Job Title: Project and Grant Manager
Hiring Organization: FIND
Location – Locality: Nairobi
Location – Region: Kenya
Industry: International
Organization
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 11/19/2023
This
position will work with teams on grant/s dedicated to delivery of highly
specific workplans that focus on addressing public health issues in several
African and Asian countries. The position requires project management
experience with strong financial and administrative management skills. A solid
understanding in both project and grant management, and a methodical and
meticulous work ethic is essential. The position is ideally located in Kenya
and requires close collaborations with regional office Finance and Admin teams
as well as project teams in 3-5 countries, and grant and programme management
offices in Geneva.
Your Responsibilities:
Your
primary responsibility will be the management of a Fleming Fund grant.
Grant and
financial management
Serve as
the main point of contact for all financial matters related to the grant and
ensure compliance with both donor and organizational requirements.
Responsible
for the implementation of the grant in accordance with the grant agreement,
budget, and organizational policies, processes and internal controls.
Handle
financial and budget plans and forecasts, allocation plans and maintain
tracking and record-keeping.
Prepare
disbursement requests and financial reports, and coordinate progress reports,
in compliance with donor requirements, and make submissions to the donor.
Coordinate
donor related audit queries.
Monitor
external partner budgets, progress, financial reports, invoicing, and payments.
Effectively
communicate with external partners regarding financial and contract issues,
supporting strong partner relationships according to relevant FIND guidelines.
Validate
receipts, invoices and expense reports submitted for payment by staff and
consultants, ensuring alignment with policy as well as accuracy in amount,
date, currency, description, period, type.
Manage
project budget through FIND software and processes maintaining an updated
project budget at all times.
Compare
actual expenses to forecasts and budgets and notify the program head of any
disagreements or significant variations.
Coordinate
with the finance department to book aggregated invoices/receipts expenses.
Manage
any additional grant-related tasks as required and agreed upon.
Project
Management
Support
project team in workplan development and revision as required.
Create
and manage project metrics incl. timelines, milestones, deliverables, costs,
etc.
Update
the project management documents and the FIND Project Management project site
on a regular basis (i.e monthly)
Lead on
project documentation (development, approval, and storage)
Provide
support for external site/partner due diligence, which includes assessing
financial risks and partner capacity.
Take the
lead in preparing and maintaining an overview of contracts with FIND contracts
team and external parties, following FIND’s contract management tools and
processes.
Monitor
the weekly progress of the Fleming Fund project, identify project problems and
risks, report project deviations, propose mitigation plans, and implement
corrective actions, own the project risk register
Share
annual lessons learned sessions and quarterly team updates with the Fleming
Fund project team.
Review
travel authorizations and keep track of actual travel expense submissions.
Follow up
with project coordinators to ensure timely submission of all expense documents.
Coordinate
meeting schedules and be the administrative lead for all relevant project
meetings.
Desired
education, knowledge, and skill requirements:
Chartered
accountancy (ACA), MBA or equivalent qualification and Project Management
Certification
5 years’
experience in project and grant management and financial reporting at a
non-profit or international organization in global health an advantage (in
particular with the Fleming Fund or similar funders)
Strong
project management skills and organizational capabilities.
Advanced
Excel and strong interest in IT; tools such as Jedox, Tableau and MS Project.
Good
knowledge of auditing practices.
Team
player, comfortable working in a multicultural environment
Fluent
written and spoken English.
Ensure
that all information is accurate and transparent.
Being
able to manage tasks in a timely and cost-effective manner.
Demonstrate
excellent communication and interpersonal skills. Display negotiation
capabilities by effectively managing and resolving conflicts, reaching mutually
beneficial
agreements,
and fostering positive relationships in a professional context. Demonstrate
ability to work independently, self-motivate to take initiatives and go beyond
assigned tasks,
proactively
propose and implement new initiatives in a self-directed manner. Working
collaboratively with other departments, stakeholders, and partners in a
coordinated and
strategic
manner, so enhancing the overall impact.
