Grants Officer at Act Change Transform (Act!)

On Tuesday, September 17th, 2013

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Act Change Transform (Act!) is a Kenyan NGO that was registered in September 2001 as Pact Kenya.

It rebranded in September 2011 to become a fully autonomous Kenyan NGO.

Act!s mission is to enable citizens and communities in Kenya and neighboring countries to live a life of dignity by strengthening individuals and organizations to be effective agents of positive change, transforming development practices of Civil Society and leading by example, demonstrating effectiveness and efficiency in the way we do business.

Act! focuses on four thematic platforms: Democracy and Human Rights, Environment and Natural Resource Management, Peace Building and Conflict Transformation and Livelihood Enhancement

Grants Officer

2 Positions

Reporting to the Grants Manager, the Grants Officer will be based in Nairobi and will primarily ensure proper maintenance and functioning of the grants management system.

This shall include monitoring the grants making and management process from solicitation through close out and ensuring proper compliance with all donor regulations.

Responsibilities:

Grants Making and Management

Support in the solicitation process of potential grantees
Carry-out pre-award assessments of potential grantees to establish their level of capacity.
Prepare grant documents (selection memos, negotiation memos, budget reviews, grant agreements, modifications, closeouts and related correspondences)Maintain Act’s grants financial tracking systems and share relevant information with concerned parties as appropriate
Undertake regular financial reviews and give appropriate recommendations to grantees on areas that need correction or improvement in their systems and procedures
Prepare grant modifications for cost/program changes where need be
Ensure the timely and proper close-out of grants

Reporting & Monitoring (Financial and Programmatic)

Review financial reports from grantees to ensure financial compliance against grant budget
Review cash requests from grantees to ensure the amounts requested are reasonable and within approved budgets.
Review all grantee deliverables to ensure grant compliance. Give feedback to grantees, as appropriate
Assist in the compilation of data and preparation of monthly, quarterly, and annual reports
Regularly visit the grantees to conduct compliance reviews and provide mentorship as necessary.
Ensure that all grantee expenditures comply with the final and approved budgets (i.e. budgetary controls)
Conduct monthly reconciliations with Finance to ensure grant and finance records are up to date.

Filing and Administration

Maintain and update hard copy grant and working files. Slots within these files should be clearly labeled and organized for ease of reference.
Open 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

Financial Management

Assist in budget preparation for the CSOs consistent with their project proposals
Prepare indicative budgets for all planned new work
In consultation with the finance officers track budgets to ensure compliance with Act! and donor funding guidelines and requirements

Education, Experience and Qualifications:

The minimum required academic and professional skills for the jobholder to perform successfully in
their job are:

Bachelor’s degree in Commerce, Accounting or related business field
At least CPA II professional certification
Previous work experience in grants or finance related field especially on USAID, SIDA and DFID funded projects
Willingness to travel extensively within Kenya, work extended periods in the field and interact effectively with local communities and willingness to learn new approaches.
Highly proficient in MS Office applications and use of internet for research purposes
Good analytical skills to successfully perform financial reviews
Demonstrated communication and writing skills