Mercy Corps M & E Manager, Grants, Operations and Finance Manager Jobs in Kenya

Mercy Corps works amid disasters, conflicts, chronic poverty and instability to unleash the potential of people who can win against impossible odds. Since 1979, Mercy Corps has provided $1 billion in assistance to people in 82 nations.

Supported by headquarters offices in North America, Europe, and Asia, the agency's unified global programs employ 3,500 staff worldwide and reach 9 million people in more than 40 countries. Over the last five years, more than 90 percent of the agency's resources have been allocated directly to programs that help people in need.

Mercy Corps has recently been awarded a 3-year program under USAID’s Yes Youth Can initiative, covering six regions in Kenya; Western, Nyanza, Rift Valley, Central, Nairobi and Coast. The core of this program is a Youth Innovate for Change Fund (YICF), which will be a youth-owned, youth-led and youth-managed financial facility to support local solutions for community economic development as it grows in value.

This program aims to appropriately empower Kenyan youth (15-30yrs) to strengthen their socio-economic and political stakes through youth-led and managed initiatives and institutions. The YICF will in the first three years provide sustainable financial and skills development assistance to approximately 200,000 youth through a variety of youth-identified social and economic community development projects.

We are currently recruiting for qualified internal and external candidates to fill the following positions which will be based in Nairobi.

1) Monitoring and Evaluation Manager

General Position Summary

Working under the direction of the YICF Chief of Party, the M&E Manager performs quality control and regular audit of the program progress and results. This includes partner agencies in the YICF. The M&E Manager provides informed and independent professional advice to the program with a view to improving the delivery process and achieving high impact outcomes.

For this position, Mercy Corps requires good enterprise acumen, statistical and investigative skills. This position will also be the program’s focal point with Mercy Corp’s Mission Metrics team coordinated from Portland. The M&E Manager must maintain sober and professional communication with Mercy Corps partners (subs) in the program during execution of his/her functions.

Essential Job Functions

·       Provide oversight for all YICF program including partner agencies

·       Design and maintain a monitoring and evaluation system for the program that produces timely and trustworthy data results

·       Lead in revision of the program indicators and results matrix whenever appropriate and based on program experience

·       With stakeholders, set out the framework and procedures for evaluating program activities

·       Review existing social and economic data, including methods employed in data collection to ensure they are fit for use as baseline statistics for impact evaluation

·       Based on the review of existing data on the area, draw up the TOR for, design and cost out a baseline survey and a needs assessment survey

·       Conduct periodic client audits/visits also with a view of identifying success stories

·       Prepare consolidated program progress reports for management submission to relevant bodies. Also guide partner agencies in preparing their progress reports.

·       Provide professional editorials to quarterly and annual reports, also with a view to verify that any reported figures are a correct representation of actual progress

·       Inform and join external supervision and evaluation missions – of USAID and other stakeholders – by screening and analyzing monitoring reports as well as by furnishing direct personal knowledge of the field situation

·       Ensure all trainings delivered to clients under the program are properly and timely documented and filed.

·       Develop a plan for project-related capacity-building on M&E and for any computer-based support that may be required

·       Train field officers and investment officers on user-friendly data collection, ensuring they all understand the importance of M&E for the program

·       Design, together with field officers (of Mercy Corps and partner agencies), on appropriate tools for conducting participatory discussions with groups of clients

·       Work with partner agency M&E team to agree and execute periodic progress monitoring and reporting, in line with the overall reporting timelines under the program

·       To ensure that all stakeholders in the YICF program take value in, have appropriate capacities for and undertake their own (but agreed) M&E activities and to link these into an overall assessment of the program progress and needed action

·       Mentor staff on quality report writing keeping in mind the donor (USAID) and all other stakeholders.

·       Identify the need and draw up TORs for specific project studies

·       If possible, create discussion forums for cross-sharing and debating on monitoring findings and data

Supervisory Responsibility: N/A

Accountability Reports Directly To: Chief of Party

Works Directly With: Deputy Chief of Party, Fund Manager, Field Project Officers, Grants Manager, Investment Officers

Knowledge and Experience:

·       Previous experience with USAID programs in a similar position is desirable. Familiarity with the Results Framework approach is required.

