Pact Kenya Country Office Grant Officer Job Vacancy

Pact is an International non-governmental organization, which enables systematic solutions that allows those who are poor and marginalized to earn a dignified living, be healthy and take part in the benefits that nature provides.

Pact accomplishes this by strengthening local capacity, forging effective governance systems and transforming markets into a force for development.

Our three core values are:

Local Solutions — Our success comes from solutions created with the people we serve.
Partnerships — Partnerships deepen our impact and promote empowerment.
Results — Our work must transform lives and make them measurably better. How that change occurs is as important as the change itself.

Pact envisions a world where those who are poor and marginalized exercise their voice, build their own solutions, and take ownership over their future.

Pact has received funding to be used for ‘targets of opportunity’(TOO), a grant mechanism to respond to the rapidly changing environment and opportunities that may arise in the civil society arena within Kenya.

In this regard, Pact is seeking to recruit a competent and qualified candidate to fill in the position of Grants Officer who will work with other team members within the grants team to manage funding in response to the ‘targets of opportunity’.

Reporting to the Grants Manager, the officer will provide administration of ‘rapid response’ in-kind grants.

The overall role will involve participating in the selection process of prospective grantees, grant administration to include monitoring and reporting of grants, maintaining of all grants related financial and contract documents and ensuring proper and timely close-out of grants.

Position: Grants Officer

Duty Station: Nairobi

Supervised By: Grants Manager

Supervises: N/A

Job Purpose:

The Grants Officer will provide administration of ‘rapid response’ in-kind grants aimed at responding to targets of opportunity in the civil society arena.

The overall role will involve participating in the selection process of prospective grantees, grant administration to include monitoring and reporting of grants, maintaining of all grants related financial and contract documents and ensuring proper and timely close-out of grants.

Specific Duties and Responsibilities:

A. Pre-Award

Carry out pre-award assessments for prospective grantees
Work with selected partners to ensure budgets are in line with programmatic, cost and feasibility criteria
Prepare grant award documents for all in-kind grants for approval, this will include: grant agreements, negotiation memorandums and modifications
Coordinate the scheduling of in-kind disbursements
Update the grants matrix for all ‘rapid response’ in-kind grants and share relevant information with concerned parties as appropriate

B. Post-Award

Prepare cash requests for all in-kind grants ensuring amounts requested are reasonable and within approved budgets and ensuring Pact procurement policies and procedures are followed when procuring goods and services
Prepare liquidation reports for grant advances issued
Review financial reports from grantees where applicable to ensure financial compliance against grant budgets
Conduct monthly reconciliations with Finance to ensure grant and finance records are up to date.
Conduct quarterly financial reviews and grant audits where applicable giving feedback to grantees as appropriate on areas that need improvement in their systems and procedures
Track on a monthly basis all questioned and disallowed costs and follow-up on resolution of the same where applicable
Maintain up to date knowledge of USAID rules and regulations and ensure implementation at all times

C. Close-Out

Ensure that all project advances and commitments are liquidated and outstanding advances cleared for all in-kind grants
Follow-up on the preparation of refund cheques for any unliquidated advances for in-kind grants
Work with the grantees to ensure that all inventory/disposition documentation or in-kind acknowledgement forms are obtained on close-out of all grants as applicable
Prepare relevant close-out documents for approval by the Grants Manager to include, close-out letters and modifications to de-obligate residual funds where applicable

D. Filing and Administration

Maintain and update hard copy grant and working files. Slots within these files should be clearly labelled and organized for ease of reference
Open a new grant file for every new grant
Ensure that all grant files are kept under lock and key
Scan all key grants documents and have soft copies saved in the sever

E. Training and Technical Assistance

Identify grantee financial training needs and provide technical assistance where needed
Assist in developing training materials and resources for Pact.

F. Other

Perform any other job related duties and instructions as requested by the supervisor

Desired Skills and Experience

The proposed candidate will be able to relate to others in a manner that creates a sense of teamwork and cooperation.

He/she will maintain effective communication with colleagues, both junior and senior and will relate to others mindful of the cultural diversity of local communities and colleagues.

The Grants Officer will perform a variety of duties often changing from one task to another of a different nature without loss of efficiency or composure. He/she will accept responsibility for the direction, control and planning of an activity.

He/she will be able to work independently and respond appropriately to environmental and safety hazards and function effectively in emergency situations.

He/she will be able to utilize systems effectively to ensure economical use of equipment and supplies.

The Grants Officer will be proficient in the Microsoft suite of office products and will be able and willing to travel at short notice for at least 40% of one’s time.

The Grants Officer will maintain a positive, participatory work environment where information is shared, staff input is considered and a healthy team spirit thrives.

He/she will be expected to initiate and encourage inter-sectoral information sharing and cooperation, exercising respect for cultural diversity.

Qualifications

The minimum required academic and professional skills for the jobholder to perform successfully in their job include:

Graduate in Bachelor of Commerce or related field
At least a CPA Part II
Keen attention to detail
Demonstrated communication and writing skills
At least three years work experience in grants especially on USAID funded projects.
Self-driven and able to deliver results with minimum supervision
Willingness to travel extensively within the region, work extended periods in the field and interact effectively with partners
Highly proficient in Ms Word, Excel, Access, Power-point and the use of Internet for research

Applicants must submit:

(1) A cover letter of introduction explaining how they meet the above criteria;

(2) A detailed and current CV;

(3) Contact information for 3 referees; and

(4) Indicate current remuneration package.

Please submit your applications electronically to:

kenyahr@pactworld.org,

or to

Human Resources,
Pact Kenya Country Office,
P.O. Box 76390-00508
Nairobi, Kenya.

Kindly indicate clearly on the envelope, or in the subject field; (if electronically submitted) the position you are applying for.

Deadline for applications submission is 4pm Friday 6th, January 2012.

Pact is an equal opportunity employer.

Only candidates short-listed for interviews will be contacted.