Pathfinder International is an international non-profit organization that is dedicated to supporting high-quality comprehensive reproductive health services in Kenya.

We are currently recruiting for the following positions to join our team in APHIAPlus Nairobi coast project.

Grants Accountant

Nairobi

Reporting to the Grants Manager the incumbent will be responsible for sub-grant financial administration and compliance as well as programmatic guidance and support.

The position will monitor financial and programmatic aspects of the sub-grant during the sub-award period and closing of the sub-award.

S/he will be responsible for development of procedural documents and processes and ensure that pre-award risk assessments are carried out on each grantee and that decisions are incorporated into grant awards

Job Requirements
  • Minimum professional accounting qualification of CPA III or its equivalent
  • At least 5 years work experience managing financial administration of major donor grants and contracts, and sub-award management in a non-profit environment
  • Strong understanding of USG funding requirements.
  • Highly proficient in MS Office, spreadsheets and database skills
  • Working knowledge of regulations applicable to grants management and administration
  • Good analytical skills to successfully perform financial reviews and other quantitative analysis
Laboratory Technologist (2)

Location: Nairobi and Mombasa

The Laboratory Technologist will support MOH laboratory staff in the province to develop and implement strategies for establishing and implementing internal and external quality assurance standards and operating procedures.

This will include reagents/lab commodities management, specimen management, documentation, management of laboratory accidents, inventory, equipment, reagent and training needs, monitoring and evaluation of laboratory and point-of-care diagnostic services and systems.

She/he will work closely with the APHIAPlus Nairobi/Coast Service delivery team with the aim of supporting and improving quality of HIV/AIDS, tuberculosis, MNCH and malaria health services.

Job Requirements
  • Higher diploma in laboratory technology or its equivalent
  • Be registered with the Kenya Medical Laboratory Technicians’ and Technologists’ Board ( KMLTTB)
  • Possess at least 3 years experience in a practical setting specifically in the diagnosis and treatment monitoring of HIV/AIDS prevention, care and treatment, TB/HIV, TB DOTS, and malaria in Kenya.
  • Familiarity with and experience in implementing local and national laboratory quality assurance systems; laboratory capacity building, monitoring and supervision.
  • Ability to work independently as well as in collaboration with colleagues and partners.
Grants Officer (2)

Location: Nairobi and Mombasa

The Grants Officer will work closely with the Grants Manager to identify and assess potential partners to work with the project.

This will include reviewing of new sub-grant proposals, processing of sub-grant agreements and subsequent modifications while ensuring they comply with organisation and donor regulations.

S/he will facilitate participatory proposal development with LIPS and coordinate their capacity building on narrative and financial proposal development.

Job Requirements
  • A degree in social sciences preferably in Economics and/or Sociology
  • At least 5 years work experience managing of major donor grants and contracts, and sub-award management in a nonprofit environment
  • Experience in proposal writing, review and budgeting
  • Able to demonstrate past experience working with partners in grant management.
  • Strong understanding of USG funding requirements.
  • Highly proficient in MS Office, spreadsheets and database skills
  • Working knowledge of regulations applicable to grants management and administration
  • Good analytical skills to successfully perform narrative analysis of grantee proposals
Accounts Assistant

Location: Mombasa

The Accounts Assistant position will report to the Accountant and work closely with program staff to facilitate payments. The role will manage all M-pesa payments to relevant parties and staff. S/he will also be expected to undertake timely filing of M-pesa payment vouchers and receive/bank organizational funds.

Job Requirements
  • Minimum professional accounting qualification of CPA II or ACCA level II.
  • Three years experience in a similar position preferably in an INGO.
  • Excellent computer skills particularly with advanced hands on experience on different types of spread sheets and various automated accounting systems.
  • Highly organized and able to work independently and as part of a team.
Renovations Coordinator

Mombasa

The Renovations Coordinator shall oversee renovation works in Coast Province.

S/he shall carry out all technical work towards upgrade and improvement of infrastructure within the Health sector.

The role will work in close collaboration with MoPHS, MoMS, MoPW, Constituency Development Fund, Hospital Boards, Health Centre and Dispensary committees, organizations in partnership with Pathfinder and any other stakeholders who may be identified from time to time.

Job Requirements
  • A Degree in an Engineering field, or a Higher National Diploma in Building & Construction.
  • Five years relevant work experience (in Government or Consultancy in the construction industry) for a degree holder and 8 years in the case of diploma qualification
  • Demonstrated knowledge in different aspects and fields of engineering; construction; proposal drafts presentation and production of final computer generated technical drawings.
  • Conversant with construction tender documents generation and requirements.
  • Be able to work under demanding deadlines and with minimum supervision and willing to travel within Coast
Admin/Accounts Assistant

Location: Malindi And Lamu

The Admin/Accounts Assistant will be responsible for all general administrative issues including basic financial transactions relating to the satellite office.

S/he will be responsible for preparing monthly field activity budgets and payments; maintaining the field office cash book and cash reimbursement requests and inventory management for the field office.

The incumbent will also be in charge of sub-office administration; coordinate training preparation, staff travel and other administrative responsibilities.

Job Requirements:
  • Minimum basic accounting including a minimum level professional accounting qualification such as CPA II or ACCA level II.
  • Three years experience in a similar position in a large and busy international NGO.
  • Previous work experience in an administrative role is highly desirable
  • Excellent computer skills, particularly with spreadsheets and automated accounting systems.
  • Ability to work independently; with people from diverse cultures and communicate effectively.
Candidates who meet the above requirements should send their CV and cover letter detailing current and expected salary.

Candidates should also clearly indicate the location they are applying for and include daytime telephone contacts to kenyajobs@pathfinder.org.

Closing date for applications is 31st October 2011.

Only short listed candidates will be contacted.

Candidates who meet the above qualifications and are available to start immediately are encouraged to apply.

