Vacancy title:
Grants Associate

Jobs at:
Amkeni Wakenya

Deadline of this Job:
05/05/2018

Duty Station:
Nairobi,Kenya
JOB DETAILS:
This position is for Kenyan Nationals Only
Background Amkeni Wakenya is a grant management facility established by UNDP for supporting civil society organisations working in the area of democratic governance.
Established in 2008, Amkeni Wakenya has supported more than 200 organisations across the country from small grassroots-based community organizations (CBOs) to national-level NGOs to engage with national institutions such as Government ministries and Constitutional Commissions in shaping public policy. Some of the notable governance processes to which Amkeni Wakenya has contributed include promoting national healing and reconciliation following the 2007/8 post- election violence; Civic education in the run-up to the 2010 Referendum on the Constitution, Civic education on the 2010 Constitution, and civic and voter education on the 2013 general elections and the transition to devolved government.
Amkeni Wakenya has adopted an integrated approach in the form of grants, capacity building and knowledge management. Amkeni Wakenya’s four- year (2015 – 2018), strategic plan introduces a new devolved phase of the project with the head office in Nairobi and six regional offices across Kenya. It makes implementation of the 2010 Constitution of Kenya the central framework on the basis of which all CSO projects will be supported.
Guided by the United Nations Development Assistance Framework (UNDAF) (2014- 2018), UNDP’s Country Programme Document (2014 – 2018,) the UN system- wide approach, and Kenya’s Medium- Term Plan II, the project will focus on devolution, human rights, access to justice, civic education & extractive industries and promote the following strategic themes:

• Enhancing Access to Justice and realization of Human Rights;
  
• Promoting rights- sensitive Devolved system of governance;
  
• Promoting an enabling environment for CSOs in the country; and
  
• Enhancing the capacity of CSOs to respond to contemporary governance issues in the Extractive Industries.
  Under the guidance and direct supervision of the Project Officer, the Grants Associate works closely with the project team to provide timely information & inputs on grants from the regional office. These strategic inputs inform the redesign of better calls for proposals, grants processes and established grant management approaches. The Grants Associate within the regional offices will provide back-up support to each other during periods of absence from the office.
  Duties and Responsibilities Summary of Key Functions:
  
• Grant Management Support at the Regional Office
  
• Project Operational Support
  
• Programme Implementation
  
• Administrative Support
  Support Grant Management at the Regional Office by:
  
• Evaluate calls for proposals for first level quality assurance and provide recommendations to the Project Officer
  
• Verify the budget for the proposals against approved amounts
  
• Ensure proper documentation and filing of Implementing Partner documents (forms, signed contracts, work plans, budgets, grants assessment reports, M&E frameworks, correspondence)
  
• Undertake regular monitoring and evaluation spot checks to ensure that all expenditure/payments by Implementing Partners are adequately documented and adheres to established guidelines
  
• Guide/share knowledge and information with Implementing Partners on acceptable accounting principles and procedures
  
• Track monthly expenditure statements from the Implementing Partners; take action when expenditures seems to exceed approved budgeted amounts
  
• Collect expenditure profiles for each of the Implementing Partners and only recommend further releases of disbursements on the basis of adequate documentation and justification; Monitor and track disbursements/advances to Implementing Partners on a monthly basis
  
• Produce a monthly summary spreadsheet per Implementing Partner on the financial status of the project for review by the Program Specialist
  
• Guide Implementing Partners in preparing budgets which are compliant with UNDP’s financial rules and regulations
  
• Ensure that Implementing Partners adhere to the UNDP’s standards of procurement
  
• Provide financial information on Implementing Partners for audit purposes
  
• Participate in capacity building and orienting implementing partners
  
• Prepares and shares with the Programme Specialist monthly reports of project and operational performance issues, constrains for discussion and resolution
  
• Maintain grantees files
  Project Operational Support
  
• Prepare payment vouchers, record and post transactions in Atlas including travel claims and requisitions
  
• Provide inputs to preparation of donor and financial reports from the Regional Office position
  
• Maintain regional office budget expenditures and monitoring tables
  
• Perform financial monitoring including performing spot checks
  
• Prepare supporting documentation for payment approvals at Headquarters(National Office) level by the Programme Finance Associate
  
• Assist in the analysis of financial data upon request
  Programme Implementation
  
• Support the coordination of all capacity development activities within the Regional Office. Maintain proper documentation for all capacity building assessment activities planned and conducted in the region for record and audit purposes
  
• Support to M & E function by carrying out regular visits to implementing partners, identifying gaps, participating in filling of gaps, responding in a timely manner to Implementing Partner queries on grants
  
• Collect success stories and other communication products for consolidation and dissemination by communications and knowledge management specialist
  Administrative Support
  
• Provide logistic support to the project for trainings, workshops, conferences and meetings (review of invoices, verification of participants list, payment of DSA/Transport allowances to participants etc.)
  
• Order office supplies and keep inventory of high-value items
  
• Act as leave focal point for the assigned for the office
  
• Manage mail receipt and distribution
  Competencies
  Core
  
• Innovation-Ability to make new and useful ideas work
  
• Leadership-Ability to persuade others to follow
  
• People Management-Ability to improve performance and satisfaction
  
• Communication-Ability to listen, adapt, persuade and transform
  
• Delivery-Ability to get things done
  Technical/Functional
  Building Partnerships – Maintaining information and databases
  
• Maintains databases of implementing partners and donor information
  
• Tracks and reports on mobilized resources
  Job Knowledge/Technical Expertise – Fundamental knowledge of processes, methods and procedures
  
• Knowledge of grant management principles
  
• General knowledge of finance and budgeting
  
• Sound understanding of programme cycle management
  
• Demonstrates good knowledge of information technology and applies it in work assignments
  Promoting Organizational Learning And Knowledge Sharing – Basic research and analysis
  
• Researches best practices and poses new, more effective ways of doing things
  
• Identifies and communicates opportunities to promote learning and knowledge sharing
  Planning, Organizing and Multi-Tasking
  
• Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
  
• Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines
  
• Demonstrates ability to quickly shift from one task to another to meet multiple support needs
  Results -Based Programme Development and Management – Contributing to results through provision of information
  
• Provides information for linkages across programme activities to help identify critical points of integration
  
• Provides information and documentation on specific stages of projects/programme implementation
  
• Provides background information to identify opportunities for project development and helps drafting proposals
  
• Participates in the formulation of project proposals
  Client Orientation- Maintains effective client relationships
  
• Reports to internal and external clients in a timely and appropriate fashion
  
• Organizes and prioritizes work schedule to meet client needs and deadlines
  
• Responds to client needs promptly
  Required Skills and Experience
  Education:
  
• Secondary Education, with CPA II or any other equivalent professional certification in Finance or Accounting. A University degree in accounting, finance or business administration or other related field would be an added advantage.
  Experience:
  
• 5 years of financial management of donor funded projects or experience in project management and related fields
  
• Experience with grant management, including pre-and post-award management, financial analysis and budgeting is highly desirable
  Language Requirements:
  
• Fluency in English and Swahili
  Other:
  
• Knowledge of Accounting Software
  
• Experience in the usage of computers and office software packages
  
• Experience in handling of web based management systems and ERP systems, preferably PeopleSoft
  
• Knowledge of IPSAS and/or IFRS is highly desirable
  Job application procedure
  Submit your CV and Application on Company Website : Click Here