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Finance and Grants Coordinator

5 months ago

Nairobi, Kenya Plan International Full time

Plan International was founded over 75 years ago with a mission to promote and protect the rights of children. The organisation was set up by British journalist John Langdon-Davies and refugee worker Eric Muggeridge in 1937, with the original aim to provide food, accommodation and education to children whose lives had been disrupted by the Spanish Civil War.
ABOUT THE ROLE
The Finance and Grants Coordinator is responsible for the assessment and compliance monitoring of grants systems, processes, capacity support and partnership with local partner. Analysis of budgets and expenditures of the CPW and NF projects in Turkana. This role will work with the Senior Programme Manager, the larger projects team and both internal and external stakeholders. The position will be responsible for ensuring adherence to all donor compliance issues affecting the projects. The role will play a critical role to ensure the projects teams understand the grant requirements for effective delivery of the project.
ACCOUNTABILITIES AND MAIN WORK ACTIVITIES
Award and grants portfolio management (35%)

Support projects specific budgeting in liaison with the Country Finance and Grants Manager (CFGM) and National Office (NO) contact person
Conduct regular grants monitoring for the projects 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 Senior Project Manager & CFGM.
Support in the annual planning process at project level
Capacity building of local partner in grants portfolio management and donor compliance.

Monitoring and analysis of grants 30%

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 Senior Project Manager and team to resolve any issues identified in specific projects
Co-ordinate with Senior Project Manager and CFGM in order to ensure budgets are correctly allocated and phased-in.
Track and monitor grants expenditure
Support finance in grants reconciliations
Conduct projects field visits and spot checks

Assessment and compliance of systems, processes and partnerships 15%

Work with projects teams and partners 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 projects grant reports and liquidation of funds.

Finance Processes and Reporting: 10%

Prepare and deliver timely financial reports as per agreement and donor guidance.
Work with projects team to ensure adherence to both donor and Plan processes and procedures
Review grants payment requests and related transactions to ensure accuracy and compliance with Plan Policies and donor conditions
Process all projects advances and approved liquidations in ERP.
Support local partner in financial report.

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.

Others (5%)

As assigned by the supervisor

LEADERSHIP COMPETENCIES

Courageous, taking a lead, challenging myself and others to achieve purpose, safeguard others and role model values, inside and outside work. Responsible for my work and learning, striving to improve. Self-aware, resilient and constructive in embracing change. Striving to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. Challenging myself to be bold, courageous, responsive, focused and innovative.
Respecting all people, appreciating differences and challenging inequality in programmes and the workplace. Supporting children, girls and young people to increase their confidence and to change their own lives.
Understanding Plan International’s purpose, priorities, values and approaches in our work context. Adhering to relevant policies, processes, practices and standards, and being pro-active in continuing technical and professional development

BUSINESS MANAGEMENT COMPETENCIES

Understands relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan's purpose, 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, Global Affairs Canada, 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
Providing capacity building of partner organisations

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.