·       Experience in M&E methods and approaches (including quantitative, qualitative and participatory)

·       Experience delivering capacity building programs in the economic development sector for multiple stakeholders such as women’s groups, youth groups and CSOs.

·       Bachelor's or Advanced degree from a recognized college or university in statistics, project management or equivalent. Each additional year of approved formal education may be substituted for one year of required work experience.

·       An understanding of USAID regulations.

·       Demonstrated experience and skill in information analysis and writing comprehensive and high quality reports

·       Familiarity with and a supportive attitude towards processes of strengthening local organizations and building local capacities for self-management

·       Advanced computer skills in MS Office programs, particularly Excel

·       Prior management experience and strong organizational skills

·       Excellent oral and written English skills

Success Factors

·       Excellent writing skills

·       Demonstrated ability to provide leadership and communicate effectively with team members.

·       Demonstrated ability to train, coach and build capacity of staff of competencies

·       Demonstrated flexibility and creativity in planning

·       Proven ability to learn quickly, take initiative, and be accountable for results.

·       Ability to understand the larger picture while remaining focused on the details.

·       Awareness of and sensitivity to multi-cultural international development work.

·       Good sense of humor a plus

·       Experience working with a youth or women program

·       Ability to coordinate and communicate across departments (Operations, Finance, Program).

·       Any other duties as assigned by supervisor and characteristic to the position

Living /Environmental Conditions: The position will be based in Nairobi, with 60% field travel.

2) Grants Manager

General Position Summary

Working under the direction of the YICF Fund Manager, the Grant Manager is responsible for the overall quality of implementation and effectiveness of the grant fund component of YICF. The Grant Manager ensures compliance with the YICF operational manual and any other additional guiding policy under this program on sub-granting or capitalization.

This position will oversee five other grants officers. The position executes a standardized funds disbursement process that is traceable, easy to audit and in a client friendly manner. This position also oversees functions of five other field based grants officers.

The Grants Manager is a key function in fraud prevention and management.

Essential Job Functions

·       Provide hands-on management of the grant fund and all grant fund related employees. Ensure the grant fund operates efficiently, transparently and supports the overall objectives of YICF.

·       Inculcate a culture and mindset of zero-tolerance to fraud within YICF and develop and monitor a system of fraud detection and abuse of power. Promote a reputation of fair and honest dealings to all constituents.

·       Drive a client-friendly “front office” service delivery process. With the field grants officers, ensure that grants support community strategic plans (external environment improvements) and the foundation of livelihood development.

·       Work with country Finance Manager to ensure smooth funds disbursement schedules

·       Maintain a solid, straight forward and easy-to-understand database/financial system of all YICF clients who are benefitting from the fund. This data base should be structured to produce on demand reports or snap shots of disbursements and repayments.

·       Work with the YIFC team to gradually and effectively utilize information from the data base for future strategic planning of the fund.

·       Ensure proper filing of all hard copy documents and correspondence with clients.

·       Oversee effective communication and conduct outreach to all YICF potential beneficiaries.

·       Present monthly fund updates to YICF management team

·       Conduct spot-checks of field operations to ensure adherence to policies and procedures and immediately make performance improvements as indicated.

Supervisory Responsibility: Grants Officers

Accountability Reports Directly To: Fund Manager.

Works Directly With: Team

Knowledge and Experience:

·       Five or more years of progressive and sound financial management experience is required. Solid experience from the private sector preferred.

·       Bachelor's degree or advanced from a recognized college or university with a major study in business administration, financial management, economic development, or similar field. Each additional year of approved formal education may be substituted for one year of required work experience. Professional accounting training and grant management is desirable.

·       Four years experience in sub-grants management especially under a USAID grant.

·       Experience in detecting and dealing with fraud in the NGO, public or private sectors.

·       Demonstrated experience and skill with budget preparation and analysis, financial reporting preparation and presentation and the proven ability to translate technical financial data into informative reports.

·       Strong accounting skills and experience,

·       Advanced computer skills in MS Office programs, particularly Excel

·       Excellent oral and written English skills

Success Factors

·       Team player dedicated to effective and efficient implementation of YICF for the benefit of at-risk youth

·       Excellent management and communication skills to guide and mentor staff to reach excellent performance results

·       Zero tolerance for fraud

·       Demonstrated understanding of a business environment

·       Demonstrated capacity to manage diverse teams in high-pressure context

·       Demonstrated ability to train, coach and build capacity of staff of varying skill, experience and aptitude levels.