Pathfinder International is an equal opportunity employer
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CARE International in Kenya is looking for well organized and highly motivated individuals who are results - oriented to fill the following positions.

Field Officer - Water Sanitation and Hygiene

2 Positions

Ref: FO-WSH/10/2011

Program: Drought emergency response – Northern Kenya.

Supervisor: Project Officer – Engineer.

Location/Duty Station: Moyale and Marsabit

Grade: E

Job Summary & Purpose:

The Field Officer shall provide oversight to the Emergency drought response Program’s WASH and CFW activities in empowering the pastoral and agro - pastoral communities in the Mandera west, Wajir North, Wajir West, Moyale, Sololo and Marsabit central districts to ensure that poor rural communities in arid and semi-arid zones have access to water and are using appropriate hygiene and sanitation practices to reduce their vulnerability to water related shocks.

The Emergency drought response –Northern Kenya is focusing on improving the water infrastructure by rehabilitating earth pans, sand dams, boreholes and shallow wells, provision of generating sets and fast moving spares for the boreholes.

The second component will involve the use of POU (point of use) water quality surveillance ,treatment and chlorination , construction of latrines and set up hand wash facilities at schools to improve water quality at households, increase accessibility to sanitation infrastructure and hygiene promotion.

Community participation especially in water rehabilitations will be achieved by the use Cash for Work – CFW. Under this approach, communities will access cash by participating in the rehabilitation work and by extension improve their households livelihoods.

Based on this program design, the incumbent is expected to undertake and advise the Project Officer on the technicalities on initial water support need assessments, community mobilization, engagement and creating structures to support program activities. The incumbent will also closely work the PWE in all activities related to water infrastructure rehabilitation and developments, sanitation and hygiene promotion.

The officer will display considerable effort and skill in programme implementation, networking, collaboration and coordination with other local level partners.

Tasks and responsibilities

R 1: Administration

Task 1.1 - Maintain office and capital equipments inventory in your area of work.

Task 1.2 - Maintain assigned property in good order.

Task 1.4 - Supervise and monitor the use of project field equipment and materials

Task 1.5 - Administer project advances in accordance with CARE procedures

R 2: Project Development and implementation

Task 2.1 - Creating awareness on Emergency drought response activities in the assigned area of work.

Task 2.2 - Identification and mobilization of Community Based Groups, WUAs and Institutions

Task 2.3 - Situation analysis and participatory development of the community action plans.

Task 2.4 - Organize and conduct trainings and campaigns of community’s own resource persons and other project participants on water, hygiene and environmental sanitation.

Task 2.5 - Compile and submit work plans and activity reports. (Trainings, Campaigns, Monthly) to the Project Officer

Task 2.6 - Implementation of School Health clubs activities to promote hygiene through the child-to-child approach.

Task 2.7 - Ensure integration of hygiene promotion in all aspects of project intervention including setting up hand wash facilities.

Task 2.8 - Prepare/compile inventories of completed water and sanitation facilities.

Task 2.9 - Supervise all ongoing Project activities especially those involving water rehabilitation, sanitation infrastructure and CWF

Task 2.10 - Organize for commissioning of rehabilitated or completed water infrastructure such as earth pans, wells or boreholes and sanitation facilities to community/Institutions

Task 2.11 - Monitor and report community/government’s participation as well as contribution to the program activities including the CFW activities in relation to water rehabilitations

R3: Contact/key relationship

Task 3.1 - Develop cordial contact and relationship with all CARE staff and GOK (Min. Water, Health, Education, and Provincial Administration) and other partners at the divisional level.

R4: Representation

Task 4.1- Strengthen teamwork with project staff and other partners.

Task 4.2 - Co-ordinate/liaise with GOK locational/divisional staff on issues relating to Water, Sanitation and Health to strengthen collaboration

Authority:
  1. Spending Authority: Nil
  2. Supervision: Nil
  3. Decision Making: Nil
Working Conditions: Mandatory 90% time in the field within the assigned area of work.

Qualifications:

Education: At least basic diploma or National Higher Diploma (HND) in areas of community development, public health, social work and community development

Experience: At least 3 years experience in community development activities, experience in pastoral communities. Those ones with experience in programs that included water and sanitations, CFW and Cash grants are most preferred.

Competencies:
  • Has the ability to work with diversified category of people/ cross- sector and cross- functional teams and areas.
  • Fast learner of new tasks and skills,
  • Excellent communication, report writing and interpersonal skills with high integrity, Team player and reliable,
  • Good analytical and problem solving skills,
  • Results oriented with ability to work well under pressure with minimum supervision while undertaking multiple tasks,
  • Dedicated to maintaining high quality standards, Industrious with innovative and creative skills.
  • Have Experience /knowledge of working with pastoralists in Northern Kenya and understands the local language.
  • Motivated and good planning skills
Field Officer – Livestock (Animal Health)

Ref: FO-AH/10/2011

Program: Drought emergency response – Northern Kenya.

Supervisor: Project Officer – Veterinary.

Location / Duty Station: Moyale

Date of Employment: New

Grade: E

Job Summary & Purpose:

The Field Officer shall provide oversight to the Emergency drought response Program’s livestock health activities in Northern Kenya Mandera west, Wajir North, Wajir West, Moyale, Sololo and Marsabit central districts to ensure that poor rural communities in arid and semi-arid zones have access to water and are using appropriate hygiene and sanitation practices to reduce their vulnerability to water related shocks.

The Emergency drought response –Northern Kenya is focusing on improving the livestock health related activities through logistics support to district veterinary office in mass treatment and vaccinations, capacity building of CBAHWs and district disease surveillance committee with a component of community managed disaster risk reduction to increase community resilience to drought.

Based on this program design, the incumbent is expected to undertake and advise the Project Officer Veterinary on the technicalities on initial livestock health support need assessments, community mobilization, engagement and creating structures to support program activities. The incumbent will also closely work the district veterinary officers in all activities related to livestock.

