Finance and Grants Officer 229 views3 applications

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action – helping people triumph over adversity and build stronger communities from within. Now, and for the future. We help communities survive and move beyond emergencies. When natural disasters strike, economies collapse or conflict flares, Mercy Corps is there. We see global challenges as an invitation to pioneer innovative, sustainable solutions. Mercy Corps is looking for committed and dynamic individual to take up the following position:

POSITION: FINANCE AND GRANTS OFFICER

LOCATION: NAIROBI

PROGRAM/DEPARTMENT SUMMARY:

Mercy Corps has been operating in Kenya since 2008, focusing its interventions around four objectives: 1) Peace and Conflict Management; 2) Livelihood/Market Systems; 3) Governance (particularly at the county level); and 4) Youth Employment/Employability (including the social and economic development of adolescents). The four objectives serve to increase community resilience to drought and other shocks and stresses, and to decrease fragility with a particular focus on Kenya’s Arid Lands. Mercy Corps’ vision for change requires the private sector, government and civil society to work together to create meaningful and sustainable change.

The Mercy Corps Finance Department is responsible for all financial functions in Kenya, including accounting, payments and banking, payroll, budgeting, financial reporting, and grant financial management and compliance. The Mercy Corps Finance Department ensures compliance with donor regulations as well as Mercy Corps’ internal policies and procedures. In its role as a support to the Program Department, the Finance Department provides timely reports and assistance to the Country Director and the Program team to ensure that financial resources are used efficiently and effectively.

GENERAL POSITION SUMMARY:

The Finance and Grants Officer works under the guidance and supervision of the Finance and Compliance Director and with direct interaction with the respective Program Managers, Consortium members and the Mercy Corps Finance team in Kenya. S/he will be based in Nairobi with significant travel to the field.

ESSENTIAL JOB FUNCTIONS:

PROCESS

• Conduct day to day management and implementation of the grants work plan under Mercy Corps.
• Propose revisions to grant processes and procedures based on experience and lessons learned and coordinate proposed changes with the Program Manager and Finance and Compliance Director.

PRE-AWARD

• Conduct a pre-award assessment for pre-approved sub-recipients.
• Work closely with the technical team to identify potential areas of support, eligibility and evaluation criteria.
• Work with selected grantees to ensure budgets are in line with program activities and that costs are reasonable, allowable and allocable.
• Conduct due diligence assessments on all grants including business feasibility, evaluate environmental requirements and document negotiation process for all prospective grantees.
• Work closely with the M&E Team in developing M&E plans to ensure that they are contributing to specific indicators and outcomes

POST-AWARD

• Conduct post-award trainings for the sub-recipients on grants administration, applicable donor regulations and reporting requirements.
• Identify sub-recipient/grantee capacity building needs and provide technical assistance where needed and trainings to assure compliance.
• Review sub-recipient/grant reports for accuracy and completeness and regularly monitor their budgets vis-a-vis financial reports and process payments/reimbursements as appropriate.
• Conduct grantee site visits as appropriate including financial monitoring of grants and cost share to ensure proper accounting of grant funds awarded.
• Maintain complete and accurate files for all sub-recipient/grant files as per the Field Finance Manual.
• Input the financial reports in Navigator and reconciling them regularly.
• Serve as primary point of contact for all correspondence and notifications to grant applicants and grantees.

CLOSE-OUT

• Coordinate the close-out of sub-recipients/grants. This will involve preparing relevant close-out documents for approval such as disposition documentation, modification agreements on close out, close out checklists, release of liability documentation etc.

OTHERS

• Responsible for the preparation of monthly and quarterly reports for grant activities that feed into the overall program report.
• Ensure that grant activities comply with Mercy Corps internal policies and procedures, as well as Donor rules and regulations.
• Participate in the development and implementation of the program’s annual work plans.
• Support Finance team with other grants or finance sector activities.
• Coordinate expenditure verification and project audits
• Ensure that field staff are familiar with grants management procedures.
• Any other duties as may be assigned.

ORGANIZATIONAL LEARNING

• As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

ACCOUNTABILITY TO BENEFICIARIES

• Mercy Corps team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.
• Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC’s policies, procedures, and values at all times and in all in-country venues.

SUPERVISORY RESPONSIBILITY: N/A

ACCOUNTABILITY

REPORTS DIRECTLY TO: Finance and Compliance Director

WORKS DIRECTLY WITH: Program Manager, Field Finance/Grants Team, Program Teams, Implementing Partners.

KNOWLEDGE AND EXPERIENCE

• A Bachelor’s degree in Business Administration, Finance, Economics or relevant field; an advanced degree is preferred.
• Professional accounting certification CPA (K).
• At least four (4) years of demonstrated professional experience managing grants, subcontracts, procurement and compliance with donor regulations, preferably Donor-funded projects.
• Strong accounting skills and experience, including management of the general ledger, journal entries, payables and balance sheet.
• Demonstrated experience applying clauses and negotiating without heavy management oversight including developing amendments and modifications as a result of negotiations.
• Experience providing capacity-building training to staff and local organizations.
• Strong analytical and computer skills, with emphasis on budget and financial analysis and advanced computer skills in MS Office, particularly Excel are required.
• Fluency in the English Language is required.

OTHER COMPETENCIES

1. Grants Administration
2. Knowledge and application of best practices in grant management.
3. Demonstrated knowledge of financial and management systems, regulations and reporting requirements. Evidence of ability to be creative and flexile within those requirements.
4. Analytical capabilities with accounting procedures and processes for structuring projects.
5. ·Knowledge of grants management software and information technology skills. 2. Management and Communications
6. Ability to communicate technical, budgetary and program details to staff, grantees and applicants.
7. Ability to design and implement effective workflow processes and procedures.
8. Capability to foster an atmosphere, which recognizes and respects cultural and individual differences.

Success Factors

The successful candidate will have proven abilities in analytical and reporting skills with sound judgement in regards to budget, financial analysis and program issues. The Officer will have the ability to communicate and interact effectively across diverse program teams as well support programmatic objectives with timely and meaningful information. S/he will have the ability to multi-task, meet deadlines and process information in support of changing program activities.