregnancies and end gender-based violence against adolescent girls and young women. We aim to help create an enabling environment where girls and young women are safe, valued, equally cared for, and have equal opportunities. PIK will contribute to the global strategy by aiming to reach approximately 3 million (tbc) girls and Young Women directly over the period of the strategy 2022-2026 and to reach additional beneficiaries through its interventions.
Finance and Grants Accountant will support implementation of accounting and financial management functions at the Program unit office and ensure compliance with Plan policies, procedures and donor requirements.
The position holder will provide supports in the development, implementation and monitoring of the Grants and Sponsorship budgets in the Country Office.
ACCOUNTABILITIES AND MAIN WORK ACTIVITIES
- Financial Data Cleansing (60%)
- Review all the balance sheet accounts with open items and identify pending items.
- Analyse pending items and correctly clear them as per guidance provided.
- Continuously review the accounts and ensure they are kept clean during by the end of each month.
- Support in monthly bank and Mpesa reconciliations and follow-ups of any reconciling items.
- As part of data cleansing, track and resolve a brought forward reconciling item for the Country Office Mpesa account by back
- Financial Reporting and Period-End processes (35%)
- Support in the preparation of year-end by preparing and consolidation of allocated year-balance sheet schedules and reports
- Review Trial Balance and prepare audit schedules for audit.
- Extract and review sampled documents as requested by various auditors.
- Support payment transactions as guided
- 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:
- A Bachelor’s degree in Social Sciences or Development Studies
- At least 3 years of relevant work experience in a chid focused organization
- Proven experience in child protection/safeguarding at all levels (community, county and national)
- Good understanding of child protection systems in the country, with specific knowledge of case management and psychosocial support
- A clear understanding of the strategies for engaging with children and young people in programme activities and advocacy
- Experience working with civil society and community based organisations, particularly in Kenya
- Commitment to Plan values, with special attention paid to the adherence of Plan’s Global Policies on Safeguarding Children & Young People, and Prevention Sexual Harassment, Exploitation and Abuse (PSHEA)
- Result oriented, good interpersonal and communication skills including influencing, coordination and networking
- Ability to conduct trainings for varied audiences – adults, children, youth; Government representatives, CSO representatives, etc
Qualifications/ experience desirable:
- Experience in designing and managing initiatives on Safeguarding and PSHEA
- Good understanding of Safeguarding sector strategies
- Demonstrated experience in child and youth participation
- Experience in handling sensitive cases for survivors of violence
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Plan International Kenya Strategy statement
Plan International Kenya’s strategic goal in the next five years is to end teenage pregnancies and end gender-based violence against adolescent girls and young women. We aim to help create an enabling environment where girls and young women are safe, valued, equally cared for, and have equal opportunities. PIK will contribute to the global strategy by aiming to reach approximately 3 million girls and young women directly over the period of the strategy 2022-2026 and to reach additional beneficiaries through its interventions.
The role of the Child Rights, Safeguarding & Young People’s Officer, will be to coordinate and monitor the implementation of the Global Policy on Safeguarding Children and Young People, as well as the Policy on Preventing Sexual Harassment, Exploitation and Abuse (PSHEA). The position holder will be responsible for the design, implementation and monitoring of the annual priorities for Safeguarding and PSHEA for Plan Kenya, working in partnership with representatives from all Programme Units, relevant Departments, and external stakeholders as needed. S/he must have proven experience in child & youth safeguarding and child protection programming, have expertise on engaging children and youth, and be well-versed with the community, county and national protection systems and mechanisms.
Accountabilities and MAIN WORK ACTIVITIES
Planning, strategy and policy (15%)
- Coordinate the implementation of Plan International’s Global Policies on Safeguarding Children and Young People, and Preventing Sexual Harassment, Exploitation and Abuse (PSHEA) informed by the annual Safeguarding Self-Assessment exercise
- Ensure Plan Kenya adopts a survivor-centred and rights-based approach in the prevention and response mechanisms established for all Safeguarding incidences
- Facilitate strengthened integration of Safeguarding principles, procedures and practices in all programmatic and operational functions
Programme and project design and influence (20%)
- Promote the adherence to and integration of Safe Programming Principles in the implementation of projects
- Engage Program and Project Implementation staff to ensure that there is use of harmonized strategies on engaging/involving and/or empowering children and young people, including providing platforms for their meaningful engagement with Plan and other external stakeholders
- Engage with the Media Relations and Communications Team, as well as the Influencing and Advocacy Advisor in defining, establishing and sustaining Plan Kenya’s strategy and practice on engaging children and youth
- Facilitate interaction and engagement with partners and external stakeholders on good Safeguarding practice; sharing our policy and practice where relevant, and exploring opportunities to link and/or strengthen our Safeguarding mechanisms with the available systems and services for protection of children and youth
- Develop, consolidate and/or provide input to periodic reports on the implementation of Safeguarding/PSHEA
- Identify and support on strengthening points of integration with other thematic areas
- Lead on co-creating innovative safeguarding solutions together with children, girls, young women and youth as well as the communities and other partners
- Working closely with implementing teams, lead/support on the identification and documentation of safeguarding best practices, safe guarding champions and stories of change
- Working closely with implementing teams, lead on generating concepts and proposal development ideas to raise grants to scale up on safe guarding and its integration in programming
- Coordinate with the M&E and knowledge management unit and ensure the compliance of indicators of safe programming
- Lead on and/or support implementing teams on organizing learning forums on safeguarding among programme participants at different levels – schools, community and county/national stakeholder forums
- Keep informed of current legislation, statutory and other guidance and changes or updates with regards to safeguarding and PSHEA – including data protection and confidentiality – and cascade the information accordingly.
