JOB DESCRIPTION

INTRAHEALTH INTERNATIONAL, INC.

Title:Grants Officer / Geographic Location:Nairobi, Kenya / Job Level:6
Date:
August8, 2013 / Supervisor:Finance, Contracts Grants Manager / Supervisee:None

GRANTS OFFICER

PRIMARY RESPONSIBILITIES

The Grants Officer will provide Grants, Contracts and Sub-agreementssupport to the IntraHealth (IH), Kenya offices.His / her primary responsibility is to assist the Finance, Contracts & Grants Manager in reviewing and managing the grants financial reporting; and to ensure that grantees financial reports comply with USAID rules and regulations, Standard Provisions of grants agreement, and IH policies and procedures. S/he will also be expected to conduct field visits and build the capacity of the sub-awardees in grants management.

ESSENTIAL FUNCTIONS

Contracts & Grants Management:

  1. Provide support to sub-awardees/contractors to ensure that the donor rules and regulations are adhered to. This may entail providing orientation / training to sub-awardees/contractors on compliance requirements including USAID Rules and Regulations, IntraHealth International policies on sub-awards/contracts, generally accepted accounting practices, and good business practice.
  2. Review the sub-awardees/contractors invoices for accuracy and completeness on a timely basis, and in consultation with the Program Team Lead, ensure that the sub-awardees/contractors financialperformance is re-aligned with the programmatic deliverables.
  3. Participate in pre-award and post-award assessment process, develop action plans and monitor implementation of these action plans in a timely manner.
  4. Provide continuous mentorship and technical support to sub-awardees/contractors in a bid to build their capacity in grants and financial management.
  5. Ensure that sub-awardees/contractors submit the required reports promptly as per the terms of the contract and that they receive the necessary funds to carry out their scope of work in a timely manner.
  6. Monitor expenditure versus the approved budget and current obligation to ensure that sub-awardees/contractors do not overspend.
  7. Work collaboratively with Finance team and technical staff in monitoring sub-recipient /contractor performance to ensure compliance with the terms and conditions of sub-award/contract.
  8. Monitor the scholarship/loans program and provide periodic reports to Finance, Contracts & Grants Manager.
  9. Address problems or concerns with management of sub-awards/contracts in a timely and effective manner. A breach in the terms of the sub-agreement/contractshould be brought to the attention of the Finance, Contracts & Grants Manager promptly.
  10. Support the sub-award/contractors close-out process.
  11. Maintains up-to-date files of all partners (sub-awards, resource partners, regional training institutions, etc). These files should containcopies of sub-agreements, modifications, approved budgets, pre/post-award assessment reports, important correspondences, etc.

FinanceSupport:

  1. Provides support in the finance function of the office. This includespreparation of Advance and Travel requestsand supplier payments - ensuring accuracy, proper coding, completeness, appropriateness of supporting documents and adherence to IH, donor policies and procedures, standard accounting rules and, good business practice.
  1. In liaison with the Finance, Contracts and Grants Manager, support program teams in budgeting and assist with compilation of annual workplan and budget.
  1. Assist in the preparationof monthly cash advance request by the 23rd of every month in a bid to ensure availability of adequate cash to meet the programmed obligations and commitments.
  1. Prepare monthly sub-award/service contractsaccruals by the 30th day of each month and post the same to QuickBooks.
  1. Assist in the compilation of other regular and ad hoc financial reports that may be requested by USAID, CH, the Chief of Party, the Assistant Director-Finance, or the Finance, Contracts and Grants Manager.
  1. Jointly with the Supervisor, identify learning, training and mentorship opportunities.
  1. Perform other duties as assigned.

Education/ Experience Requirements:

  • Minimum of a bachelor’s degree in accounting, finance, or business administration and holder of CPA II or equivalent.
  • Minimum of three (3) years relevant experience in grants or contracts administration in a busy accounting department.
  • Working knowledge of USAID rules and regulations.
  • Experience in donor-funded organizations preferred.
  • Good interpersonal and capacity-building skills.
  • High integrity, honesty, respectful and team player
  • Ability to work with minimal supervision.
  • Excellent oral and written communication skills.
  • Ability to work under tight deadlines and to multi-task.
  • Ability to work under pressure.
  • Ability to mentor and coach colleagues lacking financial education/training.
  • Excellent skills using QuickBooks, Excel, and Access.
  • Proven abilities in managing grants and sub-awards.
  • Understanding of community development issues.

Revised August 8, 2013Page 1