Administrative and Grants Officer 
Organization Overview 
Riley Orton Foundation (ROF) is a local community driven Organisation founded in 2010 and registered in Kenya. Our  mission is to alleviate poverty among marginalised girls and communities in Kenya through an integrated and coordinated approach that addresses holistic education, health, economic empowerment and life skills education to provide beneficiaries the agency to make sustainable changes for self- sufficiency. We envision girls and a community with the agency to realise their full potential. We achieve this by providing holistic education to rural girls and boys, reducing the gender and skills gap in STEM, and empowering young women through entrepreneurship training and mentorship. 

Role Overview 
As the Administrative and Grants Officer, based in Kisumu, Kenya, you will ensure accurate and efficient reporting through timely payments processing, cash flow management, financial reporting and assets management. You will also be responsible for coordinating with the Executive Director, Program Officers and volunteers to ensure that processing and reporting deadlines are fully met, financial controls and procedures are fully adhered to,  and ensure appropriate metrics for impact reporting to ‘restricted’ and ‘unrestricted’ funding sources. In addition, you will be tasked with providing communications, financial, accounting and grant support services in order to meet the needs of the organisation and the donors.

Duties and responsibilities 
I. Finance and Administration

• Ensure development, update and adherence to accounting policies and procedures at all office levels.
• Ensure all supporting documents for financial transactions are complete, accurate, and relevant and comply with ROF’s policies and regulations.
• Monthly review and verification of financial transactions/activities/documentation for accuracy, appropriateness and completeness and ensure full compliance of financial services and transactions with ROF rules, regulations, policies and recording and reporting systems.
• Filing statutory deductions including income tax returns with the KRA and annual returns with the NGO Board, as well as keeping abreast of all tax related developments.
• Supervise the management and accounting of all ROF’s fixed assets and inventory.
• Ensure continuous innovations, adoption of best practices and regular reviews of finance and accounting operations for optimal efficiency.
•  Maintain financial records/documentation and an appropriate and efficient financial filing system according to ROF’s SOPs 
• Support the preparation and monitoring of ROF grants through a monthly or quarterly budget monitoring/reporting process
•  Prepare monthly, quarterly, and annual consolidated financial reports
•  Advise on program financial and administrative systems and procedures
• Ensure administrative procedures in ROF are up to date, including the financial filing systems, human resource management records including staff leave, vehicle log systems, among others
• Provide staff with relevant Administrative and HR tasks support, including procurement, organising meetings and workshops, and travel requests support. 

II. Fundraising, Grants Management & Reporting:

• Prepare accurate and timely financial reports on grants for donors and internal management purposes.
• Review invoices and provide account codes, when appropriate, for proper project accounting.
• Ensure compliance of grants with ROF and donor policies/procedures.
• Ensure all relevant information relating to the grant is available on a timely basis and also grant documents from proposal to the final stage are properly filed.
• Liaise with the Program Officers to ensure that Project procurement plans are implemented within the budget timelines.
• Ensure that grant closure is being dealt with correctly and that no charges are made to closed grants.
• Review monthly budget variance reports and general ledger reports to insure that items are being charged to the correct programs and grants/contracts. Prepares correcting journal entries as required.
• Monitor spending/run rate against grants and awards on a monthly basis and provide information to program leads to adjust spending accordingly
• Prepare monthly expenditure analysis including accrual projections to determine where budgets are over and/or underspent. Coordinates meetings with program officers to review analysis, program changes impacting the budget, contract issues, etc.;
• Work with the Executive Director & program officers to ensure that the relevant team members - are familiar with the impact goals and grant implementation requirements for successful grant/funding applications.
• Work with the relevant teams to support applications for new grant budgets and provide relevant supporting documentation when required.
• Support the Fundraising and Communications team with identifying and evaluating new funding opportunities. 
• Outline agreed-on outputs for each successful grant/donation and work with the Programs
• Collaborate with the Program officers to ensure that outputs are scheduled into field operations within a timeline that fits the grant/donation requirements
• Maintain good ordered google drive folders containing all the grant/donation documentation, reports, and any other necessary materials linked to a grant/donation.
• Schedule all reporting needs for each grant/donation; collate information and draft text for grant reports in time for management and field teams to add their information and finalize. Send completed reports to donors before or on their due date. 

 III. Monitoring and evaluation:

• Work with the Program Officers to ensure all the metrics required to be reported back as a measure of grant/donation success are included in the Monitoring and Evaluation plans for the grant area and that necessary data is collected. 
• Assist the M&E team in monitoring and evaluating the value of grant funding and the costs incurred by management

 Relevant Qualifications and Experience

• Professional/academic qualification in development studies, project management, finance, accounting or Business Administration
• Accounting qualifications- CPA 2 / (K) or ACCA.
•  Relevant experience of minimum 2 years in finance management and administration 
•  Proven experience in institutional grant management and reporting 
• Fully versed and familiar with all Google drive and the advanced functionality of Google Sheets/Excel 
•  Familiar with accounting software, including QuickBooks
• Knowledge of non-government, foundational and corporate donor accounting;
• Able to correspond in English of the highest quality with all stakeholders
• Experience in preparing budgets, financial reports, and monitoring budgets 
• Extremely detail oriented

Skills and Behavioural Competencies.

• Strong Excel reporting skills.
• Excellent analytical, verbal and written communication skills;
• Integrity: Honest, above reproach and appropriate in actions / behaviour and transparent in conduct.
• Result Oriented/ Focused: Ability to consistently meet set goals. Focused and goal oriented and takes initiative.
• Professionalism: Application of ethics, principles, standards and expertise in all areas of work.
• Teamwork, Interpersonal Relations: Works well with others and listens to their opinions to achieve the desired goals.
• Multi-cultural fit & Respect for Diversity: Ability to work effectively, respectfully and inclusively with people from different backgrounds and with different perspectives is critical for all staff members.
• Communication: Ability to express oneself, share and exchange information clearly and in a timely style.
• Innovation & Creativity: Ability to generate new ideas and ways of working to continuously improve existing work processes, practices, concepts

Employment Terms & Benefits 
● 1-year renewable contract 
● Professional Development Opportunities
● Monthly salary commensurate with experience 
Note: - • Applications will be reviewed on a rolling basis; • Only Shortlisted candidates will be contacted • No application or interview fees are required. 

Application Process 
Qualified and interested applicants to send CV and Cover letter to [email protected] with the email subject indicated as “Administrative and Grants Officer” before 6 pm E.A.T by  Friday 16th December 2022.

Safeguarding & Ethics
Riley Orton Foundation Org is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse and will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to ROF Code of Conduct and values at all times. Team members are required to complete mandatory Safeguarding training  upon hire and on an annual basis.
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