The officer will display considerable effort and skill in programme implementation, networking, collaboration and coordination with other local level partners.

Tasks and responsibilities

R 1: Administration

Task 1.1 - Maintain office and capital equipments inventory in your area of work.

Task 1.2 - Maintain assigned property in good order.

Task 1.4 - Supervise and monitor the use of project field equipment and materials

Task 1.5 - Administer project advances in accordance with CARE procedures

R 2: Project Development and implementation

Task 2.1 - Creating awareness on Emergency drought response activities in the assigned area of work.

Task 2.2 - Identification and mobilization of CBAHWs and district disease surveillance committees.

Task 2.3 - Situation analysis and participatory development of the community action plans at district levels..

Task 2.4 - Organize and conduct trainings and campaigns of community’s own resource persons including CBAHWs, disease surveillance committee and community managed disaster risk reduction committee.

Task 2.5 - Compile and submit work plans and activity reports. (Trainings, Mass treatment and vaccination Campaigns, Monthly and quarterly reports) to the Project Officer.

Task 2.6 - Supervise all ongoing Project activities- Mass treatment and vaccinations of livestock.

Task 2.11 - Monitor the progress of the project activities.

R3: Contact/key relationship:

Task 3.1 - Develop cordial contact and relationship with all CARE staff and GOK (Min. livestock development) and other partners at the divisional level.

R4: Representation

Task 4.1 - Strengthen teamwork with project staff and other partners.

Task 4.2 - Co-ordinate/liaise with GOK Locational/divisional staff on livestock related issues.

Authority:
  1. Spending Authority: Nil
  2. Supervision: Nil
  3. Decision Making: Nil
Working Conditions:

Mandatory 90% time in the field within the assigned area of work.

Qualifications:

Education: Atleast certificate in animal health from recognized institution.

Experience:

At least one (1) year experience of working with NGO in livestock health related activities among pastoral communities in Northern Kenya. Experience in implementing emergency animal health will be added advantage.

Competencies:
  • Has the ability to work with diversified category of people/ cross- sector and cross- functional teams and areas.
  • Fast learner of new tasks and skills,
  • Excellent communication, report writing and interpersonal skills with high integrity, Team player and reliable,
  • Good analytical and problem solving skills,
  • Results oriented with ability to work well under pressure with minimum supervision while undertaking multiple tasks,
  • Dedicated to maintaining high quality standards,
  • Industrious with innovative and creative skills.
  • Have Experience / knowledge of working with pastoralists in Northern Kenya and understands the local language.
  • Motivated and good planning skills
Field officer – Livelihood

Ref: FO-L/10/2011

Department / Project: Emergency drought response – Northern Kenya

Supervisor: Project Officer – Engineer.

Location / Duty Station: Mandera west - Takaba

Date of Employment: (New)

Grade: E, 1st quartile

Job Score:

Job Summary & Purpose:

The Field officer - Livelihood shall provide oversight to the Emergency drought response programs- Northern Kenya in the implementation of Cash for work activities in the rehabilitation of water infrastructures in empowering the pastoral and agro - pastoral communities in the Mandera west, Wajir North and Wajir West.

This will ensure that poor rural communities in arid and semi-arid zones have access to water and are using appropriate hygiene and sanitation practices to reduce their vulnerability to water related shocks.

The livelihood component of the project focuses on improved household’s income to the drought affected community through development of production assets that contribute to both long term development needs and at the same time reduce their immediate vulnerability. S/he will supervise implementation of activities to completion while adhering to the highest standard of emergency accountability according to HAP and HAF.

The officer will display considerable effort and skill in programme implementation, networking, collaboration and coordination with other local level partners.

Tasks and Responsibilities

R 1: Administration

Task 1.1 - Maintain equipments and tools register/inventory in your area of work.

Task 1.2 - Maintain assigned property in good order.

Task 1.4 - Supervise and monitor the use of project field equipments and materials

Task 1.5 - Administer project advances in accordance with CARE procedures

R 2: Project Development and implementation

Task 2.1 - Creating awareness on project activities in the assigned area of work.

Task 2.2 - Mobilization of Community for cash for work activities

Task 2.3 - Identify cash for work beneficiaries based on community based set criteria for targeting the beneficiaries

Task 2.4 - Facilitate development of the community action plans.

Task 2.5 - Compile and submit work plans and activity reports. (Trainings, Campaigns) to the emergency Project engineer.

Task 2.6 - work with the project manager and Engineer to develop cash for work system and monitoring indicators that will ensure smooth implementation of the project as well as ensure cash reach the intended beneficiaries.

Task 2.7 - Attend development meeting and barazas organized at the divisional / local / project sites

Any other task identified by the project Engineer and required for the fulfillment of the project objectives.

Contact/key relationship:
  • Develop cordial contact and relationship GOK line ministries (Min. Water and Provincial Administration) and other partners
Representation
  • Strengthen teamwork with project staff and other partners.
  • Co-ordinate/liaise with GOK staff at divisional/location level on issues relating to drought interventions
Authority:
  1. Spending Authority: Nil
  2. Supervision: Supervise pay agents
  3. Decision Making: Incumbent expected to handle problems from which there are clearly applicable precedents.
Contacts/Key Relationships (internal & external):

Develop working rapport GOK line ministry staff (ministry of Water and provincial Administration) and other partners at the divisional level

Working Conditions:
  • 80% time in the field within the assigned area of work.
  • Harsh climatic and rough terrain in most of the working area
Qualifications:

Education: At least a Diploma in Social science, Community development, Project planning and management or other relevant field

Experience:

At least 3 years experience in community development activities, experience in pastoral communities. Those ones with experience in programs that included water and sanitations, CFW and Cash grants are most preferred.

