Ref: PO/6/2011

Job Title: Procurement Officer

Department / Project: Administration and Procurement Unit

Supervisor: Procurement Coordinator

Location / Duty Station: Nairobi

Job Summary & Purpose:

Support sub offices, field offices and individual projects to ensure efficient procurement of goods
and services including consultancy contracts, Government MOUs adhering to policy and procedures including donor regulations.

Tasks and responsibilities

R1: Purchasing, Run tenders and sealed bids
 
  • Prepare tender templates, Requests for quotations form and send the invitation letters to the Vendors
  • Identify suppliers to participate in the tendering
  • Respond to queries raised during tendering period
  • Source for quotations for both services and goods
  • Prepare Summary Bid Analysis and Purchase orders
  • Prepare consultant contracts as per CARE Kenya / Donor regulation and Government MOUs
  • Lead Pre and post negotiation
R2: Prequalification of suppliers and performance management
  • Carry out vendor selection for suppliers for various categories with approval from the Procurement committee
  • Evaluation, placement and monitoring of procurement plans for user departments
  • Prepare summary Bid analysis to identify required vendors and approved vendors in Coordination with the procurement committee
  • Carry out vendor rating analysis and obtain approval from procurement committee based on Performance, reliability, delivery period, consistence in price
  • Develop and maintain suppliers’ relationship and performance
R3: Planning, forecast and additional duties
  • Develop and implement procurement plans with support from procurement coordinator
  • Assist in updating procurement Status Report to ensure goods and services delivered to the Users are as per a greed dates and specifications
  • Support in procurement planning and project procurement
  • Run Bridger searches for ant terrorists
  • Conduct market research for latest information regarding procurement
  • Asses costs and advice on better methods for cost controls
R4: Staff Supervision
  • Supervise Assistant procurement officers
  • Staff appraisal
Authority:
  • Spending Authority: N/A
  • Supervision: Assistant procurement Officers
  • Decision Making:
  1. Selection of potential vendors with support of Procurement Committee
  2. Vetting of the suppliers
  3. Advising projects on which procurement approach to be used in implementation of their project
Contacts/Key Relationships (internal & external):

Internal
  • Project or Programme Team
  • Support Team
  • Managers & Directors
External
  • Vendors
Working Conditions:
  • Single - Favourable, during moderate weather
  • Unfavourable, during rainy or dry spells
Qualifications:

Education: Bachelor’s degree in Business

Experience: 3 years

Certificate: Diploma from CIPS or equivalent

Competencies:
  • Understand NGO/Donor policies and procedures relevant to procurement.
  • Demonstrate leadership abilities; conceptualize decisions related to bid analysis and product service, quality assessment and general procurement.
  • Strong command of English both written and spoken.
  • Understand internal and external statutory laws affecting procurement and Logistics and a team Player.
Qualified candidates are invited to send their application letters, indicating reference numbers in the application together with a detailed CV with three professional referees and daytime telephone contacts by 11th July, 2011 to the

Human Resources & Development Manager,
CARE International in Kenya.
Email: vacancies@care.or.ke.

Only shortlisted candidates will be contacted.

CARE is an equal opportunity employer and promotes gender equity.

Canvassing will lead to automatic disqualification.

For latest jobs in Kenya and Kenyan Jobs always visit http://kenyajobtube.blogspot.com/
Ref: ACT/6/2011

Job Title: Audit & Compliance Trainer

Department / Project: Audit & Compliance

Supervisor: Audit & Compliance Manager

Job Summary

This position is based in Dadaab sub office. Reporting to the Audit and Compliance Manager, the incumbent will directly support the sub office by carrying out compliance assignments including audits and trainings to ensure compliance with internal and external requirements including donor regulations.

The incumbent will also take lead in the risk identification, reporting and follow-up to ensure recommendations are implemented to mitigate those risks.

Key Responsibilities:
 
  • Identify, document and recommend measures to mitigate financial risks in programs and support processes that are implemented by CARE Kenya in Dadaab sub office.
  • Plan and undertake audits to identify and recommend measures to mitigate financial risks in all CARE processes.
  • Ensure timely implementation of internal and external audit recommendations by following up with process holders.
  • Perform system reviews and recommend measures to mitigate the risks and support process holders in addressing existing gaps.
  • Enhance compliance by undertaking trainings, sharing information and guidance to build the capacity of staff to by increasing their knowledge of CARE policies, donor requirements and government regulations among other external requirements.
  • Support program in the management of sub grants by ensuring program compliance with CARE sub grant policies, donor and other regulations;
  • undertake reviews of sub agreements, contracts and MOUs and support subgrantees through financial reviews, audits and training.
  • To provide impartial advice to sub office management on all aspects of financial and administrative policy implementation and donor compliance.
  • Participate in sub office Senior Management meetings and implement agreed audit and compliance actions.
  • Carry out special assignments including investigations as required by management.
Qualifications and Competencies
  • Degree in Business Administration or commerce with Qualification in ACCA or CPA.
  • Minimum of 4 years audit experience and demonstrated experience in training on financial and compliance issues. Knowledge of major donor regulations like UNHCR, USAID, ECHO will be an added advantage
  • Understanding of financial management and reporting systems in an NGO setting
  • Ability to review and analyse financial statements and reports
  • Good interpersonal and communication skills
  • Excellent writing and strong computer skills in Ms Office and Database software.
Qualified candidates are invited to send their application letters, indicating reference numbers in the application together with a detailed CV with three professional referees and daytime telephone contacts by 11th July, 2011 to the

