Multiple Job Opportunities at Plan International Kenya - 4 Positions

Locations: Nairobi, Kisumu, Kilifi

Dimensions of Role:

• The purpose of this post is to support the Grants Management team in the planning, securing and managing of both development and humanitarian awards. The position involves supporting award information management and compliance with systems and processes.
• Under the direction of a Grants Manager, the Grants Officer will be responsible for supporting the team to adhere to all grants management obligations internally within Plan Country Office and externally with donors.
• This role will work closely with the Program Managers on proposals, financial and narrative reporting, monitoring and analysis and compliance processes.
• 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.

Grants Officer Job Key Responsibilities:

Portfolio management and strategy

• Perform monitoring and analysis activities when required and work with management to resolve any issues identified
• Track and identify NRGRANT and DUMMY expenditures and ensure timely reversals are done before the closure of the month
• Perform monitoring and analysis activities when required and work with management to resolve any issues identified
• Problem solving skills to address and work through issues when they arise.
  Compliance (systems, processes, donor)
• Assist the team to understand donor compliance requirements such as reporting timelines, adherence to standard practices regarding procurement guidelines, audit reports, etc in compliance to the signed contract with the funding institution.
• Monitoring Grants Portfolio by running funds utilization and other reports from SAP and sharing with Project/Program Managers, Grants Manager and Area Managers and support to flag key areas of concern/challenges for timely intervention
• Learn and follow Plan processes and relevant donor requirements
• Understanding of the SAP system, maintaining and driving data quality
• Support to finance to ensure effective cost recovery of donor funded grants in compliance to Plan cost recovery policy
• Basic understanding of donor compliance and development of compliance checklists if needed

Monitoring and analysis

• Process lead for development of initial budgets for simple/low risk proposals including liaising with program teams and finance to ensure this has been fully costed
• Financial analysis skills to perform grants monitoring processes and identify any issues for further analysis
• Ensure donor budget lines in SAP are as needed for donor reporting requirements

Partner Management:

• Partner support visits to ensure compliance and monitor issues of value for money and effective funds utilization
• Support to conduct capacity assessments for potential partners with Plan Kenya
• Provide capacity support to partner organizations to strengthen capacities
• Communicating with impact, negotiation and coordination
• Input into high quality ‘donor ready’ reports as designated by the Grants Manager
• Communication with budget holders, program staff and partners to obtain inputs into key processes and up to date budget figures

Dealing with Problems:

• The post holder will demonstrate a high degree of analytical skills, planning, organizational and facilitation while introducing innovations needed to meet the demands of the operating environment.

Communications and Working Relationships:

Internal – High Contact:

• Grants Manager
• Country Finance Manager
• Grant funded Project Managers
• Respective Program Managers
• Procurement team
• External Relationships:
• External Auditors
• Community Based Organizations/Partners
• Respective Financial Institutions

Education Qualification, Knowledge and Experience for Grants Officer Job

• Attained a Bachelor’s degree in Finance or Management
• Professional qualification in Business, International Development, Finance/Accounting or similar
• At least three years’ Experience managing grants, contracts & sub agreements with knowledge of major funders’ guidelines (e.g. USAID, European Commission, DFID, CIDA, SIDA etc.)
• Relevant experience managing donor funded projects with International NGO’s particularly those addressing human/children’s rights and those applying partnership approaches will be an added advantage
• Strong analytical skills, computer literacy and excellent documentation skills are a must.
• Ability to work well with a team and establish relationships with other teams/offices
• Cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• Highly developed interpersonal and English communication skills including influencing and negotiation
• Experience working with implementing partners and managing sub grants
• Excellent time management and planning capacity

Skills specific to the post:

• Strong analytical skills
• Strong facilitation and training skills
• Good administration and effective communication skills
• Ability to work and interact with others at all levels
• Strong planning and organizational skills
• Ability to manage and promote high performing teams

Competencies and values:

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Plan values
• Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• Widely shares their personal vision for Plan, engages and motivates others
• Future orientated, thinks strategically and on a global scale.

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, National Offices and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to.

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks.

