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CARE International in Kenya (CIK) Global Fund Program Job Vacancies

  1. Senior Program Manager, Global Fund Program Round 7 HIV&AIDS Grant
  2. Program Documentation Assistant (Clerk), Global Fund Round 7 HIV&AIDS Program
  3. Grants Officers (GO), Global Fund HIV Program – 2 Positions
CARE International in Kenya (CIK) seeks to fill the following positions in the Global Fund Program, where CARE is the Principal Recipient to the HIV Round 7 Program
Senior Program Manager, Global Fund Program Round 7 HIV&AIDS Grant
Reference: SPMGF.20/2010
With technical leadership, support and reporting to the Senior Sector Manager, Health and HIV sector, the Senior Program Manager will be responsible for
  • Overall supervision and management of GF program staff.

  • Providing strategic leadership and management of the Global Fund program portfolio to ensure the successful implementation of the GF round 7 HIV program implemented by non government actors.
  • He/she shall ensure that the program performance based funding mechanism is successfully implemented, program obligations are realized, accounted for, documented and reported.
  • The incumbent shall be responsible for overall contractual compliance, timely implementation, strengthened program quality for behaviour change interventions that enhance HIV prevention and supporting ART adherence, identification and management of risks in contractual management, provide overall leadership and strengthened advisory support to the program team, manage strategic communication and liaison with government and non government partners as well as strengthened donor collaboration and networking.
  • The incumbent shall seek to effectively support processes towards successful implementation of phase 1 and continued transition to phase 2 of the program.
Required Qualifications.
  • Masters Degree in social sciences, public health, development studies or equivalent level of experience.
  • At least 5 years in senior management position in project management including budget oversight, sub grants management, HIV programming and donor liaison.
  • Proven track record in design, planning and implementation of complex health and HIV programs
  • Familiarity with global fund performance based programming and funding mechanisms will be an added advantage
  • Knowledge of organizational development, capacity building, and monitoring and evaluation, reporting and relationship building
  • Experience in monitoring, evaluation and reporting for tracking program efficiency and effectiveness.
  • Team leadership skills essential including: team management and staff development skills; implementation of performance management systems and ability to give and receive constructive feedback.
  • Ability to communicate effectively both orally and in writing, as well be able to work effectively and efficiently as part of a team, in a fast–paced environment requiring multitasking and work under pressure
  • Strong financial management experience (preparation of multisectoral program budgets for various donors, strong financial tracking skills, experience in preparing budget realignments, cost and no cost extensions)
  • Experience in negotiating with donors and Government entities
  • The SPM must be a pro active, resultsfocused manager/leader
  • Demonstrable experience in health and HIV programming in Kenya at National level
Program Documentation Assistant (Clerk), Global Fund Round 7 HIV&AIDS Program
Reference: 
PDAGF 20/2010
Reporting to and working closely with the Program Assistant, the incumbent will be responsible for;
  • Supporting the entire program team to manage program documentation and information in an efficient and effective manner.
  • He/she shall provide administrative support in the management of the program information and documentation systems and operationalisation of an effective and efficient system for managing program information and documentation for safe storage, easy access and support preparation and documentation of program information as well as providing logistical support in preparation and documentation of program events
  • Receive, sign and record/log in reports submitted by subrecipients to track compliance
  • Certify copies of all reports received by subrecipients and ensure that certified copies and taken away by the subrecipients
  • Ensure that all reports received are clearly labeled with well secured labels and in the right format to indicate the name of subrecipient, the nature of report ( program or finance) month and year of report and volume/No ( 1, 2, 3 etc) where applicable. The labeling of the volumes/Nos should clearly show that the particular report is in several files/volumes.
  • Support the flow of documents and reports at different levels within the program with appropriate logging to track the status and location of any program document/report at any one time.
  • Assist the GF program teams to keep properly updated and chronologically organized subrecipients filling system.
  • Develop and maintain a log of sub recipients program report files, month by month • Maintain the filing and storage spaces for documentation within the offices and any external storage space designated for archiving program documents
  • In liaison with the Program Assistant, and with the support of the program drivers, manage and coordinate the dispatch of all outgoing correspondence from the program while maintaining a log of the same.
  • In liaison with the Program Assistant, record and manage the distribution of all incoming correspondence to the concerned staff for action.
  • Preparation of documents for both internal as well as external program working sessions, workshops, retreats etc. This mainly involves but it is not limited to printing of documents, photocopying, binding and preparation of documents wallet/folders.
  • Assist the program teams in keying of information generated from working sessions, workshops, and retreats to facilitate compilation of such activities reports.
  • When called upon assist the PA in recording minutes/deliberations of program team meetings.
  • Assist the Program Assistant in making logistical arrangements for program workshops such as collecting background information and materials, booking of conference venue, arranging travel logistics etc.
