Act Change Transform (Act!) is a
local Non-Governmental Organization whose mission is to facilitate the
empowerment of marginalized people and communities in Kenya and neighboring
countries, to become active participants in their development by enabling them
to: stand up for their rights; demand good governance in the management of
resources; and participate in decision making processes.
Act! does this through implementing
partners, offering them capacity development, management of grants so that
value for money is achieved and providing strategic leadership in national
advocacy for the benefit of women, youth, people with disabilities and other
marginalized communities.
Senior Grants Manager
Ref: ACT/SGM/01/2018
Job Summary: The Senior Grants Manager will be based in Nairobi and will
ensure the proper functioning of the grants management function.
This will include monitoring the
entire grants management process from solicitation through close out and
ensuring proper compliance with all donor regulations.
S/he will play a leadership role
towards supporting Act! and its partners in achieving rigorous financial and
grants reporting and management.
The incumbent will be in charge of
ensuring that the tools and materials Act! uses to deliver effective grants and
financial services to its partners are of the highest standard.
Key responsibilities
Specifically, the Senior Grants
Manager will be responsible for but not limited to:
Grants Management
·
Ensure effective implementation of
the grants management policies, rules and procedures that meet industry best
practices and ensure full understanding by the grants team as well as
compliance of the grants management process at all levels within Act!.
·
Develop procedural documents and
processes and ensure full understanding of the grants management process at key
levels within the institution as well as coordinate grants management systems
across programs to ensure high quality and consistency.
·
Ensure Act!’s grants management
policies in relation to selection of partners are fully adhered to.
·
Oversees overall tracking of grants
pool while closely monitoring the obligations from donors and grant obligations
to recipients/grantees. Ensure that Act! never commits more funds than
obligated by donors.
·
Ensure that all grant documentation
is maintained according to Act! standards and donor policies to the extent they
can be fully audited with limited or no adverse findings.
·
Ensure that pre-award risk
assessments are carried out on each grantee in collaboration with the Capacity
Development Team and that decisions are incorporated into grant awards.
·
Ensure strong links between the
grants management and M&E systems to improve partners reporting and link to
Act! requirements.
·
Ensure responsible proposal
processing and timeliness of responses to agencies.
·
Ensure that grant modifications for
cost/program changes are completed accurately.
·
Coordinate the entire team (Program
Management Team, Monitoring & Evaluation and Capacity Development) to
ensure the timely and appropriate close-out of issued grants.
Capacity Development Coordination
·
Collaborate with the Capacity
Development Team to identify priority areas for training of partners and
develop strategic interventions to assist partners.
·
Coordinate the development of
training materials for potential grantees on proposal design and budgeting
skills.
·
Coordinate with the Capacity
Development Team, to organize and facilitate (as necessary) grants management
workshops for grantees/partners to provide guidance on good grants management
and on compliance with donor regulations.
Monitoring and Financial Reporting
·
Monitor grantee advance and liquidation
balances closely and ensure timely liquidations.
·
Review all payment requests to ensure
they meet the standards of allowable, allocable and reasonable.
·
Collaborate with the Program
Management Team to review program and financial reports from partners to ensure
compliance against program description against grant budget.
·
Oversee the updating and maintenance
of the grant-tracking database. Ensure consistency and accuracy of information.
Use the database to produce key reports to support decisions by management.
·
Closely monitor obligations from
donors and grant obligations to grantees to ensure that Act! never commits more
funds than allowable.
Compliance audit coordination
·
Monitor partners procedures designed
to comply with regulations.
·
Liaising with the Compliance Officer
as necessary, coordinate the investigation of suspected violations of proper
applications.
·
Oversee the assistance to grantees to
resolve audit problems identified in audit management letters.
Qualification, Experience and Skills
Academic Qualifications
·
Bachelor’s degree in Commerce,
Accounting or related business field. A Master’s degree in the relevant field
will be an added advantage.
Professional Qualifications
·
Certified Public Accountant of Kenya
(CPA-K) or ACCA qualifications.
Relevant Experience
·
Eight years experience in managing
major donor grants and contracts, five of which must be at management level.
Essential Skills and Competencies
·
Excellent analytical skills to
successfully perform financial reviews and other quantitative analyses.
·
Familiarity with major donors’
auditing requirements and demonstrated ability to exercise financial oversight
of grant programs.
·
Ability to independently prioritize
and successfully perform assigned tasks.
·
Excellent written and oral
communications skills.
·
Highly proficient in MS Office,
spreadsheets and database skills
·
Demonstrated personal initiative and
integrity by adhering to the organizational values and code of conduct.
How to Apply
If you meet the requirements as
contained in the job descriptions, please submit (1) a detailed and current CV;
(2) an Application Cover Letter demonstrating why you qualify for the position,
quoting your current/last gross salary and three referees including their most
current contact details.
All applications should be submitted
electronically to hr.admin@act.or.ke quoting the reference number
(ACT/SGM/01/2018) and position.
Only candidates shortlisted for
interviews will be contacted.
Deadline for applications submission
is 12:00 noon Friday 2nd February 2018
Administration
Officer
Ref: ACT/ADO/02/2018
Job
Summary: The Administrative Officer will
primarily be responsible for day to day the implementation of an efficient
administrative system within Act!’s laid down policies and procedures framework
to support Mombasa Office operations.
S/he will work collaboratively with
all staff to provide administrative support towards ensuring operational
efficiency as well as have significant contact and interaction with Act!s
business partners to provide goods and services while ensuring that Service
Level Agreement deliverables are being met satisfactorily within the Mombasa
office.
Key
Responsibilities
Specifically, the administrative
officer will be responsible for but not limited to:
·
Ensure efficient and effective
running of all Mombasa office operations and management.
·
Take full responsibility over the day
to day management of a fully documented assets management system to support
Act!s management of assets based on best practice (Compare best practice verses
Act!s system) and conduct a physical bi-annual assets management systems audit
before 31st December of each year.
·
Store management to ensure proper
tracking of both equipment’s and office supplies.
·
Ensuring effective maintenance and
repairs of assets and other administrative infrastructural systems, liaising
with the appropriate staff to arrange quality repairs of reported malfunctions
in a timely and expeditious manner.
·
Establish and maintain a filing
system for the Mombasa Office.
·
Ensure the Mombasa office is conducive,
tidy and clean at all times.
·
Take full responsibility of all
documents to be sent to Nairobi for payment processing through courier.
·
Ensure vendor invoices and
transaction support documents are presented in the prescribed manner in
accordance with donor requirements.
·
Prepare process and track payment in
liaison with the Act! Finance Department in Nairobi.
·
Manage Mombasa office petty cash in
the prescribed manner
·
Ensure the administrative hand over
for staff exits is undertaken in compliance with Act’s policies.
·
Assist in the implementation of
security management system and protocols to support Act!s operations field
offices.
·
In collaboration with the driver(s),
take full responsibility of day to day management of Mombasa Office fleet of
vehicles while ensuring that documentation, vehicle insurances, logbooks, fuel
consumption and maintenance / servicing protocols are observed at all times.
·
Supervise the driver and the Office
Cleaner.
·
Undertake any other reasonable duty
as may be assigned that is consistent with the nature of the job and its level
of responsibility.
Qualifications,
Experience & Personal Requirements
Academic
qualifications
·
A Bachelor’s degree in Business
Management, or related business field.
Professional
Qualifications
·
A diploma in Logistics, Procurement
or Administration.
Experience
·
At least 4 years’ experience in the
Administration or Logistics with sound understanding of NGO Operations
especially in a USAID funding environment.
Essential
Skills
·
Negotiation and problem solving
skills.
·
Good analytical skills.
·
Understanding of procurement and
contract laws especially USAID rules and regulations.
·
Excellent organization and
coordination skills.
·
Must be result-oriented with ability
to work under strict deadlines in an extremely busy environment.
·
Good interpersonal and communication
skills.
·
Ability to work in a
multi-disciplinary and multi-cultural environment at all levels.
·
Experience working in the coastal
region.
·
Highly proficient in MS Word, Excel,
Access, Power-point and the use of Internet for research.
How to Apply
If you meet the requirements as
contained in the job description, please submit (1) a detailed and current CV;
(2) an application cover letter demonstrating why you qualify for this
opportunity, quoting your current/last gross salary and three referees
including their most current contact details. All applications should be
submitted electronically to hr.admin@act.or.ke quoting the reference number
(ACT/ADO/02/2018).
Deadline for applications submission
is 12:00 noon Friday 2nd February 2018
Act! is an equal opportunity employer
with zero tolerance to corruption.