Key Responsibilities
Organize and disseminate key budget and grant information.
- Receive from PD and Development teams all documentation relating to new Awards and Modifications, summarize key donor conditions on a Grant Data Sheet and distribute appropriate key information to the Finance staff, the Program team, Management Systems team, and the Program Design team in a timely manner.
- Update the Grants folders with the awards information e.g. agreement, financial reports, budget, invoices, evidence of payment etc.
- Provide capacity building to Program staff, Field Finance staff and Partners on key donor contractual requirements and AWF policies.
- Proactively disseminate information about up-coming grant milestones (grants coming to an end, reports due, grants closed, etc.) to respective staff to ensure compliance with the grant conditions.
- Support PD team in cost proposal development.
- Support in budget amendment and cost modifications assigned by supervisor.
Budget Management and Analysis
- Review and perform real-time maintenance of the Grants and Budget Ledgers by ensuring the two ledgers are reconciled to harmonize Donor approved budget vis a vis AWF internal work plan budgets.
- Reconcile sub-grant General ledger ensuring the balances are current, accurate and match the Partners’ received financial reports
- Post budget adjustments in the Budget ledger on a timely basis.
- Administer Unanet timesheet system, ensuring timesheet updates and adjustments are in accordance with the most updated organizational approved operating budget and maximizing on available restricted award budgets.
- Tracking and posting monthly in-kind/matching contribution documentation for grants with matching requirements.
- Ensure that spending that does not align with approved budgets is reclassified in the accounting system promptly.
- Assist in performing cost-benefits analyses to compare operating programs and review financial requests. participate in quarterly monitoring meetings with program teams to review staffing, budgets, and program implementation with a view to track potential risks, constraints, or impediments to grant implementation.
- Provide expert recommendations to Management to mitigate risks.
- Assist with maintenance of system budget controls (Budget rules) and workflow (approval rules).
Grant financial management and Compliance
- Run and share monthly grant spending reports and analyze for correct spending pattern and compliance to donor budgets; flag them to the Senior Manager, Cost Proposal & Grants, and respective Program Implementors or donor point of contact on any key highlights requiring action.
- Run monthly grants receivables and advances to ensure accurate and timely donor invoicing, drawdowns and reconciliation is done.
- Ensure all grants` spending is on track and provide reports on any budget risks promptly.
- Support the Grants’ close-out processes to ensure that grants are closed out within budget and the established timeframes.
- Assist in completing accurate and timely monthly grants close out checklist.
- Assist in the preparation of donor reports for final review and sign off by relevant staff.
- Carry out monthly grant transactional review for compliance with donor regulations.
- Conduct continuous grant/sub grant field compliance reviews and capacity building of AWF field staff and sub grantee staff on compliance requirements.
- Assist with grant audits by preparing the required schedules, providing documents as requested by auditors and reports for review.
- Updating the Grants Folders in Box monthly.
- Maintain a schedule of grant invoicing and ensure grants are invoiced timely, invoicing documentation are shared with the Finance team and filed in the Box, Grants Folders.
- Perform reconciliation on award budget in Netsuite/Pyango as per award agreement for public awards and reconciliation of private awards as per Net asset report.
- Prepare monthly Grants receivable schedule and tracking timing of cash receipts and proactively advise Senior Manager Cost Proposal and Grants where delays in payments are anticipated.
Financial Reporting
- Run, analyze, and disseminate monthly budget management reports to all Budget Managers
- Develop and maintain a Grants Milestone of financial reporting requirements and other performance requirements with related deadlines for each grant and contract agreement and dissemination of such milestones to teams for forward planning.
- Post grants budget and expenses especially on sub-grant in the NetSuite general ledger.
- Communicate significant budget variances and trends to relevant budget managers, prompting additional action by the project management team where warranted.
- Prepare monthly cost match reports.
Other Duties
- Assist in Grants and compliance with donor rules and regulations.
- Prepare and assist in developing ad hoc reports or cost analysis.
- Any other relevant duties as assigned by supervisor.
Requirements and skills
- Bachelor’s degree in accounting, Finance, Business Administration, or related field.
- Be a holder of CPA (K) certificate.
- At least 5 years of relevant working experience, at least within a donor funded nonprofit organization.
- Solid knowledge of grant management principles, including U.S. government funding, European Union, and German donors.
- Experience communicating financial information to a non-financial audience.
- Ability to organize and present issues in a clear, concise, and logical manner.
- Ability to manage competing priorities, exercise good judgment, and quickly identify and resolve problems with minimum supervision.
- Excellent organizational skills, attention to detail and ability to multitask in a fast-paced environment.
- Ability to manage sensitive and confidential matters with the highest level of professionalism.
- Ability to provide good customer service with patience and a sense of urgency.
- Must have excellent interpersonal skills with the ability to interact professionally with staff, partners, and donors.
- Willingness to travel, sometimes to remote areas.
- Interest in learning and understanding conservation programs.
- Financial management system experience.
- Ability to speak, read and write in French is an added advantage
- Experience in using Netsuite accounting package is an added advantage
- Strong technical skills, including MS Excel, and ability to navigate within accounting systems and other databases.
go to method of application »
Key Responsibilities
Monitoring, Evaluation and Learning:
Under the direction of the Chief of Staff, and in close collaboration with the executive team, lead the operationalization of an updated monitoring, evaluation, and learning (MEL) approach that sets clear annual, medium- and long-term institutional targets and drives an organization wide focus on metrics, adaptive management and accountability. As a core team leader, the SDMI will:
- Lead a cross functional MEL team that will collaborate to define metrics, analyze performance, and lead institutional conversations about impact and adaptive management.
