Grants and Partnership Coordinator - REF: GPC/08/02/2021
- Muchai Dr, Nairobi, Kenya
CARE International works around the globe to save lives, defeat poverty and achieve social justice. We put women and girls in the centre because we know that we cannot overcome poverty until all people have equal rights and opportunities.
CARE currently works in 100 countries, helping millions of the world’s poorest people find routes out of poverty.
Tasks and responsibilities
R 1: Grants Coordination, Contract, Compliance and Capacity Building
1.1. Develop principle recipient WROs contract agreements taking on board conditions of institutional assessments; ensure the contracts are reviewed by Grants Manager and Women’s Voices & Leadership Program Manager and facilitate signing by CARE country director and WROs representative.
1.2. Develop specific principle recipient WROs grants and contract management work plans and share these with the Women’s Voices & Leadership Program Manager for review
1.3. Work with partners to ensure the understanding of contractual clauses, support their development of actions (work plan) for implementing conditions in the grant agreement.
1.4. Support WROs in capacity assessment and contracting of partner WROs.
1.5. Develop reports and share with Women’s Voices & Leadership Program Manager highlighting risks and challenges foreseen on contract compliance during field visits and upon review of program reports, while identifying, recommending mitigation actions including and not limited to enforcement of contractual agreements, capacity development among others.
1.6. Document progress made against grants and contracts management work plans and Capacity Building plans on a quarterly basis ensuring to focus on emerging actions for follow ups and improvements.
1.7. Identify institutional gaps at partner level, discuss and develop conditions per partner and ensure that they are captured in partner contracts with clear timelines for meeting them and provisions for non-compliance, but also technical support required from CARE to improve on partner’s capacities.
1.8. Develop in consultation with the MEAL Coordinator field monitoring work plans and share these for review by the Women’s Voices & Leadership Program Manager and Grants Manager, and upon approval implement these, with a view to strengthening partners’ oversight, identification of risks and taking actions to minimize risks to grants underutilization and misappropriation.
1.9. Prepare field grants monitoring reports ensuring that you develop clear action points and timelines for follow up after field supervision visits and share these with the Women’s Voices & Leadership Program Manager and Grants Manager for review and further advice.
1.10. Proactively and timely identify financial and governance risks of individual partners and communicate these in writing to CARE’s management through the Program and Grants Managers.
1.11. Implement the operations manual, sub grants management, financial and sub grants policies and procedures to ensure effective CARE’s, partners and sub-contractors compliance to terms and conditions as well as systems and processes.
1.12. Support the principle recipient WROs to develop funds disbursement requests.
1.13. Provide technical capacity building for identified capacity building needs during sessions (on-site or workshop sessions) for partners and staff on grants management to enhance grants compliance and performance.
1.14. Consolidate and share list of program assets inventory held by partners and ensuring reporting as per donor requirements and CARE Kenya policies and regulations.
1.15. Ensure funds disbursement requests by partners are processed timely to facilitate timely disbursement of funds to partners and as per signed sub grants contracts and CAREs policies.
R 2: Budget Management and Partner Support
2.1. Support the program team in preparation and allocation of partners’ budgets, while ensuring that all partner scope is effectively budgeted, and are within approved budgets.
2.2. With technical support from the Women’s Voices & Leadership Program Manager, support partners in developing and operationalizing the program budget, grants tracking tool, and provide technical training for partner grants officers to ensure that all activities are accounted for in a timely manner.
2.3. Provide training and support to partners in budget tracking, cash advance management, procurement and reporting.
2.4. Provide training support to the Program team in the utilization of grants management templates and provide technical support during ongoing implementation to ensure effective CARE and partners’ budget management.
2.5. Undertake monthly review of budget utilization by partners and flag areas of under/overruns.
2.6. Support timely preparation of donor financial reports and all expenses incurred by partners and ensure they are dully accounted for before submission of reports to donors.
2.7. Provide support to partners for timely response to budget queries
2.8. Ensure effective implementation of all CARE financial and operational and administrative policies and procedures while undertaking budget management roles.
