Sub-Grants and Finance Officer -East Africa Land Border Programme

The purpose of this job is to oversee financial accounting and grant management within the Finance
department. Reporting directly to the Executive Director, this position is responsible for establishing
and maintaining robust financial systems and delivering timely financial management reports to
support decision-making for KCDF program activities.

Knowledge, experience and qualifications required

• Undergraduate degree in finance, business administration, or a related field.

• Certified Public Accountant (CPA, K) or ACCA qualification.

• Minimum of ten (10) years’ relevant working experience in a similar position in a comparable

organisation

• Minimum of five (5) years of experience reporting to the senior management team and board

members.

• At least five (5) years of experience in managing a team.

• At least ten (10) years of experience in coordinating audit activities, managing reporting, budget

development and analysis, accounts payable and receivable, general ledger, payroll, and

accounting.

• Solid understanding of financial management, fund accounting, and grants management.

Responsibilities

1. Financial Management

• Oversee the financial and grant management functions within the Finance department

at KCDF.

• Establish and enforce accounting standards to ensure compliance among team

members.

• Supervise the maintenance of the General Ledger and review all ledger reconciliations

and journal entries.

• Review payments before submission to the bank and act as a designated signatory to

KCDF bank accounts in accordance with the bank mandate and internal approval

levels.

• Coordinate and consolidate the KCDF Annual Budget with input from respective

Heads of Department and support budgeting for funding proposal development.

• Ensure the production of regular financial reports, including bank reconciliations,

monthly management reports, motor vehicle expenditure reports, and staff medical

expenditure reports.

• Manage the financial information system to produce reliable management reports that

facilitate decision-making by the management and Board of Directors.

• Collaborate with KCDF's internal and external auditors to facilitate audits at minimum

cost to the organisation.

• Assist the program department in the preparation of funding proposals, ensuring the

financial aspects are sound, accurate, and comprehensive.

• Develop and regularly review finance policies and procedures.

• Contribute to the overall strategic achievements of the foundation.

2. Grants Management

• Implement and ensure understanding and compliance with grants management
policies, rules, and procedures throughout KCDF's work.

• Participate in the periodic review and update of grants management tools and

processes.

• Ensure adherence to KCDF's grants management policies in partner selection.

• Oversee the tracking of the grants pool, monitoring obligations from donors and to

grantees to prevent overcommitting funds.

• Maintain all grant management documentation and mandatory records according to

KCDF's and donors' standards.

• Conduct pre-award risk assessments on potential grantees in collaboration with the

program teams.

• Ensure timely and accurate completion of grant modifications for program changes.

3. Capacity Development Coordination

• Provide periodic technical support to all grantees to strengthen their capacity to

manage grants effectively.

• Coordinate the inception period grants management training for new grantees and

provide refresher training for existing grantees on donor and KCDF's policies and

procedures.

• Coordinate training workshops in collaboration with the Program, M&E, and Capacity

Strengthening teams
4. Financial Reporting and Monitoring (Financial and Programmatic)

• Prepare and analyze accurate monthly financial and management reports.

• Submit accurate, complete, and timely management reports.

• Coordinate the preparation of audited financial statements.

• Review grant disbursement requests in collaboration with the program to ensure

compliance with approved program descriptions and budget documents.

• Support periodic field-based reviews of partners' records and progress.

5. Compliance Management

• Ensure understanding of and compliance with all donor award conditions, guidelines,

and procedures at the KCDF and grantee levels.

• Regularly review partners' procedures to ensure compliance with sub-award conditions

and regulations.

• Coordinate investigations of suspected grantee financial violations

6. Staff Supervision

• Provide leadership for the performance management of Finance Staff.

• Offer mentoring and technical support to finance staff.

• Ensure all finance staff have clear work tasks in line with their job descriptions and

conduct annual performance appraisals.

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