Responsibilities
Proposal development, Budgets management and Donor
contracts.
- Support the development of concept notes and donor proposals
by providing inputs to the budgetary components.
- Work with the relevant budget holders, project managers and
other relevant team members to ensure an award inception phase is
delivered successfully with clear reporting structures laid out once the
award contracting process is completed.
- Review donor contracts, flag any issues that might need
alignment regarding existing organizational procedures, and support
contract negotiations.
- Work closely with Budget Holders, program teams, and finance
as well as other stakeholders to compile accurate proposal budgets, budget
narratives and assess whether all necessary costs have been included.
- Work with other Finance team and relevant technical staff
leads to monitor rate of spending including charges such as personnel,
travel, consultancy, sub-grant agreements, and troubleshoot and escalate
as needed.
- Work with Project managers and Finance to monitor co-financing
reporting when required by donors.
- Work with Project managers and Finance to ensure expense
charges are allowable, allocable and reasonable; and follow up to ensure
errors are corrected.
- Assist with budget planning and monitor monthly budget versus
actual expenditures; compile and analyze budget revisions/re-allocations.
- Prepare Project budgets using the system budget upload
template for posting into the system.
- Ensure all donor communications, requests, amendments, etc.
are communicated effectively, responded to and quickly to the relevant
team members and recorded/stored for future reference.
- Track and monitor project-specific Level of effort (LOE)
reporting as needed for all awards portfolio and/or departmental sharing
of LOE as required.
- Ensure award files are kept up to date in a consistent manner
to support backstopping and handover process.
- Monitor award implementation, reporting and procurements to
ensure donor guidelines for compliance.
- Ensure prompt donor claim preparation in reference to donor
contracts, timely submission and reconciliation.
- Partnerships
- Support the development of and manage sub-award agreements for
partners as needed in collaboration with project managers and other
relevant team members.
- Participate in the partner/sub award due diligence process and
ensure issues identified are promptly addressed.
- Ensure timely disbursement of funds to sub awardees, review
partner liquidation reports and prepare partner advance reconciliations.
- Contribute to partner capacity building as required and follow
up issues identified in partner assessments.
- Donor Reporting, Monitoring and Compliance
- Facilitate communication and ensure timely, accurate reporting
to donors ensuring consistency between narrative and financial reports and
that they meet quality standards as per donor templates.
- Highlight critical financial issues such as under/overspends
to budget Holders and ensure clear and concise commentary is provided.
- Coordinate prompt response to donor queries as they arise.
- Monitor grant payment schedules and income requests for
respective portfolio, working closely with other finance team to ensure
this is done in a timely manner.
- Be familiar with all organizational and donor portfolio
compliance requirements and ensure high quality management of awards
through meeting of Key Performance Indicators and deadlines.
- Support and advise program teams with queries related to donor
compliance on awards.
- Work with other departments (i.e. Programs, Finance, Admin
& Procurement, M&E and Communication) to ensure all documentation
required is ready and available for audits (e.g. vouchers, distribution
lists)
- Assist in training and capacity building for both staff and
partners in relation to the organizational awards management
procedures/donor compliance as required.
- Prepare an up-to-date awards Funding Tracker to help in donor
reporting, auditing and reconciliation.
- Coordinate all donor project audits in a timely manner and in
line with the agreed deadlines and ensure audit findings are implemented
and resolved.
Project Close-out
- Coordinate Close Out of grants in respective portfolios.
- Ensure completion of Closeout checklists and that awards in
awards management system and financial system are closed/deactivated.
- Prepare up to-date award reconciliation statement to establish
funding status and balances before close out.
- Sensitivity on Gender Equality and Social Inclusion:
- Should have respectful beliefs regardless of their gender,
age, sex, race, ethnic background, culture, different ability,
nationality, religion, and marital status. Is sensitive and adaptable to
gender and social inclusion and adopts inclusive practices. Responds and
behaves appropriately in different situations.
Qualifications
To be successful in the role, the ideal candidate should meet the following
requirements:
- Experience & Knowledge
Essential
- Bachelor of Commerce, Accounting/Finance, BBA or any other
relevant bachelor’s degree. Must be a CPA-K.
- At least 4 years of relevant experience in a related field
especially practical experience in awards and partnership role.
- Experience of donor relations and grants management (e.g. with
institutional humanitarian and development donors).
- Proven skills and experience in report and proposal
development and working with multiple donors.
- Good personal organisational skills, including time
management, and ability to meet deadlines and work under pressure.
- Good communication and interpersonal skills.
- Strong organisational and team working skills.
- Good cultural awareness and sensitivity.
- Ability to work under pressure, independently and with limited
supervision.
- Excellent written and oral communication skills in English.
- Knowledge of the NGO operations and the dynamics of the
development sector.
- Practical experience of computer software like MS Dynamics,
Microsoft excel.
- Should be self-accountable for making decisions, managing
resources efficiently, holding the team and partners accountable to
deliver on their responsibilities.
How To Apply
If you are ready for an exciting challenge with an
organisation whose mission and values are particularly relevant in these
rapidly changing times, please forward your application, curriculum vitae and
cover letter to: Practical Action, Kenya Office by email: recruitment@practicalaction.or.ke no
later than 2nd August, 2024 indicating ‘Practical
Action: Job Title” in the subject line of the email.