Working in Partnership and resource mobilisation (10%)
- Uphold the principles of Building Better Partnerships Approach, while ensuring Safeguarding principles are embedded in the assessment, on-boarding, and regular capacity building of partners
- Contribute to strengthening good Safeguarding Practice among Plan Kenya’s implementing partners, specifically the community based organizations and the youth led organizations, including supporting their development/enhancing their own Safeguarding policies
- Participate in networks and forums (civil society, NGOs, Government stakeholders, Academic Institutions, etc) on Safeguarding and PSHEA
- Engage in providing input and relevant information to flagged business development opportunities
- Support in reviewing of proposals with a child safeguarding lens to ensure safe programming principles are upheld
Capability building and People Management (15%)
- Support staff orientation and capacity building on Safeguarding and PSHEA, as need be
- Drive regular learning sessions on topics relating to Plan’s Safeguarding Standards, with an aim of improving the appreciation/understanding and uptake of key Safeguarding principles among staff in different functions
- Identify training needs and conduct capacity building trainings, sensitization sessions and briefings for program participants (including children and young people), partners, and other external stakeholders
- Support the coordination of the Safeguarding Focal Points
- Develop and prepare materials for all Child Safeguarding related trainings including translations of IECs where need be
- Develop child safe guarding messages for various groups of stakeholders and facilitate publication.
- Provide technical guidance on child safeguarding to partners, volunteers, PIK representatives and other key stakeholders including consultants.
Financial Responsibility (10%)
- Monitor programme performance and budget utilization of the KCO/National Protection and Safeguarding Project(s), on a monthly basis and provide information on corrective measures as needed
- Support the quarterly and annual planning and reporting processes of the KCO/National Protection and Safeguarding Project(s), to ensure budgets are well structured, managed and utilized against planned objectives
Risk Management (10%)
- Support the development and review of Safeguarding risk assessments for project activities, project documents, program proposals and partnership documents for both development and emergency related implementation
- Compile partners’ activity documents, analyse partners risk assessment result and support on identified gaps
Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) (20%)
- 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.
- Leads the orientation of programme staff to ensure that they are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
- Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in project design, during implementation and as principles applied in day-to-day work of Programme team;
- Ensures that Plan Kenya contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.
- Act as the first or among the primary focal point or point of contact for any safeguarding/PSHEA concerns, providing timely, relevant support and advice in order to safeguard children, girls and young people.
- Make timely referrals as needed, to support victims/survivors of safeguarding/PSHEA incidences. This may include psychosocial support, health care and legal support as appropriate
Technical expertise, skills and knowledge
Qualifications/ experience essential:
- A Bachelor’s degree in Social Sciences or Development Studies
- At least 3 years of relevant work experience in a chid focused organization
- Proven experience in child protection/safeguarding at all levels (community, county and national)
- Good understanding of child protection systems in the country, with specific knowledge of case management and psychosocial support
- A clear understanding of the strategies for engaging with children and young people in programme activities and advocacy
- Experience working with civil society and community based organisations, particularly in Kenya
- Commitment to Plan values, with special attention paid to the adherence of Plan’s Global Policies on Safeguarding Children & Young People, and Prevention Sexual Harassment, Exploitation and Abuse (PSHEA)
- Result oriented, good interpersonal and communication skills including influencing, coordination and networking
- Ability to conduct trainings for varied audiences – adults, children, youth; Government representatives, CSO representatives, etc
Qualifications/ experience desirable:
- Experience in designing and managing initiatives on Safeguarding and PSHEA
- Good understanding of Safeguarding sector strategies
- Demonstrated experience in child and youth participation
- Experience in handling sensitive cases for survivors of violence
Languages required
- Excellent written and verbal communication skills in English.
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