CHF International Kenya Grants Officer

CHF International/Kenya 

Position Description
Job Title: Grants Officer
Department: Finance and Human Resources
Reports To: Director of Finance and Human Resources
Location: Nairobi
Revised Date: 31st October 2012

Job Summary

The Grants Officer (GO) will report to the Director of Finance and Human Resources (DFHR) and will provide assistance to both the Director of Finance & all Program Directors (PDs) in ensuring effective and smooth functioning of the grants component CHF Kenya Field Office.

The GO will support the administration of the CHF Kenya sub-grants and will ensure compliance with grant requirements, manage pre-award and awarding procedures including the issuance, renewal and oversight and closeout of sub-awards. 

The GO will provide training and capacity building to subawardees ensuring that their capacity to manage sub-awards is up to CHF Kenya and donor standards.

The GO will review the financial reports of sub-grantees and ensure that documentation supporting the reports is complete and in accordance with CHF and donor requirements. 

He/She will also support the DFHR & Program Directors in carrying out the grant functions in support of the Blood Safety, Kenya Tuna Uwezo, HOPE, PRESERV and any other CHF Kenya program.

Essential Duties and Responsibilities

• Follow policies and procedures for the financial management and reporting component country program;
• Work directly with the DFHR to develop CHF Kenya grant management policies and procedures and ensure that these are implemented;
• Oversee maintenance of grant filing systems to ensure adequate documentation all grant management processes;
• Ensure that funding requests are received on time from the sub-grantees and that payments are made on time and in accordance with CHF grant requirements;
• Liaise with Program Directors or their designates to ensure that sub-grantee financial reports are received on time and are complete and that these are reviewed regularly and feedback is provided to sub-grantees on areas that require improvement.
• Liaise with Program Directors or their designates to regularly conduct site visits to review all sub-grantee financial documentation in support of financial reports, including Payment Vouchers, Petty Cash Vouchers, Journal Vouchers, EFT Vouchers and Payroll Vouchers to ensure that they are in accordance with the grant agreement and donor requirements.
• Work with program staff to review sub-grantee progress including alerting program staff if subgrantees have failed to provide their financial report and following up with program staff to ensure that programmatic reports are in order before funds are disbursed to the sub-grantee.
• Prepare and submit to the DFHR and PDs, the sub-grantee Expense Tracking Form and other grant management reports and plans on a monthly basis and ensure that these are authorized and filed correctly.
• Participate in pre-award and annual review of financial, human resource and administrative systems for sub-grantee organizations.
• Support sub-grantees in the development of annual budgets and budget justifications in line with planned activities, allocated budgets and CHF and donor guidelines.
• Prepare sub-grant award documents for approval, including grant agreements and grant modifications.
• Compiling, consolidating and updating the cost share data for sub-grantees in CHF reporting formats and on the Program Tracker.
• Participate in the development of training curricula and modules for building the capacity of subgrantee organizations in financial management of grants.
• Carry out trainings and mentorship / capacity development field visits in the areas of financial and human resource management for sub-grantee organizations.
• Support the DFHR to ensure prepare for External and Internal Audits and to provide financial information to External Auditors and CHF International Internal Auditors as required;
• Support the sub-grantees in preparing and planning for External Audits and in the development and implementation of the Audit Implementation Plan.
• Understand and fully comprehend CHF FFAM and donor requirements including USG requirements, ensure that sub-grantees are aware, understand and adhere to those requirements.
• Adhere to and incorporate into day-to-day operations the standards of professionalism developed by the CHF/Kenya staff.
• Contribute to and implement the departmental monthly and weekly work plan and ensure that all deliverables are met timely and accurately.
• Maintain strict confidentiality of all privileged information regarding both human resources and fiscal matters.
• Assist other members of the finance team to meet deadlines as required.
• Other duties and responsibilities as assigned by the DFHR and PDs

The duties listed above are not inclusive of all your duties at CHF International. CHF reserves the right to change and update position descriptions at any time.

Education and Qualifications

• Minimum BA or B.Com degree in Finance, accounting, management or related field or Certified Public Accountant (K)

Skills and Experience

• Minimum of 5 years related work experience.
• Minimum of 3 years experience working with foreign donors (preferably US (CDC/USAID/OFDA).
• Minimum 3 years experience in grants management programming.
• Advanced knowledge and experience with accounting software (ACCPAC, SUN, QuickBooks, and MS Office applications.
• Advanced knowledge and experience with USG rules and regulations,
• Advanced working knowledge of Microsoft Software including MS Word, Excel and Power-point,
• Demonstrate flexibility, cultural sensitivity when working with NGO partners, and the ability to adapt CHF policies and procedures to the local context,
• Demonstrate the ability to build the capacity of individuals with a wide variety of backgrounds and educational levels, demonstrating respect and a helpful nature at all time,
• Advance interpersonal communication skills, relationship building and organization skills including ability to train and mentor sub-grantees on required policies and systems
• Able to read and interpret documents, strong communication skills
• A person of known integrity.
• Demonstrate the ability to work constructively in a team.
• Ability to negotiate solutions to problems.
• Excellent communication and organizational skills.
• Excellent training skills.
• Ability to interact clearly and effectively with donors and other organizations.

Language Skills

• Excellent command of English language including written and spoken English.
• Effective use of written and spoken Kiswahili.

Working Conditions

• Based in the Nairobi office with regular travel to sub-grantee offices
• Travel outside of Nairobi as required to perform duties.
• Able to sit at a computer and operate a keyboard, for extended periods of time.

The deadline for applications is 23 November 2012.

Application letters with detailed CV should be sent to vacancies@chfkenya.org.

Only short listed firms/candidates will be contacted. 

CHF is an equal opportunity employer.