Grants & Budgets Manager Job in Kenya

Grants & Budgets Manager

Sector: Grants

Location: Kenya

Employee Type: Regular

Employee Category: Full Time


This position will provide high level grant and budget management for the IRC Somalia Grants Unit. The IRC Somalia Grants Unit acts as the formal coordination point between IRC departments, including programs, operations, finance and global headquarters.

Within this Grant Unit, the Grants and Budgets Manager will primarily oversee the budget management of the IRC Somalia portfolio and support the Grants Coordinator with program cycle management.

This includes leading standard grant specific meetings, reporting, and budget monitoring, as well as, implementing partner communications.

Organization, flexibility, leadership and initiative are all key attributes to this position as it often involves independently solving unique issues as they occur while managing competing deadlines.

Key Responsibilities:


  • Work closely with the finance team to maintain, update and develop budgeting and expenditure planning tools to ensure efficient planning and spending
  • Monitor the program budgets and expenditure in the IRC BVA system
  • Assist in realignment exercises as needed
  • Conduct review of budgeting and actual expenditures and develop guidelines to better estimate expenditures during budgeting
  • Consolidating budget inputs and linking to the donor format for onward review by the Grants Coordinator, Finance Controller and Regional

Finance Controller

Program Cycle Management:

  • Manage all donor reporting program cycle management schedules, and lead all program cycle management meeting including Grant Opening/Closing meetings, Budget v. Actual meetings, etc. and conduct follow up
  • Support the Grants Coordinator to develop, roll out and maintain program tracking tools to ensure all sector indicators report monthly progress, and identify and share gaps with project coordinators
  • Monitor grant-specific spending by budget holder
  • Create grants management documents for new grants
  • Create and manage M&E schedule and compliance overview for each grant


  • Lead reporting process, coordinating with in-country staff for updates and HQ for approvals before submission to the donor.
  • Ensure that reports to donors are submitted on time; that reports are coherent and accurate (quarterly, interim or final reports)


  • Support the coordination of proposal development, working with program staff and ensuring proper review at the HQ level, gathering input from technical coordinators, technical advisors, Research, Monitoring and
  • Evaluation manager, and the Regional Unit.
  • Review budgets, write budget narratives, edit proposals, and ensure proper proposal and grant management procedures are followed.
  • Liaise with NY and UK grant units in order to ensure proposals meet internal standards, apply IRC Program
  • Framework principles and are donor compliant
  • Participate in all internal program strategy meetings with senior management team
  • Support the realization of key grants-related milestones and activities within the Somalia Strategic Action Plan

Donor Compliance:

  • Ensure that grants are implemented in compliance with IRC and relevant donor regulations
  • Maintain and update all hard- and soft-copy grant files related to proposals.
  • Ensure that partnership and sub-grant related administrative processes and procedures are consistently implemented throughout the program, including pre-award compliance checks, agreements, and disbursements and reporting.

Training and capacity building:

  • Create staff training curriculums and presentations for reporting, BvAs and compliance
  • Offer training and capacity building to all IRC and local partners staff on program reporting and IRC program specific documents
  • Ensure that all staff are aware of and integrate the IRC outcomes and evidence framework into all programs
  • Keep informed on monitoring and evaluation techniques and support tools which can be shared with program staff.


  • Act as main point of contact for New York and UK offices, ensuring HQ staff are kept abreast of important issues affecting the country program’s portfolio.
  • Additional responsibilities as needed

Professional Standards:

  • IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, and Accountability.
  • In accordance with these values, IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Minimum Requirements:

  • Bachelor’s Degree in a relevant field ( International affairs, development, finance, accounting) with strong record of academic performance
  • At least 2 years of international work experience in the Africa region
  • Demonstrated experience in grants management  or program development
  • Advanced knowledge of working and budgeting in Excel
  • Working knowledge of USG (USAID/OFDA), European (ECHO, SV), DFID and UN donor regulations, procedures and compliance requirements
  • Professional report writing experience for major donors, including: ECHO, USAID/OFDA, UNICEF, UNHCR, SV and private funders.
  • In-depth understanding of grants management procedures the grants cycle, procurement and financial best practices is a strong advantage
  • Fluent in English, preferably conversational in a second UN language
  • Knowledge of the Somali language and context is a strong advantage, but not required
  • Able to work well both within a team and independently, in a challenging and fast-moving multicultural environment.
  • Good communicator with strong organizational, time management and analytical skills
  • Excellent computer skills and competency in Word, Excel and PowerPoint;
  • Excellent organizational skills and ability to determine priorities and meet multiple deadlines
    Willingness to travel to Somalia
  • International allowances are not available for this position

Apply on this link

Accounting and Finance, Business Administration, Project Management
Updated: March 16, 2017 — 1:18 pm