Job Title: Grant & Finance Manager – CWS

Reports To:                            Finance Coordinator

Division :                                 CWS Kenya

Department :                           Kenya Country Office

Location:                                 Nairobi, Kenya

Grade Level:                            Grade 8, Manager, National

Introduction: Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement, and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability, or veteran status in employment or in the provision of services.

Primary Purpose:

The position is responsible for maintaining financial, accounting and grant support services in order to meet the needs of CWS Kenya. This position will work with business development team to initiate the process of planning and developing budgets for new grant proposals. In addition, this position is responsible for preparing financial statements, maintaining cash controls, providing financial reporting and analysis in support of grants and private funds. This position is expected to accurately account for project costs, thoroughly analyze variances to budget and clearly communicate these results to management and implementing teams. The position works closely with the Country Representative, Project managers, project officers and other staff in the Administration and Operations departments.

Essential Duties:

1. In coordination with finance coordinator and business development team, initiate and track the process of developing budgets for new grant proposals.
2. Promote accountability of grants processes, funds, compliance to funders requirements. Ensure they adhere to reporting timelines by developing and maintaining a grant tracking database to monitor the flow of grants.
3. Analyze financial transactions to ensure that they are correctly charged, and financial positions provided to funders are a true & fair representation of financial position.
4. Coordinate finance planning and reporting meetings with program management on current financial status of the projects by ensuring accuracy and correct coding of financial transactions and reconciliations of grants financial reports in the financial system.
5. Maintain financial and monitoring systems that comply with CWS Africa and Donors policies and country regulations in order to provide appropriate levels of security and controls over grants resources and all financial
6. Mitigate financial risks by ensuring appropriate internal controls are adhered by the implementing teams and the finance function.
7. In Coordination with Finance Coordinator, Carry out sub grantee financial assessment, financial compliance training, and regular financial
8. Review travel and activity advances and follow-up unsettled travel and activity advances with staff to ensure they are timely
9. In coordination with Finance Coordinator, Prepare and manage grant cash flow and expenditure projections in consultation with project manager to ensure smooth operation of the grant and timely implementation of
10. Monitor completeness of procurement documentation and procedures
11. Review grant procurement purchase requisitions for compliance with CWS and donor regulations
12. Advise Program Management on funds availability prior to authorization of procurement and payment
13. Maintain and update asset register, asset disposal and inventory control sheets to safeguard grant
14. Mentor and coach staff on grant financial policies, procedures and grants financial management in
15. Prepare timely and accurate monthly, quarterly, semi-annual and annually grant projects financial reports as per CWS and donor regulations and standards to assist Project Managers in evaluating projects’ financial
16. Prepares bank reconciliation statement on a monthly
17. In coordination with project manager, file and maintain all grant related information and
18. Maintain expertise with the GAAP, IAS, OMB circulars and other regulatory
19. Maintain an up-to-date financial system, with all financial
20. Management of all accounting records, ensuring they are complete, accurate and properly safeguarded.

1. Facilitate all audits by providing required documentation, provide or coordinate explanations required

Experience:

• 8 years of paid relevant work experience is required.
• Over 3 years’ experience with INGO and performing similar role in finance and grants is required.
• Experience in an INGO set-up with institutional/Government funding preferred.
• Working knowledge of grants accounting and financial management systems.
• Experience in sub-grantee/partner management to include capacity building

Knowledge/Skills

• Knowledge of Excel spreadsheets, ERP or similar accounting software
• Knowledge of fund and accrual accounting principles is
• Knowledge of grant management

Education & Certifications:

• Bachelor of Commerce in Accounting, Finance or related Business Degree
• Full professional qualification in CPA (K) /ACCA finalist /CIMA
• Proficiency with MS Office

Licensing/Certification:

• CPA(K)

Abilities:

• Ability to maintain the confidentiality and integrity of accounts and budget
• Ability to train and build capacity and provide backstopping to sub-grantees.
• Ability to communicate effectively both verbally and in
• Ability to follow instructions from the Supervisor with a positive and receptive
• Ability to conduct oneself in a professional and courteous manner to represent the best interests of CWS
• Ability to maintain a high performance standard with attention to
• Ability to work independently and contribute to overall operations at management level.
• Ability to manage a large and diverse workload under pressure with competing priorities.
• Ability to work well as a team in a multi-cultural environment while maintaining a high level of
• Ability to deal effectively and courteously with a large number of associates, outside agencies, applicants and members of the general
• Ability to carry out all of the duties of the position efficiently and effectively with minimal supervision;

Important Requirements:

• Strong English communication skills, both written and oral.
• Ability to work in a multi-cultural environment required.
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

Special Requirements:

• COVID Vaccination is required for all successful candidates.
• A Certificate of Good Conduct is required before the start of employment

• The candidate should be of good health, willing and able to travel extensively in often difficult conditions, and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for CWS Africa.
• Must be legally eligible to work in Kenya. Must have proof of Yellow Fever vaccination before traveling for CWS Africa. Employee will be entrusted with the receipt, custody and payment of money.
  This position requires use of laptops at all time, competence in Microsoft office packages is required.
• This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet demands of a dynamic operational program
• Background check which includes references and an educational and criminal check is required before the start of employment.
• A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
• Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying heavy loads.
• Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
• Full time

• All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic.