GRANTS OFFICER (REF: ACT/GO/30/2017) | ReliefWeb

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.

GRANTS OFFICER (Ref: ACT/GO/30/2017):

1.0 Job Summary

The Grants Officer will be based in Nairobi and will primarily ensure proper maintenance and functioning of the grants management system. This shall include monitoring the grants making and management process from solicitation through close out and ensuring proper compliance with all donor regulations.

2.0 Key Responsibilities

Specifically, the Grants Officer will be responsible for but not limited to:

Grants Making and Management

• Support in the solicitation process of potential grantees.


• Carry-out pre-award assessments of potential grantees to establish their level of capacity.


• Prepare grant documents (selection memos, negotiation memos, budget reviews, grant agreements, modifications, closeouts and related correspondences) Maintain Act’s grants financial tracking systems and share relevant information with concerned parties as appropriate.


• Undertake regular financial reviews and give appropriate recommendations to grantees on areas that need correction or improvement in their systems and procedures.


• Prepare grant modifications for cost/program changes where need be.


• Ensure the timely and proper close-out of grants.

Reporting & Monitoring (Financial and Programmatic)

• Review financial reports from grantees to ensure financial compliance against grant budget.


• Review cash requests from grantees to ensure the amounts requested are reasonable and within approved budgets.


• Review all partners’ deliverables to ensure grant compliance provide feedback as appropriate.


• Assist in the compilation of data and preparation of monthly, quarterly, and annual reports.


• Regularly visit the partners to conduct compliance reviews and provide mentorship as necessary.


• Ensure that all partners’ expenditures comply with the final and approved budgets (i.e. budgetary controls).


• Conduct monthly reconciliations with Finance department to ensure grant and finance records are up to date.

Filing and Administration

• Maintain and update hard copy grant and working files. Slots within these files should be clearly labeled and organized for ease of reference.


• Open 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.

Financial Management

• Assist in budget preparation for the CSOs consistent with their project proposals.


• Prepare indicative budgets for all planned new work.


• In consultation with the finance officers track budgets to ensure compliance with Act! and donor funding guidelines and requirements.

3.0 Qualifications, Experience & Personal Requirements

3.1 Academic qualifications

A Bachelor’s degree in Commerce, Accounting or related business field.

3.2 Professional Qualifications

At least CPA II professional certification.

3.3 Experience

. At least Three (3) years’ experience supporting administration of grants and contracts.

· Previous work experience in grants or finance related field especially on USAID, SIDA and DFID funded projects.

3.4 Essential Skills & Competencies

· Willingness to travel extensively within Kenya, work extended periods in the field and interact effectively with local communities and willingness to learn new approaches.

· Good negotiation and problem solving skills.

· Good analytical, interpersonal and communication skills.

· Highly proficient in MS Word, Excel, Access, Power-Point and applications and use of internet for research purposes