The Administration and Logistics Officer will provide essential administrative and logistical support to the team managing a Social Behavior and Norms Change project in Kenya. This role requires a highly organized individual with strong attention to detail, excellent communication skills, and the ability to manage multiple tasks efficiently. The Officer will contribute to the smooth operation of... project activities, including event coordination, travel logistics, document management, and data entry. The Admin & Logistics Officer will be positioned in the Admin & Finance team and will report to the Head of Admin and Finance. The person will work closely with the SBNC project team under the Project Unit.


Responsibilities:


Program Administrative Support:
Maintain effective filing and document management systems (both physical and digital) for project records, reports, and correspondences.
Organize meetings, conference calls, and workshops, including scheduling, preparing materials, and sending invitations.
Support project staff with daily office tasks, including managing project calendars and coordinating internal communications.
Program Logistics Coordination:
Organize travel arrangements for project staff, stakeholders, and partners (including flights, accommodations, transportation, and visas) for project-related activities.
Coordinate logistics for project events, workshops, and conferences, including venue bookings, catering, transportation, and equipment requirements.
Ensure availability of all necessary materials for events, such as participant packs, printed materials, and conferencing equipment.
Manage inventory of project supplies, including office and event materials, and ensure timely procurement when necessary.
Events and workshops Planning & Execution:
Assist with organizing workshops and high level events
Handle registrations, participant communication, and coordination for events.
Support the facilitation of virtual and in-person events, ensuring seamless technical and logistical operations.
Communication and Coordination:
Act as the point of contact for partners, suppliers, and internal teams regarding logistical and administrative inquiries.
Support the dissemination of project updates, reports, and communications to project stakeholders.


Qualifications:


Degree in Business Administration, Logistics, Project Management, or a related field.
At least 3 years of working experience in a similar position in an NGO set up
Strong organizational and time management skills with the ability to prioritize tasks effectively.
Experience in organizing events like workshops, conventions and/or High Level events
Excellent verbal and written communication skills in English
Proficiency in MS Office Suite (Excel, Word, PowerPoint, Outlook) or Google Workspace.
Basic financial management skills (handling receipts, tracking expenses).
Strong problem-solving abilities and a flexible attitude in a fast-paced environment.


Personal Attributes:


Ability to work independently and as part of a team including a Communications Coordinator.
High attention to detail and accuracy.
Professional, proactive, and results-oriented attitude.
Respectful to colleagues and partners from a diversity of faith and culture backgrounds. more

The Senior Grants Officer will contribute to the organization’s efforts in securing, managing, and reporting on grants, ensuring compliance with donor requirements, and supporting the implementation of projects. This role is essential in ensuring that Faith to Action Network effectively utilizes donor funds, manages grant processes efficiently, and contributes to the success of the organization's... mission-driven work. The Senior Grants Officer will also provide guidance and support to the grants management team, ensuring best practices in grant administration and financial management. The Senior Grants Officer will report to the Head of Administration & Finance.


Responsibilities:


Grants Acquisition and Management:
Lead the development and submission of budgets for the grant proposals to donors, under the guidance of the Director Resource Mobilizations, ensuring high-quality submissions aligned with the organization’s strategic goals, aligned with the cost-recovery policy, and aligned with the donor demands.
Manage the entire lifecycle of assigned grants, from proposal development through to post-award reporting and closeout.
Ensure compliance with donor requirements and Faith to Action organizational policies.
Develop and maintain relationships with key donors, stakeholders, and partners
Work closely with the Projects Unit to ensure that grant-funded activities are implemented as planned, and revisions are made as needed.
Grants Financial Management Oversight and Compliance:
Oversee the financial management of grants, ensuring funds are allocated and spent according to the approved budget and donor guidelines.
Conduct regular budget reviews and support the programs team in monitoring expenditures against grant budgets.
Ensure timely submission of financial reports to donors, ensuring accuracy and compliance with donor reporting requirements.
Support the internal audit department and assist in preparing for external audits related to grants.
Capacity Building and Support:
Provide technical assistance and capacity building to staff and partner organizations in the area of grants management, including financial management and reporting.
Mentor junior grants staff and ensure they are supported in their professional development.
Develop and deliver training materials on grants management best practices.
Spearhead the finalization and operationalization of the Sub-Grant Management Manual.
Contribute to organizational learning by sharing lessons learned from grant implementation and providing recommendations for future grants management improvements.
Donor Relationship Management:
Develop strong collaborative relationships with key donors, ensuring transparency, trust, and long-term partnerships.
Represent the organization in donor meetings, conferences, and other external engagements as required.
Grants Management System:
Oversee the implementation of Project Connect grant management system
Ensure the databases to ensure accurate tracking of grant-related data
Work with the grants management team to ensure the efficient use of grants management software tools and ensure all necessary documentation is uploaded and accessible.