Competencies:
  • Excellent knowledge of community mobilization and facilitation skills.
  • Good Interpersonal Skills and must be a team player
  • Good communication skills (both oral and written) with proven excellent report writing ability
  • Good Computer Knowledge and Skills
  • Must be able to meet dead lines
Accounts Assistant

Ref: AA/10/2011

Department/Project: Finance Department

Supervisor: Finance Coordinator

Location/Duty Station: Moyale

Grade: D

Job Summary & Purpose:

Receive all cash and cheque payments as well as making cash payments other than petty cash.

Tasks and responsibilities

R 1:

Task: Receive all cash and cheque payments made in favor of CARE Kenya at the Moyale Sub-office and ensuring that the same is receipted on the CARE Official receipt book and issued to the Payee

R 2:

Task: As the CARE Kenya Moyale Bank Agent, ensure that all cash and cheques received are banked within two days of their receipt. Also, submit, collect and manage CARE Kenya’s correspondence with banks in Moyale.

R3:

Task: Disburse cheques and/or payments per policies and procedures.

R4:

Task: Petty cash administration

R5:

Task: Perform other tasks and assignments as and when required.

Authority:
  1. Spending Authority: NONE
  2. Supervision: NONE
  3. Decision Making: Limited Within prescribed standards
Contacts/Key Relationships (internal & external):
  1. Kenya commercial banks Officials.
  2. CARE international in Kenya staffs.

Working Conditions: Based in Moyale.

Qualifications:

Education: At least O level

Experience: 1 year in similar position.

Certificate: CPA Part 1 or diploma in business administration.

Competencies: Sufficient computer skills to perform assigned tasks

The detailed job description can be reviewed on our website: www.care.or.ke

Applications

If you feel you are the right candidate for the advertised position, kindly send your application indicating the reference number and title of the position applied for along with an up-to-date CV with telephone contacts of three professional referees to:

The Human Resources & Development Manager,
CARE International In Kenya,
Email: Vacancies@care.or.ke.

So as to be received not later than 28th October, 2011.

Only short listed candidates will be contacted.

CARE is an equal opportunity employer and promotes gender equity.

Canvassing will lead to automatic disqualification.

CARE International in Kenya does not charge a fee at any stage of the recruitment process. (Application, interview, meeting, processing, training or any other fees).

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CARE International in Kenya is looking for experienced and highly motivated individuals who are results-oriented to fill the following positions:

Grants Officer - Global Fund HIV Program

Ref: (GO/10/2011

2 Positions

Department/Project: Global Fund

Supervisor: Grants Coordinator

Location/Duty Station: Nairobi

Grade: F

Job Summary & Purpose:

The Grants Officer (s) shall report to Grants Coordinator, Global Fund Round 7, HIV&AIDS.

He/She shall get day to day grants management and technical support from the line manager while working closely with peer level program officers and grants accountants; shall get day to day management support from program and program support units to support effective administration functions of the Grants Officer position.

The Grants Officer (s) shall keep the Program team (Grants Coordinator, Program Quality Coordinator and Program Manager) informed of all processes and procedures related to grants performance.

The purpose of the Grants Officer (s) position is to support the Grants Coordinator in managing and coordinating all financial aspects of the program to ensure there is optimal compliance with contract obligations.

In order to achieve this, the Grants Officer (s),
  • shall support the finalization and operationalization of the program grants management systems and cycles;
  • specifically the GF sub grants and GF operational manuals, CARE Kenya financial systems and CARE Kenya Operational manuals, support interpretation and enforcement of all contract obligations in sub recipient contracts,TA and operational budgets;
  • provide on going support and supervision to sub recipients to comply with standard contract clauses to enhance compliance,
  • provide technical advise on financial, grants and governance management components during field technical support visits while also implementing technical and capacity building on financial systems strengthening, to ensure sub contractor systems are supportive to GF contract compliance;
  • identify risks to contract compliance and inform management on timely basis.
Where need be, the grants officers shall support the setting up of grants management systems for sub recipients.

The grants officer (s) shall support the Grants Coordinator in developing grants portfolio performance reports with a view to monitoring and ensuring that CARE and contractor budgets are effectively and timely utilized as per program work plan(Service Delivery Area (SDA) and targets, review sub recipients financial reports submitted against program targets and sub reciepient contract provisions in consultation with project officers; and support preparation of annual sub recipients and PR GF Program audits.

The Grants Officers shall support the Grants Coordinator in operationalizing sub recipient contracts to ensure that they are in harmony with the GF contract conditions; and CAREs sub grants policies and operational manuals, capture grants conditionalities as per sub recipient assessment reports and ensure that the program complies to statutory obligations.

The grants officers shall support sub reciepients interaction with CAREs operational systems to reduce bottlenecks to grants flow, compliance and reporting. The grants officers shall support the Grants Coordinator in timely preparation of CAREs requests for funds disbursement in line with grants timelines, ensure that sub reciepients prepare timely requests, ensure timely flow of disbursements to sub recipients and contractors, ensure timely preparation of funds utilization reports per recipients and support timely consolidation of financial and program reporting for funds allocated, disbursed, utilized and accounted for; support the review and operationalization of tools for financial requests, documentation and reporting to ensure that funds are reconciled on a monthly basis and as at reporting schedules as stipulated in contracts, enhance team work within the GF unit, CARE program and program support units and enhance and strengthen partnerships and synergies within the GF program partners in the country.

He/she will work closely with the program officers to support adherance to all financial contract compliance aspects by ensuring that funds are clearly programed and that targets are clearly costed and contracted by supporting sub recipients development and review of budgets to ensure harmony with program performance targets, (financial and program targets),work plan per required timelines, funds utilization is adequately documented, accounted for, reported and cleared.

A key indicator of success of the position will be the realization of full contract compliance per sub recipient; that targets contracted and financed per service delivery area and operational areas are fully accounted for within the program period under which they are utilized; and that the program is cleared in all audits to the PR and SR.

