Grants Administrator - 4 year fixed term contract


Graduate School of Media & Communications


Nairobi, Kenya


Chartered in 1983, Aga Khan University (AKU) is a private, autonomous and self-governing international university, with 13 teaching sites in 6 countries over three continents (www.aku.edu). An integral part of the Aga Khan Development Network (www.akdn.org), AKU provides higher education in several disciplines, carries out research pertinent to the countries and operates 7 hospitals (soon 8) and over 325 outreach clinics, all at international standards. It has almost 2,500 students and 14,000 staff. The University is both a model of academic excellence and an agent of social change. As an international institution, AKU operates on the core principles of quality, relevance, impact and access.

Function Overview:
Launched in 2015, the Aga Khan University Graduate School of Media and Communications (GSMC) is the premier source of education and tailored training for journalists, communicators and media executives and entrepreneurs in East Africa and beyond.
Guided by the principles of global excellence and local relevance, GSMC helps individuals to transform their careers and organizations to seize on opportunities and reap the benefits of innovation.

Position Overview:
Reporting to the Director, Innovation Centre the grants administrator will provide financial and administrative advice and support services to designated program staff. The position holder will serve as liaison among GSMC, DWA and KfW.  He/she will interpret both KfW and AKU requirements and policies and provide support to obtain newly available information on funding volume, timing of reports, and compliance with regulatory and contractual requirements under the grant.

The position holder will generate reports as per the separate agreement and ensure that such reports are delivered on timely basis to the funding agency.


Award Management and Compliance
•    Submit high quality donor reports, narrative and financial, on a timely basis according to AKU, DWA and KfW regulations. Ensure all required documents are included, complete, and correct and approved by the respective heads.
•    Work closely with the Programme teams to develop standard reporting templates and tools that will support improved narrative.
•    Maintain knowledge of grant agreement language and regulations, serving as a knowledge resource on the futures project and escalating questions where needed.
•    Raise compliance issues proactively with the relevant project Director, DWA finance Team and AKU Kenya finance team.
•    Lead grant opening meetings, quarterly grant review meetings, and grant close out meetings in collaboration with the Manager, Innovation Centre and Projects.
•    Lead management meetings, including monthly review of Budget vs Actual (BVA) reports to address and escalate any projected underspend.
•    Keep the management informed of any projected inabilities to meet contractual obligations, report submission and spend rates/significant budget variances. Be able to proactively mitigate risks through proposing remedial solutions.
•    Compile and respond to information requests from AKU,DWA and KfW.

Business Development
•    Support the development of high quality proposals and budgets that are relevant to futures project Strategic Action Plan and include input from key stakeholders (finance, operations, programs, partners, etc.).
•    Contribute to all aspects of the proposal development process - including compilation/editing of the technical narrative, development of budgets and budget narratives, drafting of required annexes, etc.
•    Work closely with AKU-GSMC and DWA to ensure coordination and adherence to proposal timelines and requirements.

Project accounting
•    Prepare monthly funding request for the project. This will be reviewed by AKU Finance team and DWA finance team
•    Manage the payment process of the futures project i.e ensure that the documentation requirement is meet by project team before payments can be submitted to AKU Finance/DWA finance for processing


•    A bachelor's degree in accounting, business management, finance or a related field.
•    Seven years of professional business or financial management experience which includes four years of grant financial management experience.
•    Previous supervisory, university experience
•    Experience in writing proposals/concept notes.
•    Demonstrated field-based experience with grants management and business development.
•    Proven competency with program design (including logical frameworks).
•    Proven competency in budget development and management; including strong Excel skills.
•    Proven experience working with and mentoring nascent local organizations.
•    Strong knowledge of kfw and other donor rules and regulations.
•    Excellent writing skills and experience in writing proposals/concept notes.
•    Good time management and coordination skills.
•    University management experience preferred.
•    Ability to work and lead tasks independently while being a strong team player.

To Apply

​Interested candidates should submit a Cover letter, detailed Curriculum Vitae, names and email contacts of three professional referees, telephone contact, e-mail address and copies of relevant academic certificates as well as transcripts to, the Manager, Human Resources, Aga Khan University’s Campus Nairobi, Kenya. P. O. Box 30270-00100 or by email to hr.universityke@aku.edu .  Applications by email are preferred.
Only short listed candidates will be contacted.

Applications should be submitted latest by March 25, 2019