Qualifications:


Bachelor's Degree in fields such as Business Administration, Finance, Accounting, Development Studies, Economics, Project Management, or a related field.
Additional Certifications in Grants Management, Project Management (such as is an added advantage.
Experience in managing large, complex grants from international donors, particularly in the development or non-profit sector for at least 5 years.
Familiarity with the donor landscape, including major international organizations like USAID, EU or the Bill & Melinda Gates Foundation and other bilateral and multilateral donors.
Strong knowledge of grants management processes, financial management, and compliance requirements.
Demonstrated ability to manage multiple tasks and meet deadlines. more

Project Management, Implementation and Reporting (50%)

Design, oversee, and execute all phases of the project, including co-creation, inception, implementation, and evaluation and ensure that the donor feels sufficiently involved and consulted during the project implementation.
Implement the workplan as submitted to the donor, ensuring that all project activities are executed in full alignment... with the plan and meet the specified timelines and objectives
Lead the coordination and management of the project across several counties in Kenya and provide adequate, accurate, and timely narrative and financial reporting of the project progress in accordance with the donor's requirements and templates. Engage with local stakeholders, including faith leaders, volunteers, and county officials, ensuring adherence to high standards of rigor, creativity, and people-first approaches.
Represent Faith to Action in meetings, manage relationships with donors and stakeholders, and ensure all reporting, updates, and follow-ups are conducted to satisfaction.
Manage and monitor project budgets in collaboration with the Finance team, ensuring adherence to financial targets and timelines.
Utilize digital project management tools, such as Project Connect, to keep the project on track and ensure effective communication across teams.

Stakeholder and Partner Management (10%)

Secure and maintain the explicit and active buy-in of all stakeholders, including religious leaders, authorities, and youth leaders in the counties, ensuring their ongoing engagement throughout the project.
Manage and support local partners, particularly faith hubs and youth volunteers, providing continuous guidance, feedback, and fostering an inclusive, multifaith work culture.
Conduct regular check-ins, performance reviews, and site visits to ensure optimal partner and volunteer performance

Behavioral Science Research and Design (20%)

Identify existing evidence and data gaps, organizing research activities such as literature reviews, stakeholder interviews, surveys, focus group discussions, and ethnographic studies.
Collaborate with the M&E lead to design and conduct both qualitative and quantitative research, integrating behavioral science principles.
Apply and adapt behavioral models to analyze data, identify gaps, and propose evidence-based solutions.
Lead in-field norms change research and provide clear, concise reports on findings. 4. Behavioral Science Thought Leadership (10%)
Work with the Knowledge Manager, M&E Lead, and Gender Justice Technical Lead to develop and integrate behavioral science components into the project.
Contribute to thought leadership by publishing research, participating in podcasts, and advising on the latest tools and techniques in behavioral science, behavioral economics, and ethnographic research.

Resource Mobilization (Business Development) and Innovation (10%)

Identify new projects, partners, and growth opportunities within the social norms change, behavioral science, and public health spaces.
Contribute to the organization's vision and methodological approaches, including in proposals and business development / Resource Mobilization activities.

