Grants Officer

  • Plan International
  • Kilifi, Kilifi County, Kenya
  • Dec 21, 2017 - Jan 15, 2018
Contract Finance

Job Description


Tulinde Tusome project is aligned with Plan Kenya’s Country Strategic Plan and the organisation’s Child Centred Community Development (CCCD) approach which upholds that all children have the same universal human rights, and that communities are powerful when they act together.  The main purpose of this position is to support and manage the implementation of the project activities in line with the approved project documents (project proposal and outlines) in line with donor requirements.  The project’s ultimate outcome is improved access to protective and quality school and community environments for children, particularly vulnerable girls and boys, in Kwale and Kilifi Counties.

Dimensions of the 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 the Senior Project Manager (Tulinde Tusome Project), the Grants Officer will be responsible for supporting the team to adhere to all grants management obligations pertaining internally within Plan and externally with donors.  This role will work closely with the Grants Manager, Senior Project Manager (Tulinde Tusome Project), Project Manager (Tulinde Tusome Project) and project accountant (Tulinde Tusome Project) on financial and narrative reporting, monitoring and analysis and compliance processes.


           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.

    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 with the signed contract by the funding institution.
  • Monitoring Grants Portfolio by running funds utilization and other reports from SAP and sharing with Project teams, Grants Manager and Area Manager 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 when 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.
  • 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 Senior Project Manager and Grants Manager.
  • Communication with budget holders, program staff and partners to obtain inputs into key processes and up to date budget figures.
  • Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

Key relationships

        Internal – high contact:

  • Senior Project Manager, Tulinde Tusome
  • Project Manager, Tulinde Tusome
  • Project Accountant, Tulinde Tusome
  • Grants Manager
  • Country Finance Manager
  • Procurement team

    External Relationships:

  • External Auditors
  • Community Based Organizations/Partners
  • Respective Financial Institutions

Technical expertise, skills and knowledge

Educational Qualification and Experience

  • A Bachelor’s degree in Finance or Management
  • Professional qualification in Business, International Development, Finance/Accounting or similar.
  • At least 3 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.