ABOUT THE ROLE

The Safe and Inclusive Cities Phase II (SAIC 2) is a multi-year programme implemented by Plan International Kenya in informal settlements in Nairobi and Kisumu. The project seeks to strengthen civil society organizations (CSOs) and empower young people, particularly young women, to actively influence urban governance and development processes, ensuring cities are safe, inclusive, and responsive to their needs. The project aims to strengthen youth civic engagement, improve access to SRHR information, enhance protection from SGBV, and promote youth economic empowerment through skills development and access to decent income by supporting youth-led green enterprises and initiatives to grow and become greener, while fostering climate resilience and social accountability in urban spaces. SAIC 2 is implemented through partnerships with 11 partners, including both technical partners and youth-led organizations, with a further 12 youth groups under the Youth Climate Action Accelerator (YCAA) to be onboarded in 2026. The project relies heavily on effective grant management, financial accountability, and partner capacity strengthening to ensure project objectives are fully met, resources are well managed, donor requirements are complied with, and youth-led initiatives achieve sustainable impact.

Geographic locations and target group: The project is implemented in informal settlements in Nairobi (Kibera, Mathare, and Huruma) and Kisumu (Nyalenda and Kondele). The target groups are project implementing partners and youth-led groups under YCAA.

The Grants Officer will support the effective implementation of the SAIC 2 project through high-quality grant and partnership management. The role will ensure that funds allocated to implementing partners and youth-led groups under YCAA are disbursed in a timely manner, properly monitored, and fully liquidated in line with donor requirements, Plan International policies, and SAIC 2 programme objectives. Working closely with the project and finance teams, the Grants Officer will review partner budgets and financial reports, support management of grant agreements, and strengthen partners’ financial management and compliance capacities through hands-on mentorship, while ensuring transparency, appropriate risk management measures, and value for money as implementing partners and youth groups deliver results across the project outcomes.

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

Budget Planning and Management (25%)

• Support budget planning process in close collaboration with the Project Manager ensuring alignment with SAIC 2 outcomes and donor priorities.
• Support the project manager in budget realignment, re-phasing, and modification to respond to programme adaptations.
• Conduct regular grant monitoring and analysis to ensure grant performance is tracked effectively, with early identification of financial, compliance, and delivery risks and timely corrective action.
• Work closely with implementing partners, youth groups, and the project team to ensure adherence to donor, Plan International, and SAIC 2 grant management processes and procedures.
• Support central filing, version control, and regular updating of grant information in the grants management system.
• Provide budget guidance during proposal development and grant revisions to ensure realistic costing and value for money.

Financial Reporting and Review 30%

• Prepare and deliver timely and accurate grant financial reports to the Country Finance & Grants Manager, Global Hub, and donors, in line with reporting schedules.
• Track and identify NRGRANT and DUMMY expenditures and ensure timely reversals are completed before month-end closure.
• Cost recovery: share monthly grant recharges (LOEs, apportioned costs, hub shared costs) with Country Office and Programme Units to ensure full and accurate cost recovery.
• Monitor and analyse grant activities regularly and work with the project manager to resolve any variances, underspending, or overspending identified.
• Track and monitor grant expenditure against approved budgets.
• Conduct routine expenditure analysis to assess burn rates and support evidence-based, adaptive programme planning.
• Support partners to improve the quality, accuracy, and timeliness of financial reporting through hands-on coaching and regular feedback.
• Support timely and compliant liquidation of funds by partners, including verification of supporting documentation and follow-up on outstanding balances.
• Strengthen alignment between financial reporting, workplans, and results to ensure financial data meaningfully informs programme decision-making.

Partnership Management 30%

• Participate in partner due diligence processes, including for youth-led partners
• Conduct capacity strengthening for partners on donor compliance, financial management, and grant accountability requirements.
• Review partner budgets, financial reports, and liquidation documents to ensure compliance, cost-efficiency, and value for money.
• Support timely grant close-out processes with implementing partners and youth-led organisations, including financial reconciliation.
• Provide financial information and documentation during grants audits, spot checks, and compliance reviews.
• Participate in monthly coordination meetings and joint field visits with programme and M&E teams to link financial performance with programme outputs and outcomes.
• Contribute to reflection and learning sessions with youth partners on financial accountability, leadership, transparency, and collective decision-making.
• Contribute to project learning by documenting recurring compliance gaps, risks, and partner capacity needs, and proposing practical solutions.
• Support adaptive management by proactively flagging partnership, financial, and delivery risks and recommending mitigation measures.
• Support alignment between financial reporting, M&E data, and narrative reporting to strengthen accountability and learning.
• Support partners to establish basic internal controls, record-keeping, and documentation systems appropriate to their organisational size and maturity.
• Promote transparent, accountable, and trust-based partnership practices between Plan, youth groups, and community stakeholders.

 Gender and Inclusion: (5%)

• Practice Gender and Inclusion by understanding and putting into practice the Value-Based Leadership underpinned by Feminist Leadership principles.
• Support gender-responsive budgeting and monitoring to ensure resources contribute to gender equality and meaningful participation of young women and girls.

Safeguarding (5%)

• Ensure that Plan International’s global policy for Safeguarding and PII policy for Preventing Sexual Harassment Exploitation and Abuse; and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

Other duties (5%)

Any other assignment within the scope of work.

Leadership COMPETENCIES

• Courageous, taking a lead, challenging myself and others to achieve purpose, safeguard others and role model values, inside and outside work. Responsible for my work and learning, striving to improve. Self-aware, resilient and constructive in embracing change. Striving to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. Challenging myself to be bold, courageous, responsive, focused and innovative.
• Respecting all people, appreciating differences and challenging inequality in programmes and the workplace. Supporting children, girls and young people to increase their confidence and to change their own lives.
• Understanding Plan International’s purpose, priorities, values and approaches in our work context. Adhering to relevant policies, processes, practices and standards, and being pro-active in continuing technical and professional development

Business Management competencies

• Understands relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan's purpose, values, and global strategy
• Manages legal and reputational risk including risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and Security.
• Managing activities and resources including skills in planning and organising, financial and project management.
• Managing people and information including skills in communication skills, both speaking and writing, and digital working, including personal digital skills.

Technical expertise, skills and knowledge

Qualifications/ experience essential:

 Bachelor’s Degree in either business, social sciences or international development

• Minimum 4 years’ experience in grants management or a similar role in INGO
• At least CPA 2 or other equivalent professional qualification in accounting
• Experience in award portfolio management and knowledge of major donors’ (DANIDA, USAID, DFID, EU, etc.) compliance requirements
• Experience in supporting program teams
• Problem solving skills to identify and lead the resolution of issues
• Strong communication (written and spoken), and interpersonal skills