Key Skills and Qualifications required

Educated to a Bachelor's or Master's degree level in behavioral sciences, communications, social science, or other relevant fields, masters preferred.
A minimum of 7+ years of relevant, full-time work experience with demonstrated involvement in behavior change science-related programs, including strategy development, community engagement, budgeting, M& E, financial reporting and communications.
Experience working with NGOS, CSOs, local community groups, faith-based leaders, and government agencies on community building and social norms change campaigns is highly beneficial.
Strong management skills with the ability to work effectively with a diverse range of partners, including government officials, religious leaders and community stakeholders.
Experience working in semi-urban or rural areas of Kenya and/or with diverse faith- based organizations and leaders.
Demonstrated experience in preparing donor/project reports.
Experience working in SBC programs touching on Gender/SRHR or international development, particularly with bilateral agencies such as USAID or DFID, is a distinct advantage.
Experience or exposure to managing donor relations for American-funded projects.
Highly skilled in facilitating workshops and applying behavioral science learnings to complex environments.
In-depth understanding of behavioral science principles and their application to social norms change in diverse cultural contexts.
High level of digital literacy with excellent communication skills, capable of using online collaboration and project management tools effectively with a remote team. Fluency in English and Swahili. more

Overall Purpose of the Role:
The role is responsible for Grants financial management of the assigned projects and compliance with donor rules and regulations. In particular, the role is responsible for financial planning, implementation and monitoring, accurate and timely financial reporting and ensuring the project budget is expended in line with the donor requirements and expectations. A key... focus area for the position is to manage sub-grantees, contracts, due diligence, financial reporting and build capacity of the partners in good governance, financial Management, budgeting and accountability.
This role strengthens partner policies and financial management processes to ensure that resources are used more effectively, efficiently and equitably.
KEY TASKS & RESPONSIBILITIES:
Grants Management and Compliance

Leads pre and post-award work with program and partner/sub-grantees teams to facilitate the process of onboarding new projects to ensure internal controls and donor compliance systems are established and followed.
Participates as required in grants inception, implementation monitoring and close- out activities ensuring compliance with Donor requirements
Ensure proper planning and timely disbursement of funds to grantees, maintain effective communication between the partners, sub-grantees, programme and the finance team.
Monitor spending across assigned grants to ensure appropriate expense allocation per budget line, timely use of funds, and compliance with donor’s operational and contractual requirements; document and monitor overall performance, analyze trends, highlight issues, identify gaps and institute corrective measures where necessary.
Review partners reports to ensure they are well supported, are allowable, reasonable and allocable per donor requirements and that GAAP are observed.
Ensure that grants or contracts are well administered from a finance perspective, and programme teams are fully informed of relevant donor compliance regulations and Faith to Action Network procedures.
Completes grants compliance checklists and grant launch materials for awarded grants as needed to ensure staff managing the grant-funded project, the sub-grantees and the partners understand and have the resources to comply with the donor terms applicable to their grant-related activities
Establishes and maintains grant tracking tools, including for sub-awardees and partners
Prepare and submit financial reports per donor and organizational requirements within the stipulated time frame
Upload the donor Budgets and Expenses into the Grants Management System

Budgeting & Reporting

Working with programme team to prepare projects budget in line with work plans.
Prepare Budget vs Actual reports to ensure regular funds reconciliations.
Monitor budget spending for the project, ensure that budget expending is in line with project deliverables, and provide monthly updates on financial status including cash flow and variances, and institute corrective measures where necessary.
Prepare timely and accurate external financial reports that comply with all donor regulations; work with programme staff and grant recipients to confirm that reports are backed by adequate documentation and records
Lead budget revisions and reallocation requests, in collaboration with head of Finance and Administration

Audit, Risk Management and Internal controls

Participate in the design and implementation of internal controls, policies, and procedures to ensure compliance with all applicable laws and regulations.
Maintains financial management files for grants and ensures audit trail for all necessary grant documentation
Works closely with auditors to ensure efficiency and completion of audits, and to ensure that audit findings and recommendations are addressed and closed in a timely manner.
Investigate exceptions on all reports and facilitate corrective actions.
Review expenditure worksheets for accuracy and completeness before processing payment or filling to ensure audit ready documentation at all times

Capacity Assessment and Strengthening

Review sub-grantee and partner finance, operations, HR and procurement policies to identify areas of improvement to enable them to discharge contractual obligations to donors.
Carry out necessary training of finance and non-finance staff to ensure that donor requirements are met.

Asset Management

Establish the physical existence of all donor funded project assets per the asset register, their conditions and locations.
Advise on acquisition and disposition of donor project assets in line with the donor guidelines and organization policies.