Tasks and responsibilities.

R 1: Global Fund Rd 7 Program Grants and Contract and Compliance

Task

With Technical support from Grants Coordinator, coordinate all sub recipients (allocated to your supervision) program financial compliance to ensure optimal performance of the phase 1 performance based contract including and not limited to;-


1. Sub recipients Grants Coordination and Contract compliance enforcement and coordination by;-

1.1. Support the grants coordinator in the review and finalization of the program grants management systems and cycles notably; review the sub recipients accounting manual, GF operational manual and M&E framework and ensure to provide feedback on indicators for grants compliance and tracking

1.2. Develop specific sub recipients grants and contract management work plan and (sub sets of the work plan) and share these with the Grants Coordinator, for review and consolidation for use in preparing the PMF(Project Monitoring Folder) and in doing so identifying and lifting core contract components per sub recipient and mechanisms for supporting sub recipients implementation of the same.

Work with sub recipients to ensure the internalization of contractual clauses (standards and conditions), support their development of actions (work plan) for implementing conditions in the grant agreement and jointly identify indicators for results of tracking conditions by dates, support partners identification of partners and provide CAREs support required to support these components and working with them as appropriate to ensure conditions are met as per GF requirements.

Develop reports and share with grants coordinator and Program manager highlighting risks and challenges foreseen on contract compliance.

1.3. As per 1.2. above, sharing these with the Grants coordinator for review and approval as the components that require management oversight and actions and review these on a weekly basis (or as per specific sub recipient conditions) with milestones indicated on progress towards meeting the contractual obligations.

1.4. Support grants manager in developing grants and contract management work plan for the program by ensuring that all conditions and standard provisions have been identified and partners grants and contract management plans have been taken on board (as per 1.2. above)

1.5. Support the grants coordinator in the interpretation of institutional assessment reports with a view to develop conditions per sub recipient and ensure that they are captured in sub recipient contracts with clear timelines for meeting them and and provisions for non compliance

1.6. In liaison with the program officers and upon development of work plans and budgets, timely prepare sub recipient contracts taking on board conditions of institutional assessments, GF standard conditions as interpreted by the grants coordinator and as per the CARE GF contract are well articulated per sub recipient contracts. Ensure the contracts are reviewed by grants coordinator.

1.7. Coordinating sub recipients compliance to VAT conditions in the GF contract by supporting the grants coordinator in drafting requests for VAT exceptions with the Government of Kenya, and following up to ensuring that conditions to VAT refunds are made per receipts or as shall be advised upon CAREs follow up on VAT exceptions.

Ensure that partners processes for VAT compliance are documented and management minutes on such VAT discussions are fully documented and shared per sub recipient (or as the case shall be).

This shall involve working through the advise and technical support of the GF grants coordinator and program officers designated per sub recipient organizations and government departments (Ministry of Finance), NACC and other departments as shall be guided by the enquiries and CAREs management.

1.8. Support the grants coordinator in developing indicators for measuring compliance to sub contractor clauses (as per 1.5 and 1.6. above) and in consultation with program officers and grants coordinator, ensure these are consolidated by the program quality coordinator and lifted in sub recipient field monitoring forms for use by the grants and program officers during field supervision visits as shall be required from time to time

1.9. Develop in consultation with contact program officers field monitoring work plans and share these for review by the grants coordinator and program quality coordinator and upon approval of the program manager implement these, with a view to strengthening sub recipients oversight, identification of risks and taking actions to minimize risks to grants misappropriation.

1.10. Prepare field grants monitoring reports at least 3 days or earlier, as the case may present, ensuring that you develop clear action points and timelines for follow up after field supervision visits and share these with the grants coordinator and program quality coordinator for review and further advise

1.11. Develop key points of lessons or challenges encountered during grants coordination and administration and share these with the grants coordinator for consideration while developing presentations for grants management sessions

1.12. Proactively and timely identify financial and governance risks of individual sub recipients and communicate these in writing to CAREs management through the grants coordinator

1.13. Prepare, on a timely basis, requests for support from key departments and individuals through the grants coordinator, matters related to contract management and compliance and ensure timely follow up i.e. financial reporting, funds transfer/disbursements, procurements, among others

1.14. Implement the GF operations manual, sub grants management, financial and sub grants policies and procedures to ensure effective CAREs, sub recipients and sub contractors compliance to terms and conditions as well as systems and processes.

1.15. Support the grants coordinator and program manager to develop funds disbursement requests to Global Fund

1.16. Develop sub recipients portfolio performance after undertaking individual sub contractor reconciliations and identifying actions needed per sub recipient and timely share these with the grants coordinator to consolidate and develop grants portfolio performance on a on a monthly basis. Upon decisions on actions required per sub recipient based on the portfolio performance reports, develop action points for follow up, monitoring and tracking while keeping the grants coordinator informed

1.17. Review individual sub recipients financial expense reports in consultation and jointly with program officer in order to ensure harmony in program targets achieved and funds utilization on a monthly basis and as often as reports are submitted, provide feedback to contact program officer and grants coordinator for actions that are required for onward communication and follow up. To ensure optimal compliance, the reports must be reviewed against contractual requirements and in line with budget provisions.

1.18. Provide technical capacity building for identified capacity building needs during sessions (on-site or workshop sessions) for sub recipients and staff on grants management to enhance grants compliance and performance

1.19. Support the grants coordinator in drafting management letters to sub recipients and or addendums for review of contracts in time, upon identification of needs and upon advise and request by the grants coordinator and share these for review and approval by the program advisor (sector manager) or CAREs management through the grants coordinator and the program manager

1.20. Document, file while referencing all correspondences by date and per sub recipient and periodically review actions taken to ensure that that all concerns raised in contracts, correspondences are well addressed and therefore enhance optimal contract compliance.

