Position: Grants Officer
Duty Station: Nairobi
Supervised By: Grants Manager
Supervises: N/A
Job Purpose:
The Grants Officer will provide administration of ‘rapid response’ in-kind grants aimed at responding to targets of opportunity in the civil society arena.
The overall role will involve participating in the selection process of prospective grantees, grant administration to include monitoring and reporting of grants, maintaining of all grants related financial and contract documents and ensuring proper and timely close-out of grants.
Specific Duties and Responsibilities:
A. Pre-Award
Duty Station: Nairobi
Supervised By: Grants Manager
Supervises: N/A
Job Purpose:
The Grants Officer will provide administration of ‘rapid response’ in-kind grants aimed at responding to targets of opportunity in the civil society arena.
The overall role will involve participating in the selection process of prospective grantees, grant administration to include monitoring and reporting of grants, maintaining of all grants related financial and contract documents and ensuring proper and timely close-out of grants.
Specific Duties and Responsibilities:
A. Pre-Award
- Carry out pre-award assessments for grantees receiving cash in-kind grants
- Work with selected partners to ensure budgets are in line with programmatic, cost and feasibility criteria
- Prepare grant award documents for all in-kind grants for approval by the Grants Manager, this will include: selection memos, negotiation memorandum, grant agreements, modifications and related correspondence
- Coordinates scheduling of in-kind disbursements with Grants Manager and Finance Officer
- Update the grants matrix for all ‘rapid response’ in-kind grants and share relevant information with concerned parties as appropriate
B. Post-Award
- Prepare cash requests for all cash in-kind grants ensuring amounts requested are reasonable and within approved budgets
- Review liquidation reports submitted by the Finance Officers for in-kind grants of goods and services ensuring they are in compliance with Pact’s procurement policies and procedures
- Review financial reports from grantees receiving cash in-kind grants to ensure financial compliance against grant budgets
- Conduct monthly reconciliations with Finance to ensure grant and finance records are up to date.
- Conduct quarterly financial reviews and grant audits for cash in-kind grants giving feedback to grantees as appropriate on areas that need improvement in their systems and procedures
- Track on a monthly basis all questioned and disallowed costs and follow-up on resolution of the same where applicable
- Maintain up to date knowledge of USAID rules and regulations and ensure implementation at all times
C. Close-Out
- Review final financial reports on close-out of all in-kind grants
- Ensure that all project advances and commitments are liquidated and outstanding advances cleared for all cash in-kind grants
- Follow-up on the preparation of refund cheques for any unliquidated advances for cash in-kind grants
- Work with the grantees to ensure that all inventory/disposition documentation or in-kind acknowledgement forms are obtained on close-out of all grants where applicable
- Prepare relevant close-out documents for approval by the Grants Manager to include, close-out letters and modifications to de-obligate residual funds where appropriate
D. Filing and Administration
- Maintain and update hard copy grant and working files. Slots within these files should be clearly labelled and organized for ease of reference
- Open a new grant file for every new grant
- Ensure that all grant files are kept under lock and key
- Scan all key grants documents and have soft copies saved in the sever
E. Training and Technical Assistance
- Identify grantee financial training needs and provide technical assistance where needed
- Assist in developing training materials and resources for Pact.
F. Other
- Perform any other job related duties and instructions as requested by the supervisor
Desired Skills and Experience
The proposed candidate will be able to relate to others in a manner that creates a sense of teamwork and cooperation. He/she will maintain effective communication with colleagues, both junior and senior and will relate to others mindful of the cultural diversity of local communities and colleagues.
The Grants Officer will perform a variety of duties often changing from one task to another of a different nature without loss of efficiency or composure. He/she will accept responsibility for the direction, control and planning of an activity.
He/she will be able to work independently and respond appropriately to environmental and safety hazards and function effectively in emergency situations. He/she will be able to utilize systems effectively to ensure economical use of equipment and supplies.
The Grants Officer will be proficient in the Microsoft suite of office products and will be able and willing to travel at short notice for at least 40% of one’s time. The Grants Officer will maintain
a positive, participatory work environment where information is shared, staff input is considered and a healthy team spirit thrives. He/she will be expected to initiate and encourage inter-sectoral information sharing and cooperation, exercising respect for cultural diversity.
Qualifications
The minimum required academic and professional skills for the jobholder to perform successfully in their job include:
The proposed candidate will be able to relate to others in a manner that creates a sense of teamwork and cooperation. He/she will maintain effective communication with colleagues, both junior and senior and will relate to others mindful of the cultural diversity of local communities and colleagues.
The Grants Officer will perform a variety of duties often changing from one task to another of a different nature without loss of efficiency or composure. He/she will accept responsibility for the direction, control and planning of an activity.
He/she will be able to work independently and respond appropriately to environmental and safety hazards and function effectively in emergency situations. He/she will be able to utilize systems effectively to ensure economical use of equipment and supplies.
The Grants Officer will be proficient in the Microsoft suite of office products and will be able and willing to travel at short notice for at least 40% of one’s time. The Grants Officer will maintain
a positive, participatory work environment where information is shared, staff input is considered and a healthy team spirit thrives. He/she will be expected to initiate and encourage inter-sectoral information sharing and cooperation, exercising respect for cultural diversity.
Qualifications
The minimum required academic and professional skills for the jobholder to perform successfully in their job include:
- Graduate in Bachelor of Commerce or related field
- At least a CPA Part II
- Keen attention to detail
- Demonstrated communication and writing skills
- At least three years work experience in grants especially on USAID funded projects.
- Self-driven and able to deliver results with minimum supervision
- Willingness to travel extensively within the region, work extended periods in the field and interact effectively with partners
- Highly proficient in Ms Word, Excel, Access, Power-point and the use of Internet for research
Please submit your applications electronically to kenyahr@pactafrica.org, or to
The Country Director,
Pact Inc., Kenya.
P.O. Box 76390-00508 Nairobi, Kenya.
Kindly indicate the position you are interested in on the envelope, or in the subject field if electronically submitted.
Deadline for applications submission is 16:00 on Friday 1st April 2011.
Only candidates short-listed for interviews will be contacted.