Academic Qualifications & Experience

Bachelor’s degree in Accountancy, Finance (Masters will be an added advantage)
Full accounting professional qualification - Chartered/Certified Accountant (CPA, ACCA) or other comparable/equivalent qualification
6 years of progressive professional experience in donor funded projects with at least 3 years in grants/contract management experience implementing with partners.
Partnership/sub award experience including instrument development, systems and process development.
Demonstrated knowledge and experience in Grant and fund management, financial reporting, Partnership management, Project Financial Management, Project management, Budgeting and budgetary control
Cultural sensitivity and capacity to work in a multicultural diverse context.
Demonstrated ability to meet deadlines and manage multiple projects simultaneously
Experience in developing and delivering trainings on grants and compliance subjects to staff and local partners
Exceptional English writing skills.
Hands-on experience with Sun Systems, Microsoft Dynamics 365 – Business Central and/or a similar accounting system would be considered an asset.
Prior experience in conducting project financial reviews and coordinating internal and external audits more

KEY TASKS & RESPONSIBILITIES:
External relations, Partnerships and engagement strategy

Accountable and responsible for overall development and execution of coherent departmental strategy, that combines the following strategic components (a) stakeholders’ identification and engagement framework (institutions, processes, events); (b) Advocacy; (c) Communications; (d) Movement... building;
Overseeing and managing the F2AN membership and partnership strategy.
Leads Faith to Action Network’s participation in global advocacy alliances and partnerships; and takes operational responsibility in managing, monitoring and reporting assigned working groups;
Responsible for operationalizing Faith to Action Network’s hub architecture, comprised of country- and regional hubs (working groups of network members and partners).
Leading the development of F2AN communications and stakeholder engagement plan in cooperation with the Advocacy and Programmes team.
Overseeing the implementation of the communications and stakeholder engagement plan
Represents Faith to Action Network externally at strategic events;
Ensures M&E systems are in place to monitor, document and report on advocacy, communication and movement building work;
Lead the planning and execution of communications activities, leveraging media, events, and most especially effective storytelling to increase the organization’s share of voice and influence.
Spearhead an active role for Faith to Action Network in preparation for international events used to advocate our interventions
Undertake, in partnership with the relevant staff and stakeholders, regional external relations initiatives deemed priority for Faith to Action Network – this includes representation as well as maximizing regional partnerships (such as with AU, regional economic communities or UN bodies)
Facilitate, oversee and ensure the effectiveness of interactions between the External Relations unit and other departments in the organization

Quality assurance

Editorial control of all advocacy and communication products, including annual organizational reports, website, newsletters, social media channels etc.
Establish and maintain quality standards, in all oral, audio-visual and written advocacy and communication products and channels;
Prepare and monitor expenditure of the External relations and Advocacy budget and ensure value for money

Faith Advocacy Strategy Development and Execution

Propose and develop strategic objectives for Faith advocacy and an action plan with timelines and consideration of the stakeholder mapping and in consultation with programme team.
Initiate, maintain contacts and strengthen intra and interfaith dialogues within faith organizations;
Develop faith-oriented advocacy materials and tools;

Resource Mobilization

Pro-actively create and manage donor relations to attract funding for Faith to Action Network;
Contribute to proposal development;

Academic Qualifications & Experience

Master’s degree in social sciences, development studies, project management or related field.
Project Management skills including Monitoring and Evaluation
15 years’ experience in a role that involves advocacy and External relations with excellent knowledge of advocacy cycle and application of advocacy tools; in an international and intercultural context.
Experience in research and policy analysis, data collection, analysis, and interpretation, writing and production of reports, policy briefs and publications;
Demonstrable experience developing advocacy strategies for faith-based organizations;
Experience working on human/women’s rights, reproductive rights and/or in the social justice sector with demonstrable expertise in advocacy and/or representation and influence at high policy levels;
Proven experience in people management., including distance management
Experience in high profile representation.
Proven ability to support coordination of complex international advocacy and communications interventions, with experience in interfaith context.
Strong writing and editorial skills in English,
Proven and demonstrable experience in high level writing, documentation and information packaging
Fluency in Written and spoken English is mandatory, fluency in French is a distinct advantage more