2.9. Attending program coordination meetings as shall be advised and as shall be relevant and upon consultation with line manager.
R3: Program Grants monitoring, evaluation and Reporting
3.1. Support the development of grants monitoring tools such as relevant forms and indicators for measuring compliance, field grants monitoring forms, budget tracking tools’, procurement plans and costed work plans and utilizes these in effecting monitoring and evaluation of performance of the grant to ensure optimal utilization and success of the program.
3.2. Support the development of progress monitoring reports on grants performance
3.3. Monitor partners’ utilization of grants monitoring tools developed for use by CARE and partners for the program and shares these reports
3.4. Review partner reports for accuracy and compliance and share timely feedback on any questionable costs/activities.
3.5. Review monthly expenditure statements generated by finance and advice on any adjusting journal entries.
3.6. Ensure timely submission of financial reports to CMP and donors as per contract requirements.
3.7. Support the Women’s Voices & Leadership Program Manager in the development of TORs for program evaluations and financial capacity building sessions to ensure that grants and financial components are well articulated;
3.8. support technical review of consultancy applications ensuring that concise assessment criteria is developed and operationalized;
R4: Partnership Strengthening, Technical Assistance, Knowledge management and learning
4.1. Support Women’s Voices & Leadership Program Manager in organizing partner review meetings while developing key points and grants performance review presentations to various actors in order to inform challenges, lessons learnt and promising practices for purposes of improving performance and knowledge sharing in the program.
4.2. Identify and program financial and governance related technical assistance needs for adressing capacity weaknesses based on capacity assessment reports and field technical support sessions; and support the development and implemention of capacity building (CB) and technical assistance (TA) plans.
4.3. Coordinate with other CARE Kenya program and Women’s Voices & Leadership Program Managers in informing learning and improvements on grants performance, partnerships coordination among key areas of institutional development.
4.4. Support the development of a system to identify and document grants management promising practices at the start of the program, organize partner review and sharing sessions, present program progress, lessons learnt and best practices to enhance the learning agenda in the Women Voices and leadership.
4.5. Support CARE’s achievement of strategic interventions as outlined in the strategic plan, program principles and other frameworks.
Bachelor’s degree in finance/accounting and CPA-K. Trainings on financial management and donor regulations are highly desirable.
At least 3 years of experience in similar capacity in grants making programs in reputable Non-Governmental organizations.
a. Familiarity with Financial systems and procedures and various donor rules and regulations.
b. Demonstrable program budget and grant management skills and experience
c. Ability and experience to develop and implement grant performance management and monitoring plans
d. Excellent inter-personal, facilitation skills and communication skills
e. Ability to work well in a team and provide staff leadership
f. Person of high moral character and professional integrity
g. Must expressly be supportive to girls and women’s empowerment
h. Training and facilitation skills
i. Coaching and mentorship skills
Normal working conditions in a city setup with significant (over 50%) travel to county program sites. The employee may have to contend with traffic congestion during peak hours in Nairobi. The employee will undertake frequent field visits sub-recipients program locations (over 50%) to verify financial information reported by partners and to Coordinator technical support and supportive supervision. This includes travel to remote areas and therefore has exposure to road travel and security risks.
Deadline to receive all applications will be on or before 20th February, 2021 at 5.00 p.m EAT.Only short listed candidates will be contacted.Canvassing will lead to automatic disqualification.
CARE does not charge a fee at any stage of the recruitment process. Qualified Female candidates are highly encouraged to apply. CARE has a commitment to gender, equity and diversity in our workplace and operations. CARE respects and values diversity and does not discriminate on the basis of race, sex, gender identity, sexuality, ethnicity, age, disability, religion or politics. This is reflected in our recruitment decisions which are made entirely through a transparent, merit-based selection process. All CARE staffs are required to comply with the Code of Conduct, Prevention of Sexual Exploitation and Abuse (PSEA) and Child Protection (CP) policies.