GRANTS OFFICER

Reports to – Country Finance and Grants Manager

Direct reports – No direct reports

THE ORGANISATION

Plan International is a rights-based development and humanitarian organization working for better lives for all children. We are independent of government and have no political or religious affiliation. Our purpose is to strive for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 80 years and are now active in more than 70 countries.

Our global strategy has a specific focus on girls, as they are often the most marginalized and most often left behind. We have committed ourselves to the ambitious target of reaching 100 million girls over 5 years, to ensure they can learn, lead, decide and thrive. This is our contribution to reaching the sustainable development goals, and in particular the goals on gender equality. Our organization is transforming itself to meet this enormous challenge everywhere we work. We need bold, forward-thinking and innovative individuals to lead our country operations, driving change and delivering results that will allow us to reach our target of 100 million girls.

Plan International Kenya (PIK) has approximately 38 years of experience in implementing its Programme. Currently PIK mainly operates in nine geographical areas: Nairobi, Machakos, Kajiado, Tharaka-Nithi, Siaya, Kwale, Kilifi, Homa Bay and Kisumu.

Plan International Kenya Strategy statement

PlK’s strategic goal in the next five years is to end teenage pregnancies and end all forms of sexual and gender-based violence against adolescent girls and young women. We aim to help create an enabling environment where girls and young women are safe, valued, equally cared for, and have equal opportunities. PIK will contribute to the global strategy by aiming to reach directly approximately 2.75 million (children, including girls and Young Women over the period of the strategy 2022-2026 and to reach additional beneficiaries through its interventions. The role provides strategic leadership in order to create real change for children, especially girls, against Plan Kenya’s strategic programme priorities.

The Role

The Grants Officer is responsible for the assessment and compliance monitoring of grants systems, processes, partnerships, analysis of budgets and expenditures of program areas.

This role will work with the Country Finance and Grants Manager, the Business Development staff, Project Managers, Finance Departments and implementing partners. The position will be also responsible for capacity building of partners on grants management and improving ways of working and will support start-up and closeout meetings/workshops.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

Award and grants portfolio management (25%)

• Support project specific budgeting in liaison with the grants coordinator and National Office (NO) contact person.
• Conduct regular grants monitoring for the project and ensure individual grants performance are being tracked effectively, and that risks and issues are being recognised and action taken.
• Provide regular reports on grants performance to the Project Manager & Grants Coordinator.
• Support in the annual planning process at project level.

Monitoring and analysis of grants 25%

• Track and identify NRGRANT and DUMMY expenditures and ensure timely reversals are done before the closure of the month.
• Monitor and analyse activities regularly and work with Project Manager to resolve any issues identified in specific project.
• Co-ordinate with Project Manager and Grants coordinator in order to ensure budgets are correctly allocated and phased in.
• Track and monitor grants expenditure.
• Prepare and deliver timely financial reports.
• Conduct project field visits and spot checks.

Assessment and compliance of systems, processes and partnerships 20%

• Work with project teams to ensure adherence to both donor and Plan processes and procedures.
• Support in grants mapping, central filing and updating grants information in the grants management system.
• Participate in due diligence for implementing partners and review MOUs.
• Conduct capacity building for partners on donor requirements.
• Coordinate grants “Kick off” meetings at project level.
• Support timely close out processes for projects.
• Provide information during grants audits and compliance reviews at project level.
• Review of partner’s reports and liquidation of funds.

Finance Processes and Reporting: 25%

• Work with project teams to ensure adherence to both donor and Plan processes and procedures.
• Payment requests and related transactions to ensure accuracy and compliance with Plan Policies and donor conditions.
• Prepare Financial reports in liaison with project staff.
• Process partner advances and approved liquidations in ERP.

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) (5%)

• Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
• Leads the orientation of programme staff to ensure that they are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies.
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in project design, during implementation and as principles applied in day-to-day work of Programme team.
• Ensures that Plan Kenya contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.

LEADERSHIP COMPETENCIES

• Courageous in taking a lead, focussed on Plan International’s purpose and making the most effective contribution within their own work context.
• Behaves in line with Plan International values and safeguarding practices, inside and outside work.
• Challenges own attitudes, unconscious bias and behaviour and speaks up when they see wrong- doing, especially by those who use their power over others to create fear or abuse.
• Understand and adhere to the policies, processes, practices and standards relevant to own work and keeps their knowledge and skills up to date.
• Honest and efficient in use of resources, including own time.
• Takes responsibility for own performance and development: reflecting; seeking and listening to feedback; learning from mistakes; finding people or resources to help them learn.
• Constructive and optimistic in facing setbacks, challenges and change, using own initiative to analyse issues and improve things.
• Good team player, communicating effectively and being open and supportive towards those around them.

BUSINESS MANAGEMENT COMPETENCIES

– Understands relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan’spurpose, values, and global strategy

– Manages legal and reputational risk including risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and Security.

– Managing activities and resources including skills in planning and organising, financial and project management.

– Managing people and information including skills in communication skills, both speaking and writing, and digital working, including personal digital skills.

Technical expertise, skills and knowledge

Qualifications/ experience essential:

• Bachelor’s Degree in either business, social sciences or international development.
• At least CPA 2 or other equivalent professional qualification in accounting.
• Minimum 5 years’ experience in grants management or a similar role in INGO.
• Experience in award portfolio management and knowledge of major donors’ (USAID, DFID, EU, etc.) compliance requirements.
• Experience in supporting program teams.
• Problem solving skills to identify and lead the resolution of issues.
• Strong communication (written and spoken), and interpersonal skills.

Qualifications/ experience desirable:

• Previous experience in SAP ERP or any recognised grants management system.
• Attention to detail and analytical skills.
• Planning, management and coordination skills.
• Experience in working with multicultural teams.
• Facilitation and training skills.
• Administration and effective communication skills.
• Ability to work and interact with others at all levels.

Languages required:

• Excellent written and verbal communication skills in English.

TECHNICAL COMPETENCIES

Knowledge:

• Good understanding of finance processes, systems and principles.
• Good understanding of donor rules.
• knowledge of major donors’ compliance requirements.
• Good knowledge on grants management and reporting.
• Ability to support program teams during budgeting and reporting.

Skills:

• Ability to work and interact with others at all levels
• Skilled in usage of ERP SAP
• Builds capability on financial management by coaching colleagues, partners and sharing knowledge in networks
• Strong analytical skills
• Planning and organizational skills
• Ability to communicate clearly and effectively

Behaviors:

• Role model our values and behaviors both internally and externally.
• Engages sensitively with community members on issues of gender equality and inclusion, demonstrating an understanding of the local culture and context.
• Promotes equality, including gender equality, inclusion and girls’ empowerment in Plan’s work and in its work with partners.
• Apply participatory influencing methodologies both internally and externally.
• The ability to build collaborative working relationships
• Ability to influence.
• Uses creativity to challenge the norm and promote innovation and thinks and acts for the wider organization – linking partnership opportunities with the context of the wider organizational strategy.
• Communicates effectively at a high level and with a range of appropriate styles for different audiences.
• Builds capability through knowledge sharing, networking, mentoring, coaching and advocates the importance of knowledge management.

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with, and we must not contribute in any way to harming or placing children at risk.