1.21. Support the grants coordinator and the PM in the preparation, review and production of program reports (inclusive of financial components)

1.22. Consolidate and share list of program assets inventory held by sub recipients to grants coordinator for consolidation and ensuring reporting as per donor requirements and CARE Kenya policies and regulations.

1.23. Support the grants coordinator and PM in preparation of PR annual audits and lead the coordination of contact sub recipients annual audits in consultation with grants coordinator and as shall be advised by the program manager while ensuring provision of timely, accurate and authentic responses to program audit queries

1.24. Support the GF program team in timely preparation of program applications for phase 2

1.25. Support the grants manager in the development and operationalization of program management folder specifically in the preparation of the grants management plan, taking into consideration all components of the sub grants management cycle including and not limited to; timelines for funds disbursement requests per sub recipient, disbursement transfers, processes for sub contractor budget preparations and contracting, technical support visits to partners, financial and budget systems review during TA visits to sub contracted sub recipients, financial reporting reviews against contracted targets, developing and operationalizing monitoring plans for funds utilization against activity implementation and review reconciliation reports produced by the sub recipients and support the grants coordinator in reviewing monthly financial reports submitted by finance.

1.26. Ensure funds disbursement requests by sub recipients are cleared on timely basis by the grants coordinator, program quality coordinator and program manager and work closely with grants accountants to facilitate timely disbursement of funds to sub recipients and as per signed sub grants contracts and CK policies.

1.27. Facilitate timely liquidation of outstanding advances as per the accepted financial accounting documents from CSO partners

1.28. Facilitate effective communication regarding sub recipients financial obligations and accounting issues between grants accountants, finance department, grants coordinator, program quality coordinator, program manager and program advisor (Sector Manager).

R 2: GF Budget Management Support

Task

1.1. Support the grants coordinator, program quality coordinator, PM and program advisor (SM) in preparation and allocation of sub recipients budgets, while ensuring that all work plan targets per partners are effectively budgeted and calculated, and are within approved budgets

1.2. With technical support from the grants coordinator, support contact sub recipients in developing and operationalizing GF program budget and grants tracking tool, and provide technical training for sub recipient program managers to ensure that all transactions undertaken are posted in the budget tracking tool on a daily basis for purposes of ensuring that partners are able to effectively manage GF program budgets and ease financial and program reporting.

Periodically and at a minimum review budget utilization per sub recipient and prepare portfolio performance and share these with grants coordinator for review, consolidation for the program and advise for decision making.

1.3. provide training and support to sub recipients in the utilization of budget tracking, procurement plan and costed work plan templates as developed by the lead of the grants coordinator; Ensure contact sub recipients utilization of the templates and compliance and provide feedback to grants coordinator, PM and Sector Manager after partner visits.

1.4. Provide training support to the grants coordinator to the project officers and GF program team in the utilization of grants management templates and provide technical support during ongoing implementation to ensure effective CARE and sub recipients budget management

1.5. Undertake monthly review of budget utilization by sub recipients and undertake reconciliation of the GF accounts against budget utilization, and advise grants coordinator and management as appropriate

1.6. Support timely preparation of donor financial reports and that all expenses incurred by sub recipients are dully accounted for while those not accounted are fully explained; while ensuring that all taxation matters are addressed and that there is harmony in program and financial reports submitted by contact sub recipients and generated by CARE before submission of reports for review to LFA and GF

1.7. Timely provide response to budget queries raised by grants coordinator, PM, program quality coordinator, program advisor (sector Manager), finance counterparts and program management teams.

1.8. Ensure effective implementation of all CARE financial and operational and administrative policies and procedures while undertaking budget management roles.

1.9. Support preparation of funds management presentations to GF forums that may be called by management and GF partners in the country, upon request by grants coordinator, PM, Program advisor (SM) and management.

1.10. Attending GF coordination meetings as shall be advised among other program coordination meetings as shall be relevant and upon consultation with line manager and management

R3: Program Grants monitoring, evaluation and Reporting

Task

1.1. Provide support to grants coordinator in documenting processes for meeting conditions precedent, standard conditions such as minutes of meetings, processes and deliverables, management letters among others that CARE will use to support decisions made on key contractual issues. These may include partner selection processes and tools used for assessment of capacities, minutes of selection of auditors among others

1.2. Support the grants coordinator in develop grants monitoring forms as per items; 1.8., 2.2. 2.3 and 2.4 (indicators for measuring compliance, field grants monitoring forms, budget tracking tools’, procurement plans and costed work plans ( PR and SR) and utilize these in effecting monitoring and evaluation of performance of the grant to ensure optimal utilization and success of the program

1.3. Review the M&E framework developed for GF Rd 7 program with a view to informing management for review to incorporating grants management indicators and monitor grants indicators performance for contact sub recipients in liason and close working relationship with contact project officers on a monthly basis or as need arises.

1.4. Support the grants coordinator in developing and operationalizing an electronic grants information and data management system and ensure to update the information per contact sub recipient per transaction and upon receipt of information from sub recipients reporting on a monthly basis.

1.5. Generate reports of monitoring of the grants performance per contact sub recipients and share on a monthly basis to the grants coordinator, PM and program advisor during monthly program planning and review meetings or as shall be advised from time to time

1.6. Monitor sub recipients utilization of grants monitoring tools developed for use by CARE and sub recipients for the GF program and share these reports as per 3.5. Above.

