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Grant Administrator Job in Nairobi, Kenya

Job Title: Grant Administrator 
Job Code:GA/PA/171012
Number of Positions Open: 1
Reports To: Regional Director
Location: Nairobi, Kenya
Closing Date: Open Until Filled

Summary: Our client is an international organisation that manages the grant-giving programmes of charitable entities by providing strategic advice on programmes and offers them a full array of grant management services.
Job Purpose: This is a full-time position taking day-to-day direction from the Grant Manager for Uganda and Zimbabwe and reporting regularly to the Regional Director.

Primary Responsibilities:

1. Handling of Incoming Grant Applications

·                     Confirm receipt of grant applications or enquiries and send out grant application forms where appropriate
·                     Discuss new applications with Grant Manager and request additional information from applicant when necessary
·                     Enter applications in the database and update as needed
·                     Send out regret letters if application is declined and approval letters if application is granted
2. (Financial) Follow up of approved applications in accordance with procedures
·                     Prepare synopsis of the application according to guidelines.
·                     Prepare applications for presentation to the staff meeting
·                     Enter accurate bank information
·                     Prepare payment letters for final approval
·                     Schedule payments in Salesforce-database
·                     Review of audited financial documents to assess financial health of organizations in collaboration with Grant Manager
3. Monitor and Updating for Project Database to ensure timely actions
·                     Monitor due dates for reports and follow up.
·                     Monitor scheduled payments in the event of multi-year grants
·                     Monitor and follow up on pending applications in consultation with Grant Manager
·                     File digital or hard copy of all relevant documents related to active projects
·                     Archive projects that have been closed
4. General and Administrative Support of Grant Manager
·                     Organize travel arrangements for Grant Manager: arrange meetings with partners, book flights and hotels, put together itineraries, compose a travel guide with route and comprehensive information of projects to be visited
·                     Provide Grant Manager with analysis from Salesforce MIS such as number of grants to specific program area, upon request or pro-actively
·                     Handle all incoming (e)mail and phone calls
·                     Organize meetings with (potential) partners, coordinate papers for meetings (e.g. project write ups)
·                     Assist in preparation of presentations, internal and external
·                     Coordinator expense report
·                     Minimum of a Bachelor’s Degree.  Master’s Degree preferred.
·                     At least 5 years of professional experience in high-level project assistant, secretarial or organizational function. At least two years of this experience should be with an international organization or NGO
·                     Experience working in Uganda, Zimbabwe preferred
·                     Demonstrated experience and skills in all aspects of office administration procedures
·                     Experience in IT and database administration
·                     Strong analytical and problem-solving skills
·                     Excellent communication and interpersonal skills
·                     High level of knowledge and competency in Microsoft Office especially Word, Power Point, Outlook and Excel
·                     Strong organizational skills including ability to prioritize and manage time
·                     Fluent in written and oral English and Kiswahili
Personal Qualities / Skills / Aptitudes:
·                     Ability to work and interact with people from diverse, professional , social and cultural backgrounds
·                     Experience in providing general support in a small team and an experienced team player
·                     Can work autonomously, effectively managing workload without continual guidance
·                     Energetic, willing and ‘can do’ attitude

How to Apply:

Interested candidates holding the necessary requirements, good performance and / or references are encouraged to apply with detailed CV’s, inclusive of names and contacts of 3 referees, current telephone number and email address by scrolling down and clicking on: Grant Administrator


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