·       Proven ability to learn quickly, take initiative, and be accountable for results.

·       Even temperament and a good sense of humor are appreciated.

·       Commitment to transparency, accountability and compliance with donor, organizational and national policies and regulations.

·       Any other duties as assigned by supervisor and characteristic to this position

Living /Environmental Conditions: The position will be based in Nairobi, with 40% field travel.

3) Operations Manager

General Position Summary:

The Operations Department provides program support functions for the Country and Field Offices including Procurement, Logistics and Administration.

The Operations Manager is tasked with managing and coordinating all procurements and logistics in the six regions mentioned including Nairobi. Direct office management requires the standardized implementation of all Operations policies and procedures with involvement and oversight of the day to day activities.

The Operations Manager will ensure timely reports and updates are provided back to field offices and program management.

The Operations Manager works closely with their counterparts in Program and Finance Management on budgeting, expenses and forecasting cash flows.

Essential Job Functions:

·       Oversight Mercy Corps Kenya program operations functions

·       Maintain an updated and executable procurement plan on a regular basis. This plan should be shared as part of report to the Country Director.

·       Ensure the uniform implementation of Mercy Corps’ Logistics, Procurement , Asset Management, Administration and Human Resources guidelines, as well as donor guidelines where applicable, across field offices.

·       Oversee Mercy Corps electronic procurement system in both Nairobi and field offices

·       Ensure that all field office support functions are at an acceptable speed and quality.

·       Ensure overall management of supplier/vendor relationships with the highest level of professionalism

·       Ensure Mercy Corps gets “value for money” during all procurements irrespective of the value

·       Oversight of centrally administered requirements that are critical to the country needs. Including but not limited to: registration of vehicles, importation, insurance, radio registration etc.

·       Overall management of program equipment and facilities; vehicles, office premises and equivalent, to guarantee year-round efficiency of program assets. Particular attention to efficiency of fleet.

·       Provide oversight of operational cost controls across all offices to ensure reasonable monthly expenditures on electricity, water, communication and other utility items or services.

·       Establish context-based and objective mechanisms of preventing corruption during procurement processes

·       As a supervisor of other Operations staff, this position will ensure proper training and continuous capacity building of staff with a view to improve efficiency levels on support functions.

·       Manage operational budget in liaison with Country Finance Manager and DCoP to ensure operational expenses are all within approved budget.

·       Any other duties as assigned by supervisor and characteristic to the position

Supervisory Responsibility: Snr Procurement Officer & Admin Officer

Accountability: Compliance with MC and USAID regulations and policies

Reports Directly To: Country Director

Works Directly With: Deputy Chief of Party, HR Manager, Finance Manager

Knowledge and Experience:

·       A minimum of 3 years of experience working in international relief or development in management of procurement, logistics and administration with an international NGO.

·       Previous experience with a USAID grant

·       BA/BS or equivalent in a relevant field. Professional training and experience in supply chain management desired.

·       Demonstrated experience in securing cost effective procurements and supplier chain management

·       Familiarity with Mercy Corps Office in a Box, Finance and compliance systems.

·       Excellent computer skills in Excel

·       Demonstrated ability and desire to train and build capacity of staff.

·       Fluency in written and oral communication in English required.

Success Factors:

·       Demonstrated ability to provide leadership and communicate effectively with team members of varied personalities

·       Demonstrated capacity to manage diverse teams in high-pressure context.

·       Demonstrated ability to train, coach and build capacity of staff of varying skill, experience and aptitude levels. Building the capacity of staff will be a key success factor.

·       Demonstrated flexibility and creativity in planning and problem solving.

·       Proven ability to learn quickly, take initiative, and be accountable for results.

·       Awareness of and sensitivity to multi-cultural international development work.

·       Even temperament and a good sense of humor are appreciated.

·       Proven ability to follow procedures and meet deadlines.

·       Commitment to transparency, accountability and compliance with donor, organizational and national policies and regulations.

Living /Environmental Conditions: The position will be based in Nairobi, with 40% field travel.

