The COVID-19 pandemic continues to be a global challenge. Due to the fluidity of the situation, we periodically reassess our plans to reopen our offices. For the safety of our employees, our approach is tailored to the situation in each of the 30 countries we operate in. Travel is only conducted when absolutely necessary and safe to do so. Hiring managers will provide guidance on remote, hybrid, or on-site work arrangements in accordance with country-specific safety policies.
The Finance and Grants Manager Regional Projects Kenya manages all financial and administrative functions and is responsible for overseeing the efficient and effective management of sub-grants and contract-related activities of selected regional projects managed from the Kenya Regional Office. They are responsible for generating financial reports, data entry, and analysis. Working closely with project leads, external partners, and other CI Staff to ensure smooth operations of financial functions and compliance with CI’s financial and /or donor reporting policies requirements as well as providing oversight and management of grant-making activities including planning and application activities, contracting, day-to-day administration, reporting, and close-out. The Finance and Grants Manager – Regional Projects Kenya oversees the efficient management of a variety of accounting, finance, and grants-related functions as assigned.
The Manager generates standard and ad-hoc project financial reports and ensures the accuracy, integrity, and timelines of all financial information. They oversee internal and donor financial reporting processes including managing the budget, revenue, and cash projections, donor financial compliance, and project audit follow-up. Serves as the primary point of contact for assigned projects regarding financial processes and reporting. They will work closely with other operations staff within the division Program staff as well as HQ Finance to ensure financial best practices are followed.
The Finance and Grants Manager reviews grants applications, proposals, agreements, and related grants data and ensures the accuracy of the information in the grants system/database. They will perform financial monitoring of grant activities, reviews financial reports submitted by partners, and generate timely internal and external financial and related reports. The Finance and Grants Manager works to minimize risk to CI and reviews grants-related activities for accuracy, completeness, and compliance with CI and grantor policies and procedures. They provide follow-up on any issues identified during the monitoring and review process and assist with training and capacity-building efforts.
The Finance and Grants Manager is a key information resource responsible for ensuring effective communications with all key stakeholders. They compile information and respond to requests from partners and program and HQ staff and maintain complete, accurate, and up-to-date filing and tracking systems.
The Finance and Grants Manager does not directly manage staff. Duties are performed under general supervision of the Operations Director Regional Programs. As directed, the Finance and Grants Manager provides ad-hoc analysis and forecasts to help management identify and secure new funding streams. They must multitask, prioritize, and meet deadlines in a fast-paced environment.
Financial Reporting and Analysis:
• Review and process invoices, financial transactions, and recurring/non-recurring journal entries.
• Review transactions for completeness, accuracy, and proper documentation and approvals prior to processing.
• Post transactions to the general and subsidiary ledgers.
• Prepare and generate monthly, quarterly, and periodic financial reports and review results with project leads and Senior Management.
• Manage the internal revenue allocation process, ensuring CI’s financial systems accurately reflect agreed-upon allocations.
• Prepare donor statements and reports for management review prior to release to fund managers, external partners, key donors, and related stakeholders.
• Monitor and project cash balances for all relevant donor programs.
• Ensure the effective and efficient stewardship of projects assets and financial resources.
• Manage project audits and ensure that audit findings are recommendations are addressed and implemented.
• Manage other financial issues that arise, including risk management.
• Manage and coordinate the annual budget process. Serve as the primary point of contact for the budget process. Provide training, instructions, and hands-on guidance as needed.
• Ensure financial/budgetary systems are kept up to date. Generate budget vs. actual comparisons and provide trend analysis.
• Facilitate timely and complete inputs from cost center managers to ensure the ongoing accuracy of the department budget. Update projections as appropriate.
• Act as the gatekeeper for budget expenditure requests. As authorized, approve procurement and related expenditures requests.
Grant Award and Contracts:
• Develop materials and manage announcements of grants and subcontract opportunities.
• Conduct preliminary reviews of grantee technical and financial reports. Coordinate site visits/desk reviews as needed.
• Monitor proposals including project approval/rejection and overall project status. Keep senior staff informed of deadlines, targets, and workflow changes.
• Coordinate legal/HQ review of agreements and review that all necessary signatures are in place.
• Process contracts amendments and additions.
• Coordinate grants close-out activities as directed.
Grants Administration and Monitoring:
• Ensure complete, accurate, and timely data and information is maintained in the grants system Work with system administrators to resolve recording issues and recommend system improvements and efficiencies as needed.
• Cultivate a collaborative working relationship with grantees, to facilitate an effective flow of communication and timely reporting.
• Process routine financial transactions including check requests.
• Assist in providing timely, accurate, and relevant reporting, including budget to actual comparisons and status reports.
• Monitor existing grants for compliance with grant agreements and CI policies and procedures.
• Assist grantees/consultants with routine financial, compliance, and system reporting questions. Provide training and support as directed.
• Serve as primary contact and manage day-to-day interactions with grantees and program, field, and HQ colleagues.
• Maintain hard copy and electronic agreements and related files.
• Other duties assigned to you
• This position is based in Nairobi, Kenya.
• Normal office environment.
• Occasional travel of less than 10% may be required.
• Ability to work extended hours to meet deadlines
• Bachelor of Commerce degree in Finance or Accounting, or related field.
• Fully qualified Accountant CPA/ACCA.
• 4-6 years related work experience (e.g., administration, accounting, finance, grants management).
• Strong analytical skills.
• Strong communication and presentation skills including the ability to effectively convey complex details or technical information.
• Highly familiar with etiquette, protocol, and employing cultural awareness and sensitivity.
• Proven team player.
• Highly organized and able to manage multiple priorities simultaneously in a dynamic environment.
• Member of a professional accounting body
• Experience working with restricted donors such as GEF/GCF, USAID, DFID
• This is a position eligible to persons who have the right to work in Kenya
• Experience in management of operations for an international NGO.
To apply for this job please visit phh.tbe.taleo.net.