- Integrate metrics into the performance management system and project level monitoring institution wide and maintain regular and frequent reporting to AWF leadership and external stakeholders.
- Ensure M&E process meets international best-practices standards, fulfills donor requirements, and adequately monitors and evaluates the organization in the context of AWF’s strategic vision.
- Drive AWF learning agenda to foster development and use of best practices and improve outcomes. Help create a culture of sharing this knowledge among staff and grantees.
Strategic Planning:
Working closely with the Chief of Staff, the SDMI will facilitate strategic planning meetings of the executive and senior leadership teams, project manage and track implementation as well as work across all parts of the organization to develop alignment around strategy and delivery on institutional metrics. Specifically, the SDMI will:
- Plan and lead cross functional meetings, collaborating closely with the CoS on executive and senior leadership meetings, working with a great deal of independence with department leads;
- Prepare reports and present analysis for the Board of Trustees, working closely with the executive team.
- Collaborate with the Brand team to develop high quality materials that reflect the strategy, including impact against AWF’s Theory of Change.
- Represent AWF to external audiences.
- Ensure that the budget process and fundraising priorities are aligned with strategy by engaging directly in both.
Institutional Initiatives:
The CEO’s office is accountable for strategic and institutional level priorities envisioned to drive the organizational vision. The SDMI will often serve as lead to these initiatives, requiring a high degree of leadership, expert project management and collaborative workstyle. Current priorities that may be led by the SDI include:
- Implementation of an Account Management Framework designed to ensure effective delivery of donor funded projects that execute strategy and lead to solid financial management, including proper stewardship of donors.
- Definition of and internal alignment around Priority Unfunded Needs to guide fundraising action.
- Strategic partnerships with external institutions designed to scale AWF’s vision.
- Pilot projects intended to explore new areas of implementation that are key to AWF’s growth.
- Given the strategic insight the SDMI will have on the organization’s priorities and future vision, this position will be highly visible, serving as a thought leader for the organization and a key partner to every division. The position will require extensive international travel throughout Africa and in donor/partner countries.
Requirements and skills
- Bachelor’s degree in business administration, Strategy, Project Management and Monitoring and Evaluation
- At least 10 years’ experience consistent with the responsibilities outlined above.
- Excellent knowledge of impact measurement
- Strong report writing and presentation skills.
- Strong facilitation and organization skills
- Strong interpersonal skills
- Demonstrated ability to work in a multidisciplinary and cultural environment.
- Outstanding interpersonal skills including the ability to build coalitions, negotiate, and manage conflict situations.
- Outstanding communication skills with ability to clarify strategy.
- Willingness and ability to travel.
- Knowledge of AWF and strong interest in Conservation
go to method of application »
The Operations and Systems Assistant, People and Culture will assist with the administration of the day-to-day operations and HR Systems support of the People and Culture department functions and duties. This includes filing, contract management, recruitment, leave administration, support the onboarding process and manage the HR systems. This position is based in Nairobi, Kenya but supports functions across all of AWF’s Africa based offices. This position will report to the Senior Manager, People and Culture.
The position will be for 6 months.
Responsibilities:
- Support in the management of employee records and contracts.
- Assist to coordinate various HR and people-related processes, such as: interviews, onboarding, exits, probation support/reviews, staff development and annual appraisals.
- Keep track of Africa and Europe recruitments and share the recruitment reports with the People and Culture Team on a weekly basis.
- Assist in drafting employment offer letters and contracts, including new contracts, amendments, and renewals. Facilitate all signatures and electronically files for fully executed documents.
- Analyze data and statistics for trends and patterns with attention to HR systems, recruitment, hiring practices, motivation, turnover, and compliance with employment laws and regulations in collaboration with the supervisor.
- Maintain HR information, generate reports to help management decisions and utilize automated practices wherever possible to maximize efficiency and minimize administrative duplication.
- Prepare reports of data results explaining findings.
- Minute taking in HR related meetings.
- Ensure compliance with data privacy regulations and best practices.
- Track probation reviews for new hires and send final review reminders to manager one month before the end of the probation period.
- Update the HRIS and other systems in real time.
- Ensure all statutory payments (NSSF, NHIF and HELB etc) are submitted by or before deadlines.
- Provide administrative support to the People and Culture department on a daily basis.
- Respond to employee queries in a timely manner.
- Support the maintenance of service level agreements and monitor performance against these, taking improvement actions where necessary.
- Support in processing HR invoices in liaison with the Finance team.
- Other relevant projects and duties as assigned.
Requirements and Skills
- Bachelor’s degree in Human Resources Management or related field.
- Member of IHRM.
- At least 2 years progressive experience in Human Resources.
- Experience working with HRIS systems. Familiarity with UKGPro (formerly Ultipro) is an added advantage.
- Proven experience in an international context.
- Experience of managing People Data and Metrics.
- Strong administrative ability, managing a complex and varied workload.
- Excellent organizational skills: able to multitask in a fast paced environment.
- Ability to provide good customer service with patience and a sense of urgency.
- Professional, diplomatic and thoughtful communication skills.
- French fluency will be an added advantage.
- Ability to manage sensitive and confidential matters with the highest level of professional.
- Good writing skills with strong organizational skills.
- Attentive to detail with good competence with Excel.
Gmail
Yahoomail