Michael Nyabolah

MICHAEL NYABOLAH CELL: - E-mail:- Career Summary A versatile professional with extensive experience in finance, grants, and operations within both local and international NGOs. Proven expertise in enhancing compliance with organizational and donor policies, strengthening systems and processes, conducting organizational capacity assessments, and delivering tailored capacity-building initiatives. Highly proficient in a wide range of technical tools, including QuickBooks, SharePoint, Microsoft Office Suite, Sage 300, and Grants Management Plus (GM+) Skills Competencies Financial Management and Analysis Grants Compliance Project/fund Accounting Operations management Proposal Development Detail oriented and a very good planner Good communication and collaborative Skills Self-Stater & Problem-Solver Excellent training and Capacity Building Strategic thinker & adaptative Professional Experience November 2023 to April 2025: Senior Grants & Activity Specialist, West Africa – DAI Global The USAID Africa Trade and Investment (ATI) Activity, under the implementation of DAI Global was a five-year, flexible buy-in mechanism jointly managed by the USAID Africa Bureau, Middle East Bureau, and Africa Regional Missions. It was designed to mobilize enterprise-driven solutions that increase trade and investment in Africa, including North and Sub-Saharan Africa. My role with USAID-ATI include. Grants Collaborating with project leadership, technical staff, and operations staff in the activity design process, supporting the development of Notification of Funding Opportunities (NOFO), facilitating the process of evaluation of grant applications to ensure adherence to grants management policies, and advising on appropriate grant mechanisms and creative, and compliant uses of grants. Conduct partners financial, administrative, environmental and social risk due diligence and recommend mitigation measures and appropriate implementation arrangements to ensure appropriate controls are in place for the successful implementation of projects. Work with various and diverse partners to develop comprehensive grant budget estimates, co-financing requirements and review for allowability, allocability, reasonableness, and consistency, as well as compliance with applicable donor regulations and internal policies. Identify in collaboration with other team members in the grants, procurement, and technical departments, appropriate special award conditions and/or necessary capacity building for the grantee to strengthen the results, minimize risk, and ensure compliance. Negotiating terms and conditions for grant agreements, selecting appropriate grant type, review and select appropriate standard and as applicable provisions, work with grantee and technical team to finalize grant agreements for approval, and prepare approval documents necessary to request approvals from donors. Facilitate grant kickoff meetings with grantees to review all aspects of grant agreement to ensure good understanding of expectations, define roles, responsibilities, and timelines for the award performance. Strengthen and support grantee financial and operational capacities by maintaining regular communication, providing capacity building sessions on donor and DAI requirements, and developing tools and guidance materials, in close coordination with the grants’ management team. Ensure that all grant activities are properly documented from the start of implementation to grant close-down using DAI operations and grant management systems (GM+). Also perform regular spot audits of grant files to ensure completeness, accuracy, and compliance. Activity Work closely with partners to review and align project needs with complex and restricted donor requirements during co-design/proposal refining. Collaborate with grantees and cross-divisional colleagues to ensure activities align with the activity design and grant terms and conditions. Provide guidance throughout the grant’s lifecycle, including implementation, closure, and disposition plans. Review and monitor the submission of grant deliverables and reports, coordinating with other teams for approval. Support the development and capacity-building of local organizations and grantees, ensuring successful implementation, compliance with grant agreements, and sustainable growth of these organizations. Troubleshoot grants management challenges with grantees, technical staff, grants, management, and donor. Monitor and track co-investments, contributions, procurement activities for in-kind grants, program income as outlined in the grant agreement, ensuring compliance with audit and donor requirements Document and share learnings to ensure best practices and improvements are incorporated into future grant programming. Work with cross-divisional colleagues with regards to regular monitoring and tracking of grant budgets, compiling and sharing financial reports with donor/client. April 2022 to October 2023: Grants & Compliance Officer, University of Nairobi University of Nairobi: A Kenyan research-intensive university with a reputation for excellence and strong vibrant research culture, with its work well recognized for its impact and