Human Resources & Development Manager,
CARE International in Kenya.
Email: vacancies@care.or.ke.

Only shortlisted candidates will be contacted.

CARE is an equal opportunity employer and promotes gender equity.

Canvassing will lead to automatic disqualification.

For latest jobs in Kenya and Kenyan Jobs always visit http://kenyajobtube.blogspot.com/
Ref: OA/6/2011

Job Title: Operations Accountant

Department / Project: Finance / ERO

Supervisor: Finance Coordinator

Grade: F

Job Summary:

Reporting to the Finance Coordinator, the Operations Accountant is responsible for smooth running of daily operations.

The position supervises operation Staff, Cash office management, auditing documents and acting from time to time during the absence of the Finance coordinator as well as sitting for the Donor reporting Accountant when necessary.

The position will deputize the Finance Coordinator.

Responsibilities and Tasks

R1: Managing Finance operations
 
  • Implementing financial and procurement policies and procedures to the highest standard as laid down by the organization and in accordance with International standards.
  • Ensuring that Finance Officers duties are carried out as spelled in the respective Job Description
  • Attending to queries that arise during operation from both the internal and external clients
  • Ensuring daily backups of data transactions related to Finance office functions\
  • Processing of Financial transactions according to the laid down Policies and Procedures
  • Ensuring that the financial transaction documents are maintained and archived in a systematic manner per transaction number.
R2: Banking & Treasury management
  • Plan for all the banking errands.
  • Coordination with the bank & CARE security officer during banking.
  • Ensuring confidentiality during banking.
  • Ensuring Availability of cash to meet the project needs
  • Ensure the Bank reconciliations are correctly and timely done. Review the reconciliations before submitting to the Finance Manager.
  • Ensuring that the cash custodian keep up to date records of cash in hand and payments done
R3: Auditing and processing of payment vouchers
  • Verify travel claims and vendor documents before payment.
  • Ensure vendors are paid on time and within the set deadlines.
  • Verification of SCALA Data Entry and updating the Journals.
R4: Identifying and highlighting of audit issues that need to be addressed with a view of filling in gaps identified in the Internal Control processes.

R5: Perform any other duties allocated by the supervisor.

Authority:
  • Supervise and Appraise Finance officers.
Contacts/Key Relationships:
  • Care Employees (National, International and Incentive).
  • Other Agencies (IP’s)
  • External clients- vendors etc
Working Conditions:

The position is based at Dadaab Main Office (DMO) with frequent movements to Hagadera, Ifo and Dagahaley camps as well as any other extension camps and program sites. This is a none-family working station.

Hot weather is prevalent throughout the year with limited basic amenities. Road movement to and from work station to Garissa as well as inter-camp movement must be under police escort (Scheduled convoys). Strict adherence to security instructions all the time. It is a six days work station with a compensatory time off according to CTO policy.

The incumbent will be required to travel to Nairobi office and perform official responsibilities as will be required

The incumbent shall reside in the CARE compound while executing official duties and shall obey and adhere to residential compound regulations.

Qualifications, Experience and Competencies
  • Bachelor’s degree in accounting and a professional certification such as CPA II or ACCA equivalent level.
  • Three years proven work experience in a busy environment and at supervisory level
  • Experience in budget preparation and donor reporting
  • Good interpersonal skills
  • Excellent planning and organizing abilities
  • Proficient in Microsoft suite with excellent abilities to manipulate excel
Competencies
  • Adaptable, flexible, team player and able to persist in a hardship area.
  • Ability to solve problems and work with minimum supervision
  • Ability to use any one accounting/finance management system
Qualified candidates are invited to send their application letters, indicating reference numbers in the application together with a detailed CV with three professional referees and daytime telephone contacts by 11th July, 2011 to the

Human Resources & Development Manager,
CARE International in Kenya.
Email: vacancies@care.or.ke.

Only shortlisted candidates will be contacted.

CARE is an equal opportunity employer and promotes gender equity.

Canvassing will lead to automatic disqualification.
For latest jobs in Kenya and Kenyan Jobs always visit http://kenyajobtube.blogspot.com/

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