Responsible for managing grants, tracking donor requirements, preparing reports, maintaining grant records, and ensuring compliance with funding rules and organisational policies. Requires a relevant qualification in finance, accounting, business administration, development studies, or a related field. The position is based in Nairobi and requires on-site work.
- The Grants and Compliance Officer is responsible for coordinating and
managing the full grant lifecycle from proposal development and award
through implementation, compliance, reporting, financial monitoring, and
close-out to ensure the successful delivery of donor-funded projects.
- The
position serves as the organization’s focal point for grants management
and donor compliance, working closely with Programs, Finance, MEAL and
Communications to ensure grant-funded projects are implemented in
accordance with donor agreements, organizational policies, statutory
requirements, and contractual obligations.
- The
role also strengthens organizational compliance systems by promoting sound
grant management practices, monitoring institutional compliance
requirements, coordinating audits and donor reviews, improving grants
management processes, and building staff capacity on donor regulations and
organizational policies.
Key
Responsibilities
Grants
Management and Compliance
- Coordinate
the administration of assigned grants throughout the grant lifecycle, from
award to close-out.
- Maintain
grants management systems, including grant agreements, implementation
plans, reporting calendars, compliance trackers, and grant documentation.
- Coordinate
grant amendments, budget revisions, no-cost extensions, and grant
close-out activities.
- Review
grant agreements and donor requirements and support program teams in
understanding contractual obligations and compliance requirements.
- Monitor
compliance with donor regulations, organizational policies, safeguarding
standards, and applicable statutory requirements.
- Support
donor monitoring visits, compliance reviews, audits, and implementation of
corrective actions.
- Coordinate
cross-functional collaboration among Program, Finance, MEAL, and
Communications teams to support effective grant implementation by
organizing grant review meetings, tracking implementation milestones,
deliverables, and key action points, and facilitating timely resolution of
implementation issues.
Donor
Reporting and Documentation
- Coordinate
the preparation and timely submission of high-quality donor narrative and
financial reports.
- Compile,
review, and consolidate inputs from Program, Finance, and MEAL teams to
produce accurate, complete, and donor-compliant narrative and financial
reports, ensuring adherence to donor requirements and submission
timelines.
- Track
donor reporting schedules and follow up with relevant teams to ensure
timely submission.
- Coordinate
donor information requests and routine grant-related communications.
- Maintain
a centralized repository of grant reports, amendments, approvals,
correspondence, and supporting documentation.
Budget
Monitoring and Financial Oversight
- Work
closely with the Finance Department to monitor grant expenditure, budget
utilization, and financial performance.
- Monitor
expenditure against approved budgets and identify actual or projected
budget variances.
- Support
budget revisions, reallocations, and donor approval processes in
collaboration with Finance and Program teams.
- Maintain
grant financial records and supporting documentation for audits and donor
reviews.
- Support
program teams in understanding approved grant budgets and donor financial
requirements.
Proposal
Development and Resource Mobilization Support
- Coordinate
proposal development processes and submission timelines.
- Compile
technical, financial, and operational inputs from Program, Finance, MEAL,
Procurement, and other departments.
- Review
proposals to ensure compliance with donor requirements prior to
submission.
- Maintain
proposal templates, institutional information, donor requirements, and
funding opportunity databases.
- Support
proposal submissions through donor portals and other funding platforms.
Knowledge
Management and Continuous Improvement
- Document
lessons learned, best practices, and implementation challenges from
grant-funded projects.
- Support
staff orientation and capacity building on grants management, donor
compliance, proposal development, and donor reporting requirements.
- Contribute
to the development and periodic review of grants management tools,
templates, and standard operating procedures.
Qualifications
- Bachelor’s
degree in Project Management, Business Administration, Finance,
Development Studies, International Relations, Public Administration, or a
related field.
- Professional
certification in Grants Management, Project Management, Monitoring and
Evaluation, or a related field is an added advantage.
Experience
- 3–4
years of relevant experience in grants management, donor compliance,
proposal development, project administration, or program support within
the NGO or development sector.
- Experience
coordinating donor-funded projects and managing institutional donor
grants.
- Experience
preparing donor reports and supporting proposal development.
- Experience
working collaboratively with Program, Finance, MEAL, Procurement, and
Operations teams.
Knowledge, Skills and Competencies
- Sound
knowledge of grants management principles and donor compliance
requirements.
- Understanding
of donor budgeting, financial monitoring, and reporting processes.
- Strong
proposal development and donor reporting skills.
- Excellent
planning, coordination, and organizational skills.
- Strong
analytical and problem-solving abilities with attention to detail.
- Excellent
written, verbal, and interpersonal communication skills.
- Ability
to manage multiple priorities and consistently meet deadlines.
- Strong
stakeholder engagement and relationship management skills.
- Proficiency
in Microsoft Office Suite, particularly Excel, Word, and PowerPoint;
experience with grants management systems is an added advantage.