relevance to the region. UoN, an implementing for the 5-year USAID funded Fahari ya Jamii project, a service delivery program mandated to increasing equitable access and use of quality county-led health services in Nairobi and Kajiado Counties. Lead annual competitive solicitation, contracting, and onboarding of sub-recipients ensuring inclusion of all funder’s flow-down requirements. Facilitate timely review and accurate processing of new sub-awards from solicitation through to closeout, and amendments/modifications to existing sub-award agreements. Identify, recommend, and oversee implementation of project teams’ efforts towards creation of strong systems by providing expert advice on the applicability of donor terms and conditions. Prepare and implement training and follow-up programs to project staff, sub-awards and relevant stakeholders to strengthen their grant compliance capabilities around Human Resources, Finance, Procurement, address identified capacity gaps and reinforce sound grant management practices. Conduct routine risk assessments, design and follow up for implementation, risk mitigation plans for the project and for sub-recipients.  Provide technical and compliance oversight and monitoring through regular check-ins, verification of documentation and deliverables, spot checks and as needed.  Participate in regular financial site visits to sub-awards to assess adequacy of internal controls, compliance with applicable donor and local laws and regulations, and award policies and procedures. Report on findings, proposed corrective actions and follow up.  Support the project in meeting cost share obligations through collection and documentation of cost share/matching, ensuring funder’s requirements regarding cost share are adhered to. Assist the sub-awards in preparing activity budgets, cash forecasts, review partners’ liquidation reports and advances within the sub-grant budgets ensuring that all liquidations are processed per grant, internal and donor guidelines. Monitors policy changes, identifies effects of such changes on the organization’s internal operating procedures and workflow, and ensures effective implementation of policy updates.   January 2022 to March 2022 Associate Consultant - Khoya & Company Supported various donor-funded organizations in the Western Region including Upendo Foundation, Msichana Empowerment Kenya, SCORE Kenya, WONESU, Compassionate Social Care and Point of Grace Academy in identifying and addressing areas of weaknesses around their internal control systems in financial management, procurement procedures, program implementation to improve on organization and donor compliance. Oct 2021 to January 2022 Associate Consultant - Edrak Associates Conducted holistic organizational capacity assessment for the USAID funded Fahari Ya Jamii implemented by University of Nairobi, for 10 sub recipients including the prime recipient (UoN-FYJ). The assessment was aimed at identifying weaknesses in various capacity areas as Human Resources, Finance and Internal Controls, Procurement, Governance, Program Implementation, Sustainability strategies, that needed strengthening for effective financial and program delivery and accountability. 2014 to Sep 2021: Finance, Grants & Operations Officer, Nairobi. Intrahealth International: An international NGO fostering local solutions to healthcare challenges, through capacity building, strengthening health systems, harnessing technology, and leveraging partnerships. Grants & Contracts management. Support fundraising initiatives for the Afya Elimu Fund, a revolving fund scheme under the management of HELB in partnership with IntraHealth International supporting students pursuing medical related courses in mid-level colleges. Manage partnership and contractual relationships with HELB, Standard Chartered Bank, Rattansi Educational Trust, Family Bank, I&M Bank, various County Governments among other key stakeholders. Regularly and on an ad hoc basis, prepare for review and submission, Afya Elimu Partners’ financial reports to inform on the fund’s financial performance. Support Kenya Office in achieving fundraising targets by supporting proposals development and budget reviews in line with the funders’ notice of funding opportunities guidelines. Provide capacity building support to sub-recipients and contractors to ensure funder and organization rules and regulations are strictly adhered to. Provide orientation / training to sub-awardees/contractors and project staff on compliance requirements including funders’ guidelines, IntraHealth International policies on sub-awards/contracts, generally accepted accounting practices, and sound business practices. Partners: SBS, Kenya Healthcare Federation, Amref International, Kenyatta University, Maseno University, Moi University – Ampath Plus, Masinde Muliro University and Pwani University. Review the sub-recipients’ invoices/reports for accuracy and completeness, and in consultation with the program team, ensure that the sub-awardees financial performance is aligned with the programmatic deliverables per the agreements. Conduct capacity, pre-award and post-award assessments to determine whether prospecting organizations