Integrity:

• Honest, encourages openness and transparency; demonstrates highest levels of integrity Commitment to Plan International’s mission and values.
• Promote and abide by Plan policies and procedures including but not limited to: Gender equality mainstreaming, Child Protection Policy; Code of
• Conduct and the related mandatory reporting responsibilities.

go to method of application »

Location: Homabay Programme Unit

Dimensions of Role:
The incumbent will report to the Project Manager. As part of the execution of their roles, Project Implementation Officers will be required to hold periodic meetings with relevant project stakeholders to ensure that their feedback and input are incorporated into the project implementation. PIO is the main community mobilizer and the day-to-day face in the field of Plan. The role will require liaison with other project teams to ensure synergy and integration of project interventions within the Programme Unit. The incumbent will be accountable for the management of the project budgets.

Key Responsibilities - Key End Results of Position: Project Design and Implementation:
• Ensure that the project designs are technically sound, have a clear logic and a monitoring plan to track the implementation, incorporating relevant gender considerations.

Ensure that the monthly activities and budget plans are implemented as per approved budget and activity lines. Produce periodic tracking reports on the progress of the implementation.
• Ensure that all the recommendations resulting from project visits/reports are executed.
• Ensure all project related partners, government and other stakeholder relations are well maintained and also ensure that feedback and input from stakeholder fora are incorporated into the implementation of the project.
• Work with relevant staff to ensure all logistics and procurement are done according to Plan and donor policies. This will include the development of procurement plans.
• Periodically review the project outline to ensure that implementation is on course and give regular explanations on the variances.
• Ensure a successful closure of the project once it has been completed

Documentation and Reporting:
• Consolidate/write project reports in line with donor requirements and Plan standards and as requested by the Project Manager.
• Work with the Communication Manager in documenting project achievements and lessons learnt.
• Contribute to documentation and sharing of best practices with all stakeholders for the project outcomes
• Facilitate and coordinate joint reflection sessions at County level (among partners).
• Develop a mandatory project summary for the project. This will be submitted together with the project outline and the project completion reports
• All reporting must be segregated to depict progress and other issues around gender as guided by the Plan Kenya House Gender Framework

Partnership Management:
• Work closely with project partners/consortium members to ensure implementation of work plans and act as accounting officers to the project.
• Be responsible for partnership scoping and keep good records of relevant partners in the areas of operation for possible collaboration and maximize on the use of resources and effort.
• Engage the relevant county and national government institutions to garner support for Plan’s work. This includes taking advantage of specific GOK and non-state institutions in sectors of gender, education, child protection MOH among others
• Attend sector specific County Coordination meetings in the absence of the Project Manager.
• Coordinate activities with other Plan Kenya Urban programmes

Dealing with Problems:
• Managing project related conflicts
• Managing community/Plan Policy conflicts
• Maintain good working relationships with other Civil Society Organisations (CSOs).
• Negotiating with the respective government departments to ensure that work goes on.
• Managing community attitude towards Plan implementation strategy.
• Managing donor versus implementation partner timelines and reports

Communications and Working Relationships:
• Maintain a high level of external communication/contact within the project sites, County and Sub- County levels. This is to facilitate the implementation of the project activities effectively.
• A medium level of external communication with the INGO and high level of communication with LNGO, CBOs partners in the county.
• Ensure consideration of necessary sensitivities in the urban slam settings where the project works

Knowledge, Skills, Behaviors’, and Experience Required to Achieve Role’s Objectives:

Educational Qualifications, Knowledge & Experience:
• A Bachelor’s degree in Arts, Social Sciences, Education or Development Studies.
• At least 5 years’ experience in project management/coordination.
• Strong Knowledge of community development with focus on adolescent girls.
• Conversant with child rights issues.
• Knowledge & experience in executing adolescent girl’s projects with a focus on sexual reproductive
health, life skills, education and financial education.
• Knowledge in donor reporting mechanisms (will be an added advantage).

Key Skills Specific to the Post:
• Skills in managing project implementation and monitoring is critical
• Strong facilitation, coordination and report writing skills
• Community mobilization and organization, networking, partnership development and management skills
• Good communication and negotiation skills
• Good interpersonal, relationship and team working
• Conflict Management skills
• Demonstrated competence in computer applications.

Values
• Commitment to Plan International Kenya’s values:

Physical Environment and Demands:
The position requires constant interaction with communities and partners, hence the incumbent is expected to work on daily basis with communities in urban slums of Nairobi.

Level of Contact with Children:
High level: Frequent interaction with children (adolescent girls).