1.7. Support the grants coordinator, program quality coordinator and PM in the organization and coordination of field monitoring visits for program and grants officers to ensure cost effectiveness, technically sound support and that sub recipients are supported effectively and that grants monitoring information from sub recipients monitoring is as accurate as possible;

1.8. Document all processes and grants monitoring sessions held with sub recipients, CAREs GF program grants monitoring sessions, GF partner sessions in Kenya i.e. CCM and HIV ICC where information on grants is shared and decisions arrived at; for use in backing CAREs decisions and audit information

1.9. Support the grants coordinator, program quality coordinator and PM in the development of TORs for program evaluations (mid term) and financial capacity building sessions to ensure that grants and financial issues are well articulated; support technical review of consultancy applications ensuring that concise assessment criteria is developed and operationalized; provide technical oversight to program financial related consultancies for contact sub recipients to ensure deliverables are met to stipulated standards and document clients feedback; timely follow up with grants accountants in processing of payments for such engagements

1.10. Support the grants coordinator in developing components of grants program progress for sharing with the PM to consolidate these as s/he prepares the Program management update reports for sharing with the country management team to keep them updated on the progress of the GF program.

The reports should reflect progress in achieving targets, conditions precedent and standard conditions, sub recipients compliance to contractual obligations, risks assessment per sub recipient, decisions made by GF actors in country specific to grants and impacts on the GF program, support required from program and program support teams to enhance success of program and overall aspects across the components of the PMF

R4: Partnership Strengthening, Technical Assistance, Lessons Learnt and Knowledge sharing (5%)

Tasks

1.29. Support grants coordinator and PM in organizing partner review meetings while developing key points and grants performance review presentations to various actors, in order to inform challenges, lessons learnt and promising practices for purposes of improving performance and knowledge sharing in the program

1.30. Identify and project financial and governance related technical assistance needs for addressing capacity weaknesses based on capacity assessment reports and field technical support sessions, support the development and and implement Capacity Bulding (CB) and technical assistance (TA) plans

1.31. Establish good working relationship with the GF program team, sector grants officers and program teams and cordially work with all care program and program support teams and during the course of your interaction with other GF actors, cordially coordinate with other GF departments within the Ministry of Finance (PR), NACC and CCM (and other actors) to facilitate smooth program implementation, nurture support for continued application for funding as is crucial to enhancing programming, sub recipients, development partners and other crucial programs.

1.32. Coordinate with other CARE Kenya Program and Project Managers in enhancing grants management functions in the sector and country office and improvement of Health and HIV programming in the country office.

1.33. If required, Coordinate and host donors, CI and senior program management field visits

1.34. With support of the grants coordinator, GF program team, and technical staff in the sector (Senior Project Officer and M&E Coordinator) support the development of a system to identify and document grants management promising practices within the GF and CO program and develop a system for sharing these.

1.35. Support the grants coordinator, program quality coordinator and PM in organizing partner review and sharing sessions for CARE and partners to present program progress, lessons learnt and best practices to enhance performance of the GF Rd 7 grant

R5: Strengthen CAREs performance in Grants Management and Health Programming and other duties as assigned (5%)

Task

1.1. Support enhanced management cohesion of Health/HIV and CSO sector projects/programs, CO programs and staff, including management of Office operations. Undertake any other relevant duty duties as assigned by supervisor or management that enhance CAREs mission.

1.2. Strengthen CAREs grants management roles and health sector programming including capacity strengthening for health services delivery, rights programming and use of RBA approaches based on lessons learnt in implementing the GF program, especially for vulnerable and hard to reach groups and all other aspects as requested from time to time.

1.3. Support CAREs achievement of strategic interventions as outlined in the strategic plan, program principles and other frameworks

1.4. Support other grants and program development efforts in the sector and country office and other duties as assigned by the supervisor

Authority:
  1. Spending Authority: N/A
  2. Supervision: N/A
  3. Decision Making:
Contacts/Key Relationships (Internal & External):

Internal: Works as a peer and closely with Program Officers to manage a program portfolio for a specific number of sub-recipients (5 according to reviewed program structure) and closely with Grants Accountants.

Receives technical support from the Grants Coordinator, Program Manager and Program Quality Coordinator, and seeks and gets on going technical support from the sector grants coordinator, finance department especially the finance Manager and the CO Budget and Grants Manager. The position also works closely with the audit and compliance unit staff.

External: The position is the point of contact for eight sub-recipients and offers day to day support to the sub recipients in grants management, financial reporting, and technical assistance related to grants management.

The position also comes into contact with other external parties e.g. auditors and program stakeholders including the LFA, CCM, National AIDS Control Council, Ministry of Finance (Government PR), Ministries of Medical Services and Public Health and Sanitation.

Working Conditions:

Normal working conditions in a city setup. However the employee may have to contend with traffic congestion during peak hours.

The employee will undertake frequent field visits sub-recipients project locations (50%) to verify financial information reported by SRs and to officer technical support and supportive supervision.

This includes travel toremote areas and therefore has exposure to road and air travel risks and security risks.

Qualifications:

Education: Bachelor of Commerce, accounting option, Masters in Business Administration (Finance), CPA-K and Trainings on financial management; Coupled with at least 2 years of experience in Grant Management capacity in grants making programs in reputable organizations.

Experience: Previous work in HIV and Health grant programs will be an added advantage

Certificate:

Competencies:
  • Familiarity with GF systems and procedures and performance based funding,
  • Demonstrable program budget and grant management skills and experience
  • Understanding and experience in HIV programming in Kenya will be an added advantage
  • Ability and experience to develop and implement grant performance management and monitoring plans
  • Excellent inter-personal, facilitation skills and communication skills
  • Ability to work well in a team and provide staff leadership
  • Person of high moral character and professional integrity
Monitoring & Evaluation Officer

Ref: ME/10/2011

Department/Project: Emergency – ARC/HCEP projects

Supervisor: OIC Garissa sub-office

Location/Duty Station: Garissa CARE sub-office in Northern Eastern province with travel to other project areas of Wajir, Garissa and Mandera counties

Grade: G

Job Summary & Purpose:
  • Develop and implement effective monitoring and evaluation plan for the Arid and Marginal Recovery (ARC) and Host Community Emergency projects.
  • Establish measurable indicators for the projects interventions.
  • The Monitoring and Evaluation officer will ensure monitoring tools are developed and updated regularly.
  • He will also compile monthly, quarterly and annual reports on performance.
  • Also he will conduct training and support all staff on monitoring and evaluation.
  • The M/E officer is also expected to identify the priority areas of concern in the available data and inform the project team to make informed decisions.
  • Based on the project experiences he will be responsible for the regular documentation of processes, challenges and lessons learned.
Tasks and responsibilities:

R 1: Working closely with the CIK Livelihoods Monitoring and Evaluation co-ordinator to facilitate the project team to establish monitoring and evaluation system.