have sufficient financial and management capacities to manage funds in accordance with the donor requirements, develop actionable plans and monitor implementation. Evaluate sub recipients through reviewing and analyzing the Pre-Award Assessment Tool and supporting documentation and assigning a risk rating to determine the appropriate level of monitoring oversight needed for each sub recipient Assist sub-recipients prepare cash forecasts, review partners liquidation reports and partner advances within the sub-grant budgets ensuring that all liquidations are processed per grant and organizational guidelines. Monitor the activities of the sub recipient as necessary to ensure that the sub award is used for authorized purposes, in compliance with Federal statutes, regulations, and the terms and conditions of the sub award; and that sub award performance goals are achieved. Operations Management Guide operations, administration and program technical teams in ensuring compliance with IntraHealth and donor specific procurement and cost regulations and support in the development and implementation of country office annual procurement plans and program budgets. Lead the annual vendors’ prequalification exercise while ensuring demonstrated fairness and adequate competition. Ensure SLAs are signed with vendors and conduct due diligence in strict compliance with the applicable policies for all service providers, prior to commencement of the engagements. Lead in transparent and cost-effective procurement of both routine and non-routine procurements including the processes of solicitation, analysis of proposals and generating requisite contracting instruments, costs negotiations and presentation for approval. Ensure all procurements are necessary, budgeted for, and appropriate approvals sought in strict compliance with organizational procurement policies and procedures. Coordinate and review the reconciliation and analysis of vendors’ invoices, delivery notes, and purchase orders for all ordered and supplied goods and services by ensuring they are adequately supported, reconciled and timely processed. Oversee proper maintenance and scheduling of program vehicles for various field activities, supervises their appropriate utilization and ensure compliance with office vehicle management SoPs. Provide logistics support for effective program implementation. Ensure a safe and secure workplace environment per OSH guidelines for greater productivity, monitors proper utilization of office supplies and inventory, ensuring replenishments are done per office re-order level guidelines. Provide mentorship and targeted capacity building to the finance and program teams in topical finance, grants, contract and procurement areas through information-sharing sessions, trainings and brown-bags. Finance & Accounting Oversee the management of receivable and payable accounts, preparing ageing analyses and making regular follow ups on overdue accounts. Ensure compliance with relevant policies and procedures regarding receivables and payables, timely submission, reviews to ensure completeness and correctness of expense reports, and vendor bills. Oversee and monitor daily office expenditures, ensure all reimbursements follow internal and donor procedures, are approved, and settled on time including staff advances, routine office expenditures and petty cash account. Review for accuracy and completeness, Kenya Office general ledger to ensure all costs are correctly and adequately supported and allocated to the relevant GL and project codes. Coordinate changes and improvements in automated financial and management information systems in line with organizational needs for expenditures’ tracking. Prepare and submit approved monthly cash advances requests to head office ensuring adequate cash reserves to meet monthly programmed obligations and commitments. Proactively maintains and monitors all bank accounts’ (KES, USD & MPESA) cash balances to ensure availability of adequate funds to facilitate smooth program implementation. Induct all new staff on the applicability of organization’s financial and operational policies and procedures and regularly provide updates and refresher trainings on the changes. Ensure documented staff policies’ acknowledgment. Reporting and Financial Analysis Manage duty and tax exemptions process by ensuring exemption applications (DA-1s) are prepared in a timely, accurate and complete manner in compliance with the organization and donor policies. Follow up with vendors for refunds on approved DA-1s, compile and submit quarterly refunds report to the donor. Compile monthly detailed Budget-Variance-Analysis (BVA) reports for each project, and document material deviations from the donor approved budgets and communicate to the budget managers for corrective actions. Co-ordinate the month-end Field financial reporting process and ensure a complete, accurate report is submitted to Headquarters for review by the 5th business day of the following month. Lead in compiling accruals reports in relation to all unpaid obligations (including salaries) at the month end ensuring that all amounts are captured accurately, traceable to the source documents