Assistant II, Grant Finance

About This Role

• To provide core financial support, payment validation, documentation compliance, and day-to-day administrative accounting services for the EU-funded
  
• project (Sheria ya Vijana), ensuring strict adherence to EU donor regulations, Barnfonden guidelines, and ChildFund International financial policies.
  

Required Experience and Education

• A Bachelor’s degree in Commerce, Accounting, Finance, or a related field.
  
• Minimum Foundational level completion in the CPA (K) / ACCA qualification process.
  
• Minimum of 3 - 4 years of hands-on experience in financial administration, voucher verification, and documentation management, preferably within an INGO environment.
  
• Direct experience handling EU-funded projects or large institutional grants is a distinct advantage.
  

Primary Responsibilities

Project Financial Management and Coordination

• Manage and oversee the day-to-day financial operations of the project in compliance with EU rules, Barnfonden policies and national legislation.
  
• Support the budgeting, forecasting, and financial planning process across the Consortium ensuring alignment with the approved budget.
  
• Prepare quarterly and annual financial reports for internal use and EU submission in coordination with the Grants Manager, including compiling partner reports and Barnfonden financial reports to aggregated project reports.
  
• Support project audits by preparing and organizing documentation, maintaining audit trails, and addressing auditor queries.
  
• Ensure compliance with EU grant conditions including eligibility of costs, visibility requirements and procurement regulations.
  
• Coordinate with Sweden-based finance and grants team to ensure alignment with organization accounting and reporting procedures.
  

Partner Financial Support and Sub-granting

• Manage partner organizational assessment and follow-up with support from the project team in Kenya and Sweden.
  
• Provide capacity-building support to partners on financial reporting, documentation and compliance with EU requirements.
  
• Review partner financial reports.
  
• Monitor expenditures across cost categories and partner budgets to ensure they remain within approved limits and flag any deviations.
  
• Participate in field visits and financial spot-checks to assess financial performance and compliance of partners.
  
• Provide on-going mentoring and coaching to project partners to strengthen their financial systems and controls.
  
• Document capacity building outcomes and share findings with the Grants Manager and Project Manager.
  
• Assist in development and management of the Financial Support to Third Parties (FSTP) framework (including selection process, contractual and financial management, financial reports, and supporting documentation).
  

Procurement

• Support the Kenya project team in procurement planning, documentation and compliance checks.
  
• Work closely with project staff to ensure all financial documentation (e.g. quotations, purchase orders, contracts and payments) are correctly recorded and stored.
  
• Review consultant and contractor invoices and verify deliverables before payment processing.
  
• Liaise with Sweden-based finance team to ensure timely processing and follow-up on payment approvals.
  

Financial Monitoring and Learning

• Regularly track financial performance against budget and highlight risks, under-spending or over-spending trends.
  
• Participate in project review meetings to provide financial updates and support evidence-based decision making.
  
• Contribute to financial lessons learned, particularly around partner support, sub-granting, and EU compliance.
  
• Maintain updated financial templates and training materials for internal and partner use,
  

Others

• Assist the Project Coordinator and project team in tracking routine activity expenditures against the project budget.
  
• Track local accountabilities, working advances, and travel claims, ensuring timely liquidations by project staff and partners.
  
• Performa any other finance-related tasks as required by the Project Manager, Grants Manager or Project Coordinator.
  
• Remain alert and responsive to any safeguarding, anti-fraud and anti-corruption risks.