Programme Assistant, Audit & Compliance Manager and Procurement Jobs in Kenya Red Cross

Kenya Red Cross Society (KRCS) is a humanitarian relief organisation created by the Act of Parliament, Cap 256 of the Laws of Kenya of 21st December 1965.

Its vision is to be the most effective, most trusted and self sustaining humanitarian organisation in Kenya.

KRCS has been appointed the Principal Recipient (PR) for Global Fund (GF) Round 10 HIV Grant. It is in this respect that the Society has set up the Global Fund Programme Management Unit (GF PMU).

The unit is looking for qualified persons to fill the following positions:

Position Title: Programme Assistant

1 Position

Reporting to: Deputy Secretary General, Global Fund PMU

Job Location: KRCS Headquarters

Overall Purpose

Reporting to the Deputy Secretary General, Global Fund Programme Management Unit (PMU), the Programme Assistant is responsible for providing effective confidential secretarial and administrative support services in the development, implementation and evaluation of programme activities.

Specific duties include collecting and analysing data and information, preparing correspondence, providing information to staff and customers, scheduling appointments, planning and organising meetings, travel and conferences, writing minutes, as well as monitoring the progress of various assignments to ensure that the DSG GF and the rest of the GF management team is kept fully informed on all matters requiring immediate attention.

Duties and Responsibilities

• Maintain communication channels between the Office of the Deputy Secretary General Global Fund PMU and other departments as well as external organisations and individuals.
• Prepare notes, correspondence and reports in accordance to instructions
• Respond to telephone inquiries, giving information to callers and routing calls to appropriate officials and also placing outgoing calls.
• Receive official visitors and walk-in customers by ascertaining the nature of business and directing them accordingly.
• Schedule appointments and screening requests for meetings, synchronizing and updating the DSG GF PMU appointments.
• Prepare both local and international itineraries, confirming travel, freight and hotel reservations.
• Oversee the proper maintenance, storage, retrieval of files and documents in order to ensure that they are accessible and secure.
• Monitor and track the progress of various assignments and regularly updating the DSG, GF, and other members of staff on organisational deadlines and problems.

Minimum Qualifications

• Bachelor’s degree qualification in Business Management or equivalent qualifications.
• Over three (3) years relevant experience gained in a busy executive office.

Key Competencies

• Proficiency in using word processing and other computer software packages, including use of the e-mail, the internet as well as local and wide area network systems.
• Effective communication and interpersonal skills with an attention to detail, along with an ability to analyse and evaluate different types of information
• Knowledge of principles and practices of organisation, planning, records management, research and general administration.
• Ability to follow oral and written instructions and to respond to routine letters, conduct surveys and prepare reports

Position Title: Internal Audit and Compliance Manager

1 Position

Reporting to: Deputy Secretary General, Global Fund PMU

Job Location: KRCS Headquarters

Overall Purpose

Reporting to the Deputy Secretary General Global Fund PMU, the Internal Audit and Compliance manager is responsible for conducting internal audit checks to assess effectiveness of controls, accuracy of financial transactions and efficiency of operations, also ensuring compliance in both financial, and programmes implementation to donor requirements.

In addition, to implement and enforce cost control measures by examining and analysing SRs’ accounting records to determine financial status of the institute. Other responsibilities include identifying risk factors, preparing audit reports and developing recommendations for improving service delivery systems for CSOs.

Duties & Responsibilities

• Coordinate Programme audits to PR and SRs in liaison with the Finance and programme Department and ensure the programme is cleared in all audits to the PR and SRs and follow through the implementation of the audit recommendations.
• Examine records internal (PR) and of Sub Recipients to ensure proper recording of financial transactions.
• Analyse deficiencies in Internal Control Systems, management controls, duplication of effort, extravagance, fraud or irregularities against approved management policies.
• Conduct special audits to discover fraudulent methods and techniques and to develop controls for fraud detection and prevention.
• Review and handle incidents of violations against organisational policy and regulations and recommend appropriate action
• Assess training needs as well as develop and implement on-the-job training programmes aimed at equipping staff of the PR and the SRs with knowledge and skills in internal audit control, ethical business conduct as well as integrity and accountability of funds and compliance.
• Coordinate the annual external audits of the Sub-Recipients (SR)

Minimum Qualifications

• Post Graduate degree in finance, business administration, commerce, economics or equivalent qualifications plus professional accounting qualifications such as CPA/ACCA and CISA as well as membership to a relevant professional body
• Over five years relevant professional experience in the areas of audits and accounting related to programming.

Key Competencies

• Broad knowledge of approved principles, procedures, and best practices involving accounting and financial record keeping including donor accounting procedures.
• Interpret and apply management policies and procedures, rules, regulations and government directives issued to public sector organisations.
• Proficiency in spreadsheets, databases, word-processing, and presentation applications, including computerized finance, accounting, auditing, and record keeping systems and experience working with large and complex data sets.
• Ability to maintain highest integrity on audit, deal with Regional and Branch Committees and government agencies on audit without compromising the objectivity of the internal audit function

Position Title: Procurement Manager

1 Position

Reporting to: Head of Supply Chain

Job Location: KRCS Headquarters

Overall Purpose

Responsible to the Head of Supply Chain for development, implementation and evaluation of an effective procurement plan and tender specifications for purchasing supplies and capital equipment in line with the approved budget.

Other responsibilities include developing and implementing an effective procurement and supplies management information system for monitoring and tracking costs of materials, goods and services in order to control expenditure and ensure efficient use of the organisational resources.

Duties and Responsibilities

• Prepare strategic procurement plans and budget outlining key activities to be undertaken, the projected cost, funding sources as well as expected outcomes
• Develop and implement flexible and responsive procurement and stores management system for monitoring and tracking costs as well as maintaining up-to-date inventory of goods.
• Process approved purchase requisitions and recommending the most appropriate method of procurement, either through direct purchase or through a competitive bidding process.
• Confer with vendors and suppliers to obtain product or service information such as price, availability and delivery schedule. Also obtain estimate value of goods and services through multiple quotations from reliable and competitive suppliers.
• Develop detailed tender specifications and performance standards to facilitate procurement of capital equipment, goods and services in strict compliance with the Society’s approved policy as well as the Global Fund requirements
• Organise procurement selection meetings to consider tender applications against approved technical specifications and with due regard to market price, cost, quality and speed of delivery as well as economy of operations.
• Prepare purchase orders, obtaining authorised signatures and forwarding procurement documents to the Finance Department for payment processing.
• Follow up with suppliers and vendors to track and evaluate the delivery of approved supplies.
• Liaise with the Logistics unit to organise for the deliveries to the SRs or End-user

Minimum qualifications

• Bachelor’s degree in Purchasing and Supplies Management plus membership to a professionally recognised body
• Over three (3) years relevant experience in purchasing and supplies management gained from a large organisation

Key Competencies

• Considerable knowledge of purchasing methods and procedures; working knowledge of sources of supplies, price trends and grades or quality of materials and equipment;
• Working knowledge of procurement policy and procedures as well as government and donor agencies procedures and regulations for acquisition and disposal of assets
• Proficiency in word processing, database, spreadsheet applications and computerised procurement and stores software packages
• Demonstrated experience in preparing, evaluating and awarding of tenders including contract management.

Applications must contain: Letter of application, curriculum vitae, copies of relevant certificates, address and contacts of two referees.

All applications should be sent to:

The Secretary General
Kenya Red Cross Society
P. O. Box 40712-00100
Nairobi

So as to reach him not later than Friday, 23rd September 2011.

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