4) Finance Manager

General Position Summary:

Working in the Kenya program under the direction of the Country Finance Director, the YICF Finance Manager is responsible for all aspects of financial management of the YICF program, ensuring compliance with Mercy Corps internal policies and procedures as well as donor regulations.

Essential Job Functions:

·       Oversee and manage daily country-wide accounting and finance functions including the timely recording of transactions, cash management, banking, payroll, inventory, receivables, and payables.

·       Plan and implement systems for financial operations in both the main country office and in field offices in accordance with the Mercy Corps Field Finance Manual and donor regulations, including systems for cash flow management, budgeting, consolidation of accounting information, internal controls, financial reporting, financial record-keeping, grant management and compliance.

·       Participate in hire, train and supervise Mercy Corps finance staff in country.

·       Maintain banking relations and plan and monitor country cash flow requirements to ensure the smooth implementation of YICF program.

·       Provide support to monthly standard accounting submissions to Mercy Corps Headquarters, including general ledger files, account reconciliations, expenditures by cost center/project, required sub-grantee reporting, as well as other financial information in a timely and accurate manner.

·       Provide monthly management reports related to YICF to the Finance Director, Chief of Party and Program Managers, including expenditures by cost center/project/office, consolidation of sub-grantee reporting and other financial information, in a timely and accurate manner.

·       Develop annual fiscal year budgets with the Finance Director and develop and implement grant budgeting and forecasting systems with Program Staff.

·       Perform internal audits and reviews as required to ensure compliance with Mercy Corps and donor requirements.

·       Effectively stay abreast of donor policies, procedures, rules and regulations; compile and update applicable local policies; and train Mercy Corps program and partner staff in these policies.

·       Review and monitor partners’ financial reporting and compliance. Provide additional technical assistance to partners as necessary to maintain high standards of compliance.

·       Ensure compliance with Mercy Corps’ procurement policies and procedures for all goods and services.

·       Develop and maintain local office policies and procedures and provide training for all issues related to local financial matters.

·       Analyze compensation packages, taxation requirements and human resource policies for local staff to ensure that Mercy Corps’ has adequately accounted for the financial impact of local staff compensation and benefits.

·       Maintain appropriate local insurance coverage to protect Mercy Corps.

·       Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.

·       Other duties as assigned.

Supervisory Responsibility: All 100% YICF Finance Staff

Accountability

Reports Directly To: Country Finance Director

Works Directly With: Regional Finance Staff, YICF program staff, Operations and other staff supporting YICF program

Knowledge and Experience:

·       Three or more years of progressive financial management experience is required.

·       A BA/S or equivalent in accounting or finance is required. An advanced degree is preferred.

·       Four years experience in grants management as well as an understanding of donor regulations is required.

·       International and/or local INGO field office experience is preferred.

·       Demonstrated experience and skill with budget preparation and analysis, financial reporting preparation and presentation and the proven ability to translate technical financial data into informative reports.

·       Strong accounting skills and experience, including management of the general ledger, journal entries, payroll, payables and balance sheet.

·       Advanced computer skills in MS Office programs, particularly Excel

·       Prior management experience and strong organizational skills

·       Excellent oral and written English skills

Success Factors:

The ability to interact effectively with international and national personnel both in a managerial as well as training capacity is required. An ability to support programmatic objectives with timely and meaningful financial information is essential.

A demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary.

An impeccable professional standard of finance and procurement ethics as well as the willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential.

The YICF Finance Manager must be willing to travel regularly to Mercy Corps field offices and project sites.

Organizational Learning

As part of Mercy Corps’ agency-wide Organizational Learning Initiative, all team members are responsible for spending 5% of their work time in formal and/or non-formal professional learning activities.

Accountability to Beneficiaries

Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

Interested candidates who meet the above required qualifications and experience should submit a cover letter indicating specific experience & skills that will add value to the program, a four (4) pager detailed Curriculum Vitae (CV) listing three professional references (including a current or/and previous supervisor) to hr@ke.mercycorps.org on or before July 27, 2011 4.00 p.m.

Applicants must clearly indicate on the email subject the position that she/he is applying for i.e. “Application for the position of Operations Manager”.

Applications without a subject heading will be disqualified.

Please do not attach any certificates.

(Only qualified short-listed candidates will be contacted)

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