Grant officer job at CARE
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Vacancy title:
Grant officer

[ Type: FULL TIME , Industry: Finance , Category: Accounting & Finance ]

Jobs at:


Deadline of this Job:
01 July 2022  

Duty Station:
Within Kenya , Siaya , East Africa

Date Posted: Wednesday, June 22, 2022 , Base Salary: Not Disclosed

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Job summary
• The purpose of the Grants Office position is to support the SHESOARS Program Manager in managing and coordinating all financial aspects of Programs to ensure there is optimal compliance with contract obligations and that partners have capacities to utilize the funds in an accountable manner and report timely.

• The Grants Officer shall keep the program team informed of all processes and procedures related to grants performance, including capacity building and institutional support. He/she will work closely with the program manager to understand the technical components, shall get day to day management support from program and program support units to support effective administration of the program.
• The Grants Officer shall report to the Award & Sub award Manager, and She SOARS Program Manager.

roles and resposibilities
• Grants Coordination, Contract, Compliance and Capacity Building-15%
• Work with partners to ensure the understanding of contractual clauses, support their development of actions (work plan) for implementing conditions in the grant agreement.
• Develop reports and share with Award and Sub award manager and Program Managers highlighting risks and challenges foreseen on contract compliance during field visits and upon review of program reports, while identifying, recommending mitigation actions including and not limited to enforcement of contractual agreements, capacity development among others.
• Document progress made against grants and contracts management work plans and Capacity Building plans on a quarterly basis ensuring to focus on emerging actions for follow ups and improvements.
• Identify institutional gaps at partner level, discuss and develop conditions per partner and ensure that they are captured in partner contracts with clear timelines for meeting them and provisions for non-compliance, but also technical support required from CARE to improve on partner’s capacities.
• Develop in consultation with the MEAL Coordinator field monitoring work plans and share these for review by the Program Manager and Award and Sub award Manager, and upon approval implement these, with a view to strengthening partners’ oversight, identification of risks and taking actions to minimize risks to grants underutilization and misappropriation.
• Prepare field grants monitoring reports ensuring that you develop clear action points and timelines for follow up after field supervision visits and share these with Program Managers and Award and Sub Award Manager for review and further advice.
• Proactively and timely identify financial and governance risks of individual partners and communicate these in writing to CARE’s management through the Program and Grants Managers.
• Implement the operations manual, sub grants management, financial and sub grants policies and procedures to ensure effective CARE’s, partners and sub-contractors’ compliance to terms and conditions as well as systems and processes.

Budget Management and Partner Support -30%

• Support the program team in preparation and allocation of partners’ budgets, while ensuring that all partner scope is effectively budgeted, and are within approved budgets.
• With technical support from the Program Managers and other support partners in developing and operationalizing the program budget, grants tracking tool, and provide technical training for partner grants officers to ensure that all activities are accounted for in a timely manner.
• Provide training and support to partners in budget tracking, cash advance management, procurement and reporting.
• Provide training support to the Program team in the utilization of grants management templates and provide technical support during ongoing implementation to ensure effective CARE and partners’ budget management.
• Undertake monthly review of budget utilization by partners and flag areas of under/overruns.
• Support timely preparation of donor financial reports and all expenses incurred by partners and ensure they are dully accounted for before submission of reports to donors.
• Provide support to partners for timely response to budget queries
• Ensure effective implementation of all CARE financial and operational and administrative policies and procedures while undertaking budget management roles.
• Attending program coordination meetings as shall be advised and as shall be relevant and upon consultation with line manager.

Program Grants monitoring, evaluation and Reporting-25%
• Support the development of progress monitoring reports on grants performance
• Monitor partners’ utilization of grants monitoring tools developed for use by CARE and partners for the program and shares these reports
• Review partner reports for accuracy and compliance and share timely feedback on any questionable costs/activities.
• Review monthly expenditure statements generated by finance and advice on any adjusting journal entries.
• Ensure timely preparation of financial reports as per contract requirements.
• Partnership Strengthening, Technical Assistance, Knowledge management and learning-20%

• Support Program Managers in organizing partner review meetings while developing key points and grants performance review presentations to various actors in order to inform challenges, lessons learnt and promising practices for purposes of improving performance and knowledge sharing in the program.
• Identify and program financial and governance related technical assistance needs for addressing capacity weaknesses based on capacity assessment reports and field technical support sessions; and support the development and implementation of capacity building (CB) and technical assistance (TA) plans.
• Coordinate with Program Managers in informing learning and improvements on grants performance, partnerships coordination among key areas of institutional development.
• Support the development of a system to identify and document grants management promising practices at the start of the program, organize partner review and sharing sessions, present program progress, lessons learnt and best practices

General Award and Sub Award Management-20
• Support due diligence exercises for the new partners, develop due Diligence Assessment reports to recommend or decline partnering with CARE Kenya.
• Identify Capacity gaps for new partners and develop plans for addressing these gaps. Provide support to partner monitoring.
• Preparation of monthly financial reports for projects to respective project managers as assigned.
• Preparation of project financial reports to donors as assigned.
• Ensure funds disbursement requests to donors are submitted on time to facilitate timely receipt of funds by Care in Kenya
• Preparation of draft IPIAs, MOUs, Partner Funding Agreements, Contract Addendums and Amendments, Fixed Awards, Preauthorization Letters, Support Letters and Contribution-In-Kind Agreements, for review.
• Uploading of Donor Approved Budgets for projects.
• Maintaining a register of donor requirements and project implementation tracker

• Bachelor’s Degree in accounting, Finance or Business Management or related field
• Accounting certifications

Experience and Competencies Required
• Minimum Two (2) years relevant proven work experience in a busy environment
• Excellent in planning, analytical and problem-solving abilities
• Proficient in Microsoft suite with advanced excel skills
• Adaptable, flexible, team player and able to persist in hardship areas
• Ability to solve problems and work with minimum supervision
• Knowledge of accounting /finance management system.
• Good understanding of financial accounting, reporting, and grants and contracts management processes
• Appreciation of relevant donor policies and procedures
• Ability to maintain customer focus while handling multiple priorities
• Ability to learn quickly new systems, processes and procedures and accept local practices to global standards
• Good communication skills both oral and written in English

Work Hours: 8

Experience in Months: 24

Level of Education:
Bachelor Degree

Job application procedure

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Job Info
Job Category: Accounting/ Finance jobs in Kenya
Job Type: Full-time
Deadline of this Job: 1 july 2022
Duty Station:  Siaya
Posted: 22-06-2022
No of Jobs: 1
Start Publishing: 22-06-2022
Stop Publishing (Put date of 2030): 22-06-2065
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