and coded to the correct projects. Coordinate annual organization audits and internal control reviews and develop audit corrective action plans based on audit recommendations. Achievements Successfully mobilized funding of over 3 billion as of 2021, to support students under the Afya Elimu Fund from various partners including Standard Chartered Bank, I&M Bank, Rattansi Educational Trust, US Government, Family Bank, County Governments and HELB. Led and coordinated efforts to ensure compliance with funder’s regulations in management and operations of Afya Elimu Fund. Supported the successful development, operationalization and institutionalization of Afya Elimu Fund operations manual within HELB structures. Supported the achievement of a 32-million-dollar program objectives through the implementation of sound finance and procurement practices. Capacity built both programs and operations staff for in-depth understanding of compliance requirements in finance, grants & procurement domains. Negotiated sub recipients’ and partners’ budgets, contracts and drafted outgoing legal agreements and modifications while ensuring value for money, risks mitigation and inclusion of applicable funders’ flow down policy requirements. 2012 to 2014: Finance and Sub-Grants Officer, Kisumu & Eldoret. Mercy Corps Kenya: An international NGO that exists to alleviate suffering, poverty, and oppression by helping people build secure, productive, and just communities. Conduct capacity and risk assessments to ascertain financial and Sub-grant management capacity gaps and risk profiles of 14 local youth implementing organizations in 7 (Nakuru, Nandi, Kericho, Trans Nzoia, Elgeyo-Marakwet, Uasin Gishu & West Pokot) Rift Valley Counties. Coordinate the development of sub awards, amendments, modifications, and budgeting templates in liaison with the program management team. Perform regular field spot checks and visits for sub award compliance and to validate the accuracy of submitted financial and program narrative reports in collaboration with M&E. Develop action plans, monitor and track its implementations to address identified gaps. Timely disburse funds to partners against the provisions for the contracts, workplans, budgets and activities proposed to be carried out in collaboration with M&E and program Maintain and update fund balances and pipeline reports, tracking sub-award expenditures and expected deliverables to ensure spending was within acceptable margins and advice appropriately if variances were beyond the allowable margins. Oversee the overall finance activities of Yes Youth Can National project in all 6 six counties in Lake Basin Region. Prepare and process payments to vendors, consultants assigned to the project. Review expense reports for accuracy, completeness and ensure compliance with donor and internal organization policies. Prepare Kisumu office cash projections and requests, monthly bank reconciliations and end month financial reports for sharing with the head office. Support sub grants application process, workplans and budgets preparation for youth organizations to ensure compliance with internal and external policies. Maintain an up-to-date sub grant tracking database, sub grants files and financial records as required by the organizations and donor’s records retention policy. Perform month end balance sheet accounts reconciliation and support end of year organizational financial audits which resulted into zero audit findings. Carry out pre-award assessments for potential sub grantees to determine their risk profiles, identify capacity gaps in financial, sub-award, and procurement management. Achievements. Led capacity building efforts in line with the gaps identified during capacity assessments and trained partners, sub awardees and program staff on budgeting, finance and procurement best practices, reporting, sub-award management, and funder’s flow down regulations. Oversaw effective and efficient implementation of sub award portfolio with over USD 980,000 disbursed to 14 youth organizations over a period of one year. Supported the sub awardees through trainings and mentorship programs to ensure proper use of the grant money and timely submission of accurate and complete financial and program narrative reports. Oversaw effective and efficient implementation of sub grants scheme with more than USD 960,000 disbursed to over 2,400 youth organizations. Supported sub awardees through trainings and mentorship programs to ensure proper use of grant money and timely submission of correct and complete financial and narrative program reports. Education Bachelor of Business Administration (Finance) with Information Technology: 2009, Maseno University Master’s in Business Administration (Procurement & Supply Chain Management), University of Nairobi, Ongoing Trainings Grants & Cooperative Agreements’ Regulations Sub-Award Management Environment and Social Risk Management Champion References Emmanuel Munyasia Manager, Finance & Administration. IntraHealth International, Nairobi, Kenya Tel: -- Jane Mwangi Snr Regional Manager, Pricing EDI-Global, Nairobi, Kenya Tel: - -Faith Andeyo Snr Grants Manager, DAI Global Nairobi, Kenya Tel: --