T 1: Review existing monitoring and evaluation tools for both ARC and HCEP projects

T 2: Review and adapt CARE International Kenya existing monitoring and evaluation tools for ARC and HCEP projects activities

T3: Provide guidance to field on quality data collection

T4: Support the field staff in data analysis and interpretation

T5: Support design of new proposal and ensure coherent and logical framework is developed

T6: Ensure both output and impact level indicators are factored into the proposal and monitored closely.

T7: Make clear interpretation of the project indicators and ensure the field staff a good understanding of them for proper reporting.

T8: Ensure that both projects have monitoring framework in place

T8: Ensure ARC and HCEP programming are in line with the overall CARE’s program approach

R 2: Provide technical input into report preparation (Monthly, quarterly and annually), and review reports.

T1: Take lead in ARC and HCEP report preparation – monthly, quality and the annual

T2: Ensure quality and timely submission of reports

T3: Participate in field assessments to measure results to ensure it is congruent with reports submitted.

T4: Provide support program in making and submitting quality reports with adequate data

T5: Lead the team in data capturing and reporting using monitoring tools to track project indicators.

T6: Participate in the documentation of case studies and learning from the ARC

R 3: Manage and regularly update the Project Management Folder (PMF)

T1: Create and regularly update the project PMF

T2: Ensure project monitoring database is created and findings from field visits are recorded in the monitoring database for each project.

T3: Participate in the process of Standard Operation Procedures (SOPs) development
in the different interventions we are undertaking e.g. cash transfer models, agro vets, CBAHW etc ensuring program quality.

R4: Represent the CIK in different forums such as consortium coordination and M & E technical working group

T1: Participate in M&E co-ordination meeting organized under the consortium

T2: Ensure project integration with other CARE International in Kenya (CIK) by participating in meetings and conferences in working towards a program approach.

T3: Any other assignment delegated by the supervisor

Authority:
  1. Spending Authority: None
  2. Supervision: Nil.
  3. Decision Making:
Contacts/Key Relationships (Internal & External):
  1. CARE Kenya partners
  2. Government and local authorities for the target regions
  3. Local and international NGOs
  4. The target communities/beneficiaries
  5. CARE International team
  6. All other stakeholders
Working Conditions: Garissa CARE sub-office in Northern Eastern province with travel to other project areas of Wajir, Garissa and Mandera counties

Qualifications:

Education: A degree in social science or any other relevant social science discipline

Experience: Three years relevant experience working in M&E

Competencies:
  • Proficiency in MS Office packages is required. Proficiency in statistical packages is desirable
  • Excellent communication skills both written and oral.
  • Excellent analytical, planning and organizational skills
  • Must be self motivated and reliable person who can work with minimal supervision.
Administrative Assistant

(Sub Office Administration Office)

Ref: AA/10/2011

Department/Project: Program Support (Moyale sub office)

Supervisor: Project Manager

Location/Duty Station: Moyale

Grade: D

Job Summary & Purpose:

Reporting to the project manager, Provides the Sub Office Programmes with Administrative services to ensure efficient and effective programme delivery, insightful analysis and quality and timely preparation and reporting of procurement plans and activities.

The Administrative Assistant will be responsible in assisting on procurement, store keeping, and administrative duties and will be required to make arrangement for travel and accommodation of staff and visitors.

In addition s/he will be advising staff on policies and procedures to ensure compliance with CARE’s operation manual.

Key Responsibilities

R1: Responsible for the implementation of Procurement functions as required by CARE Kenya operating manual.
  • Assist the project in purchase of goods and services for Moyale sub Office.
  • Ensure goods and services received by the projects meet the required Standards and are cost effective.
  • Assist procurement department to verify vendor invoices before presenting them to finance for payment
  • Follow up with vendors on items procured.
  • Raise GRN for the goods received.
R2: Responsible for the implementation of Administrative functions
  • Assist in compile vehicle, fuel efficiency report and leave summary report on a monthly basis.
  • Keep track and submit an updated, complete and accurate asset inventory data on a monthly basis.
  • Ensure that hotel bookings are done for project visitors and staff.
  • Ensure that all utility bills are paid on time.
  • During the workweek, record items on the security checklist and co-sign with security guards as appropriate.
  • Assist in human resource tasks as assigned.
Authority:
  1. Spending Authority: non
  2. Supervision: non
Contacts/Key Relationships (Internal & External):
  • Vendors
  • CARE staff
Working Conditions: Based in CARE Moyale Sub-office office

Qualifications:

Education: Diploma in business administration or diploma in purchasing and supplies.

Experience: 2 Years experience in a similar position.

Competencies: MS Office computer skills, word processing, MS Outlook and MS Excel. Ability to work to deadlines.

Applications

If you feel you meet the requirements for any of these positions, send your application letter indicating the reference number , title of the position along with an updated CV and telephone contacts of three professional referees to:

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

so as to be received not later than 28th October, 2011.

Only short listed candidates will be contacted.

CARE is an equal opportunity employer and promotes gender equity. Canvassing will lead to automatic disqualification.

CARE International in Kenya does not charge a fee at any stage of the recruitment process. (Application, interview, meeting, processing, training or any other fees).

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