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NGO Job Vacancies - USAID / Chemonics Kenya

Kenya Pharma is a USAID – funded, Chemonics – implemented project that seeks to establish and operate a reliable, sustainable pharmaceutical supply chain management system. 

Its aim is to forecast, procure, store, and distribute drugs, supplies, and equipment needed for the care and treatment of persons with HIV/AIDS in Kenya. Kenya Pharma has the following vacancies.

1. Field Operations Officer
Based in Nairobi and reporting to the Field Operations Manager, the Field Operations Officer is responsible for organizing technical meetings and workshops, assisting with Program and Field Activities, providing support to the Director of Technical Coordination, Technical Managers, Regional Managers and Field Service Representatives.
Key responsibilities and duties:
Support to field operations
  • Maintain field reports and assist in tracking timeliness of field team reporting;
  • Compile data for project indicators, analysis on performance targets, prepare trends and emerging issues for management review;
  • Prepare quarterly technical staff field visit itinerary and coordinate field travel logistics, process travel advances and hotel bookings.
Support to the Director of Technical Coordination
  • Prepare and maintain meeting planner/calendar for both internal and external meetings; record minutes in assigned technical meetings; compile the action points and update implementation of the action points.
Technical events coordination
  • Prepare handouts for conference participants;
  • Record minutes at workshops when available and appropriate;
  • Assist facilitators in finalizing workshop materials, notes and final reports in consultation with the Communications Specialist.
Minimum Qualifications
  • Degree in Business Management/International Development and 3 years experience in a similar position;
  • Ability to work effectively in a team setting, with strong organizational skills and attention to detail;
  • Strong written and oral communications skills; excellent computer skills (MS Excel/MS Word);
  • Knowledge of USAID regulations or experience working in a USAID funded program.
2. Field Services Representative
Based in the field and reporting to the Regional Manager, the Field Services Representative serves as the first point of contact with service delivery points (SDPs) in the assigned region, responsible for ensuring that assigned SDPs are well supported and stocked to meet Kenya Pharma’s objective of ensuring uninterrupted supply of ART commodities.

Key responsibilities and duties:
  • Visit assigned SDPs to gather information on Kenya Pharma services and liaise with regional managers and technical team to resolve any issues arising;
  • Compile monthly operations report highlighting key issues requiring immediate follow up and general trends identified at sites in catchment area;
  • Share any capacity issues identified through site visits with appropriate implementing partners (USG program and/or GoK) for intervention;
  • Act as resource for implementing partners to disseminate relevant information to sites;
  • Gather field data on ART patients per regimen or other developments in the region that may impact patient numbers and commodity requirements to be used in procurement planning;
  • Work with sites to encourage timely submission of reports and orders by agreed deadline and if appropriate work with sites to resolve issues impeding sites from successful and timely reporting;
  • Equip sites with the knowledge to utilize the Kenya Pharma’s Electronic Supply Chain Management system for ordering,reporting and tracking deliveries to their sites;
  • Participate in ad hoc initiatives as requested by the GoK oversight agencies;
  • Support data collection to complete project monitoring plan for USAID reporting.
Minimum Qualifications
  • Bachelors degree in biological sciences and 3 years working experience in a similar position;
  • Experience working and handling pharmaceutical commodities in Kenya;
  • Good understanding of health systems in Kenya especially government health facilities;
  • Excellent written, oral communication and computer skills (Microsoft Office Programs);
3. Finance Assistant
Based in Nairobi (with some field travels) and reporting to the Finance Manager, the Finance Assistant provides support in reviewing and processing expense reports, travel advances, and hotel bills and is the field staff contact person in Finance.

Key responsibilities and duties:
Support to field operations team
  • Record expense reports and other payment requests from field offices, manage workshop per diems and business calls certifications;
  • Ensure proper supporting documentation is provided and review expense reports for necessary approvals and accuracy;
  • Provide guidance to field staff on compliance with Chemonics, USAID, and GoK project finance regulations;
  • Reconcile and discuss with field staff individual account receivable balances.
Coordination support to the finance team
  • Code and enter transactions into Abacus Accounting software;
  • Initiate staff transfer payments, monitor MPESA account balances and prepare staff monthly accounts reconciliations;
  • Assist in: payroll preparation and statutory remittances in a timely manner; preparation of quarterly and annual PAYE returns; preparation of monthly bank reconciliations; updating accounting files; writing vendor and payroll checks, etc.
Minimum Qualifications:
  • Bachelors degree in Accounting and at least 3 years experience in a similar position;
  • Ability to work effectively in a team setting; strong organizational skills and attention to detail;
  • Strong written and oral communications skills; excellent computer skills (MS Excel/ MS Word);
  • Knowledge of USAID regulations or experience working in a USAID funded program.
4. Quality Assurance Officer
Based in Nairobi (with some field travels), and reporting to the Quality Assurance Manager, the QA Officer will ensure that commodities meet specified quality requirements and that quality and form are maintained during storage and distribution in line with medical supplies good practice.
Key responsibilities and duties:
  • Implementation of Standard Operating Procedures and systems, record forms and other documentation on product inspection, sampling and analysis, goods receipt and inspection in the warehouse, waste disposal and drug information;
  • Investigate and respond to customers’ complaints relating to poor quality products;
  • Carry out regular random sampling and quality checks on products supplied; analyze reasons for poor quality, with the aim of minimizing the incidence of this problem;
  • Carry out product inspections and sampling at manufacturers’ premises prior to receipt into Kenya Pharma warehouses;
  • Review and interpret laboratory analytical reports;
  • Liaise with selected laboratories to undertake laboratory analysis of drug samples.
Minimum Qualifications
  • Diploma in Pharmacy and registered with the Pharmacy and Poisons Board or Bachelor of Science degree in Analytical Chemistry;
  • 3-5 years experience working and handling pharmaceutical products in Kenya;
  • Demonstrated knowledge of pharmaceuticals and commodities for HIV/AIDS, particularly Anti-Retroviral Therapy (ART) regimens will be an added advantage;
  • Knowledge of Good Manufacturing Practices (GMP) and Good Distribution Practices (GDP);
  • Excellent written/oral communication, analytical and computer skills (Microsoft Office Programs).
Send your CV and cover letter with three professional referees to not later than 9th November, 2012.
Please include position title in the subject line of the email.
For more comprehensive scopes of work for these positions, visit

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