Finance and Grants Coordinator - CEN

THE ORGANISATION
Founded in 1937, Plan International, Inc. ("PII") is a globally recognized non-profit dedicated to advancing children's rights and gender equality in both humanitarian and development contexts. With over 80 years of experience, Plan International addresses the root causes of challenges faced by girls and vulnerable children, working in 70+ countries. The organization collaborates with children, young people, supporters, and partners to create a just world, acknowledging that the potential of every child is often hindered by poverty, violence, exclusion, disasters, and discrimination.
 

PLAN INTERNATIONAL KENYA
Plan International Kenya (PIK), operational since 1982, focuses on long-term development. Collaborating closely with local communities and governments, with a work force of 250 staffs and annual budget of $ 16 million, PIK implements programs to enhance the well-being of children, girls and young people in geographic focus of Nairobi, Machakos, Kajiado, Tharaka-Nithi, Siaya, Kwale, Kilifi, Homa Bay, Kisumu, Tana River, Turkana, and Marsabit.

Under the current Country Strategy (July 2021 – June 2026), PIK aims to end teenage pregnancies and gender-based violence against girls. This goal will be achieved through the following thematic pillars. strategic objectives:
1.    Sexual and Reproductive Health and Rights (SRHR): Improve access to SRHR services and information to reduce teenage pregnancies and harmful practices in Kenya.
2.    Prevention and Response to Gender-Based Violence: Ensure functional child and girls' rights protection mechanisms to prevent and respond to all forms of violence and abuse.
3.    Protecting Girls and Young Women in Crisis and Climate Change Adaptation: Minimize the impact of disasters on girls, young women, families, and communities.
4.    Youth-led and Innovative Partnerships for Job Creation: Build a stronger ecosystem for youth employment and entrepreneurship, particularly for vulnerable young women, fostering job seekers and creators. 
 
ABOUT THE ROLE
The Finance and Grants Coordinator is responsible for ensuring effective financial management, compliance, and coordination of grants and sponsorship systems across the Central, Eastern, and Northern (CEN) Program Area. This role involves monitoring budgets, analysing expenditures, and supporting local partners to meet compliance standards. Working closely with the Urban Programme Manager, Finance and Grants Manager, and other stakeholder, the Finance and Grants Coordinator ensures adherence to Plan’s policies and donor requirements. 
The position holder will also support in development, implementation, and monitoring grants and sponsorship budgets.
 

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

Award and grants portfolio management (30%)
•    Support project specific budgeting in liaison with the Country Finance and Grants Manager (CFGM), Grants Compliance Coordinator and National Office (NO) contact persons
•    Conduct regular grants monitoring for the projects and ensure individual grants performance are being tracked effectively, and that risks and issues are being recognised and action taken.
•    Provide regular reports on grants performance to the project Urban Program Manager, Project managers and & Country Finance and Grants Manager.
•    Support in the annual planning processes at projects level
•    Capacity building of local partner in grants portfolio management and donor compliance.

Monitoring and analysis of grants 25%
•    Track and identify NRGRANT and DUMMY expenditures and ensure timely reversals are done before the closure of the month
•    Monitor and analyse activities regularly and work with Project Managers to resolve any issues identified in specific project
•    Co-ordinate with Project Managers and CFGM to ensure budgets are correctly allocated and phased in.  
•    Prepare projects Budget Verses Actual Reports and consolidation on monthly basis.
•    Support finance in grants reconciliations
•    Conduct project field and partner visits and spot checks

Assessment and compliance of systems, processes and partnerships 15%
•    Work with project teams and partners to ensure adherence to both donor and Plan processes and procedures 
•    Support in grants mapping, central filing and updating grants information in the grants management system 
•    Participate in due diligence for implementing partners and review MOUs.
•    Conduct capacity building for partners on donor requirements
•    Coordinate grants “Kick off” meetings at project level.
•    Support timely close out processes for projects.
•    Provide information during grants audits and compliance reviews at project level.
•    Support in the preparation and review of project grant reports and liquidation of funds. 

Finance Processes and Reporting: 25%
•    Prepare and deliver timely financial reports as per agreements and donor guidance.
•    Prepare fair-share allocations for all projects in the Hub.
•    Support in the consolidation of the budget forecasts
•    Participate in the annual planning and budget processes
•    Support in the preparation of monthly financial management reports
•    Support in the review of GL postings and accuracy of balance sheet accounts
•    Work with project team to ensure adherence to both donor and Plan processes and procedures
•    Review grants payment requests and related transactions to ensure accuracy and compliance with Plan Policies and donor conditions
•    Process all project advances and approved liquidations in ERP.
•    Capacity building of local partner in financial report. 
•    Review of partner financial reports and subsequent disbursement requests

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) (5%)
•    Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
 

Others (5%)
•    As assigned by the supervisor
 

LEADERSHIP COMPETENCIES
•    Courageous, taking a lead, challenging myself and others to achieve purpose, safeguard others and role model values, inside and outside work. Responsible for my work and learning, striving to improve. Self-aware, resilient and constructive in embracing change. Striving to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. Challenging myself to be bold, courageous, responsive, focused and innovative.

•    Respecting all people, appreciating differences and challenging inequality in programmes and the workplace. Supporting children, girls and young people to increase their confidence and to change their own lives. 

•    Understanding Plan International’s purpose, priorities, values and approaches in our work context. Adhering to relevant policies, processes, practices and standards, and being pro-active in continuing technical and professional development
 

BUSINESS MANAGEMENT COMPETENCIES
•    Understands relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan's purpose, values, and global strategy
•    Manages legal and reputational risk including risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and Security.
•    Managing activities and resources including skills in planning and organising, financial and project management.
•    Managing people and information including skills in communication skills, both speaking and writing, and digital working, including personal digital skills.
 

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
Qualifications/ experience essential:
•    Bachelor’s degree in finance/accounting related courses.
•    CPA (K) or other professional qualification in accounting
•    Minimum 5 years’ experience in grants management or a similar role in INGO
•    Experience in award portfolio management and knowledge of major donors’ (USAID, DFID, Global Affairs Canada, EU, etc.) compliance requirements 
•    Experience in supporting program teams
•    Problem solving skills to identify and lead the resolution of issues
•    Strong communication (written and spoken), and interpersonal skills
•    Providing capacity building of partner organisations

Click on the following link to access the full Job Description:

JD Finance and Grants Coordinator, CEN.pdf

Location: Nairobi 
Reports to: Urban Program Manager
Closing Date: 13th November 2024

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.
 
We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
 
Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.
 
We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.
 
Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.
 
A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures. 
 
Disclaimer: Plan International is an equal opportunity employer and does not discriminate applicants on any basis. We also do not charge Job seekers any fees at any point of the recruitment process.