  • Prepare regular reports of assets held by the program, noting any maintenance needs for such assets and communicating the same to the PA
  • Support the PA in managing logs for project assets reporting by SRs to facilitate close out and redistribution of assets.
Required Qualifications
  • Diploma Holder in Administration, information or Records Management
  • 2 years experience in program administration in areas of administrative documentation or records management within a busy set up.
  • Demonstrated ability to work with relevant Microsoft Office Packages (Ms Word, MsExcel, PowerPoint, Spreadsheets)
  • Good organization and communication skills
  • Ability to prioritize and complete work under tight schedules
  • Good interpersonal skills and a team player
  • Ability to fit in a diverse and multidisciplinary team
Grants Officers (GO), Global Fund HIV Program – 2 Positions
Reference: GO20/2010
Reporting to the Grants Coordinator, the the Grants Officer (s) shall support the Grants Coordinator in managing and coordinating all financial aspects of the program to ensure there is optimal compliance with contract obligations.
The incumbent shall
  • Coordinate a portfolio of sub recipients Grants, Contract compliance enforcement by ensuring the operationalization of the program grants management systems and cycles and working closely with the program officers to support adherence to all financial contract compliance
  • Provide on going support and supervision, technical advise on financial, grants and governance management to sub recipients to comply with standard contract clauses to enhance compliance,
  • Identify and manage risks to contract compliance, undertake portfolio budget management and program grants monitoring and reporting and support the development of grants portfolio performance reports
  • Ensure funds utilization is adequately documented, accounted for, reported and cleared and timely review sub recipients financial reports; and support preparation of annual sub recipients program audits;
  • Support the operationalization program grants management systems to ensure there is adequate guidance and support to sub recipients as well as ensuring SRs comply to the performance based program
  • Support the program to develop grants and contract management work plans; identify gaps and provide support to sub recipient to address weaknesses in organizational systems by ensuring that actions for implementing conditions in the grant agreement are followed through
  • Develop portfolio performance reports and share with grants coordinator and Program manager highlighting risks and challenges foreseen on contract compliance and provided suggestions for technical assistance and capacity building
  • Identify conditions for meeting ongoing contractual compliance based on institutional assessment and emerging gaps during implementation; and support affected sub recipients with technical support and advisory services for development of financial management areas
  • Coordinating sub recipients follow up on compliance to tax exceptions by supporting review of documents that facilitate such requests
  • Support the development of indicators for measuring compliance to sub contractor clauses and ensure to follow up during field monitoring visits
  • Identify risks and follow through recommended actions for minimize risks to grants misappropriation.
  • Prepare field grants monitoring reports with clear action points and timelines for follow up after field supervision visits and share these with supervisor for review and further advise
  • Support the program to develop key points on 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
  • 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, provide feedback for actions that are required and follow up.
  • Provide technical capacity building for identified capacity building needs during sessions (onsite or workshop sessions) for sub recipients and staff on grants management to enhance grants compliance and performance
  • Maintain up to date documentation of each SR and on all management decisions
  • Support the grants coordinator and the PM in the preparation, review and production of program reports (inclusive of financial components)
  • 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.
  • Provide support in preparation of PR annual audits and ensure follow up on responses to audit queries
  • Ensure funds disbursement requests by sub recipients are cleared on timely basis and facilitate timely disbursement of funds to sub recipients and as per signed sub grants contracts and CK policies.
  • Facilitate timely liquidation of outstanding advances as per the accepted financial accounting documents from CSO partners
  • Undertake ongoing 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
  • 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;
  • Document all processes and grants monitoring sessions held with sub recipients,
  • 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
  • Establish good working relationship within and external to CARE to facilitate smooth program implementation
  • Support CAREs achievement of strategic interventions as per it’s vision and mission
Required Qualifications
  • Bachelor of Commerce, accounting option, Masters in Business Administration (Finance), CPAK and Trainings on financial management; Coupled with at least 2 years of experience in Grant Management capacity in grants making programs in reputable organizations.
  • Previous work in Health and HIV and grant programs will be an added advantage
  • Familiarity with GF performance based funding, systems and procedures
  • 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 interpersonal, facilitation skills and communication skills
  • Ability to work well in a team and provide staff leadership
  • Person of high moral character and professional integrity
Applications:
If you feel that you are the right candidate for these positions, please send your application letter quoting the reference number on the subject field together with an updated CV, complete with email & telephone contacts of three professional referees and expected salary to:
The Human Resources & Development Manager,
CARE International in Kenya.
Email: hrmanager@care.or.ke by 3rd September 2010.
Only short-listed candidates will be contacted.
CARE is an Equal Opportunity Employer

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