Vacant Position: Deputy
Procurement / Logistics Manager
Introduction: The Agile and Harmonized Assistance for Devolved Institutions (AHADI) is a governance support program of the United States Agency for International Development (USAID)/The Department for International Development (DFID) in Kenya and is implemented by The State University of New York / Center for International Development and its partners.
The program’s interventions aim to
promote governance systems that are transparent, accountable, effective in
service delivery, and responsive to empowered citizens by working at both the
national and county government levels.
Introduction: The Agile and Harmonized Assistance for Devolved Institutions (AHADI) is a governance support program of the United States Agency for International Development (USAID)/The Department for International Development (DFID) in Kenya and is implemented by The State University of New York / Center for International Development and its partners.
AHADI is designed to support Kenya’s
vision and agenda for achieving the promise of devolution.
The purpose of this project is to
help Kenya achieve the promise of devolution: a governance system that is more
transparent, accountable, effective in service delivery, and responsive to
empowered citizens.
AHADI has three key objectives:
·
Objective #1: Targeted Counties
provide higher quality services through improved governance
·
Objective #2: improved representation
of citizen interests and oversight of targeted County government performance
·
Objective #3: Functionality and
effectiveness of the devolved system increased through improved
intra-government engagement and cooperation.
The program is currently seeking a
skilled, diplomatic, effective, and highly motivated Deputy Procurement /
Logistics Manager
Position Title: Deputy Procurement / Logistics Manager
Location: Nairobi
1 Position
Position Summary: The Deputy Procurement and Logistics Manager will work
closely with the Procurement and Logistics Manager and the entire Procurement /
Logistics team in the AHADI Nairobi Office to ensure that program activities
and operational needs are supported to achieve the above noted program
objectives.
The work of the Deputy Procurement
and Logistics Manager requires highly developed collaboration and networking
skills, exercise of discretion, judgment, and personal responsibility.
Reports to: Procurement and Logistics Manager
Interrelationships: The incumbent liaises with the other members of the
procurement department, the Senior Program Officer / Program Officers / Regional
Coordinators / Senior Grants Manger/Grants Mangers as appropriate in the course
of his/her duties.
Key Responsibilities
·
Primary deputy to the Procurement and
Logistics Manager.
·
Assists with procurement processes
for all grant activities and AHADI operations ensuring compliance with RF SUNY
and USAID regulations, policies and procedures;
·
Works closely with procurement
assistants to identify goods and services to be procured for the project;
·
In collaboration with the entire
operations team, determines the most appropriate procurement requirements;
·
Manages procurement processes for all
grant activities and AHADI operations;
·
Identifies goods and services to be
procured for the project;
·
Carries out assigned procurement
activities in accordance with USAID and State University of New York procedures
and regulations;
·
Ensures the most appropriate
procurement methods to ensure that compliance and transparent processes are
utilized;
·
Supports programmatic and technical
aspects of the program as needed, including but not limited to, the following:
seeking, contacting, and interacting with vendors, NGOs, Government agencies,
and private sector representatives;
·
Support the Procurement/Logistics
team with logistical support for delivery of goods and services to grantees;
·
Coordinates and arranges flights for
all staff and manages accounts with the organization’s travel agents;
·
Supervises the preparation of project
reports and deliverables from the procurement team, and ensures that updates
are provided on the status and progress of grantee deliveries;
·
Provide support to program teams on
field trips ensuring that field level arrangements are made to include flight
reservations, accommodation, transportation, communications and other
services/goods as needed.;
·
Assists visiting USG and RF SUNY
staff members and other dignitaries as appropriate in arranging travel and
accommodation, in the scheduling and facilitation of meetings and in providing
updates and briefings on the evolving environment in country.
·
Mentors, Trains and develops the
skills of new procurement staff members.
·
Performs other duties as assigned.
Deputizing the Procurement Manager’s
Role:
The procurement and Logistics
Assistant Manager will support the Procurement Manager under the following
responsibilities:
·
Act as the point of contact for
procurement department in the absence of the procurement manager.
·
Assign procurement tasks to the
Procurement officers as may be required from time to time.
·
Ensure that the procurement tracker
is updated on a weekly basis.
·
Oversee management of the inventory
to ensure compliance with USAID regulations on the same.
Personal Specifications
Essential
Education: University degree in Business Administration or
appropriate field.
Work Experience
·
Eight – ten years’ experience working
in a complex and challenging procurement or related environment.
·
Experience in logistics and
coordination with travel agencies for flights.
·
Fluency in written and spoken
English.
·
Previous experience working in a
USAID funded project.
·
In addition, must be flexible,
willing to perform assigned and additional duties and work irregular hours
under unpredictable conditions.
Languages: English language fluency required.
Skills and Abilities
·
Diplomacy and negotiation when
working with community and Government representatives.
·
Ability to work in a multi-cultural
environment.
·
Ability to identify institutional
needs e.g. capacity gaps and design appropriate interventions
·
Project cycle management.
·
Strong interpersonal communication
skills i.e. ability to build strong relationships with partner counties.
·
Good management skills.
Location: Nairobi
Travel: Regular
Vacant
Position: Deputy Senior Grants Manager
Introduction: The Agile and Harmonized Assistance for Devolved
Institutions (AHADI) is a governance support program of the United States
Agency for International Development (USAID) / The Department for International
Development (DFID) in Kenya and is implemented by The State University of New
York / Center for International Development and its partners.
AHADI is designed to support Kenya’s
vision and agenda for achieving the promise of devolution.
The program’s interventions aim to
promote governance systems that are transparent, accountable, effective in
service delivery, and responsive to empowered citizens by working at both the
national and county government levels.
The purpose of this project is to
help Kenya achieve the promise of devolution: a governance system that is more
transparent, accountable, effective in service delivery, and responsive to
empowered citizens.
AHADI has
three key objectives:
·
Objective #1: Targeted Counties
provide higher quality services through improved governance
·
Objective #2: improved representation
of citizen interests and oversight of targeted County government performance
·
Objective #3: Functionality and
effectiveness of the devolved system increased through improved
intra-government engagement and cooperation.
The program is currently seeking a
skilled, diplomatic, effective, and highly motivated Deputy Senior Grants
Manager.
Position
Summary: Deputy Senior Grants Manager
will advise and assist in the design, development, and oversight of the
USAID/DFID and SUNY/RF management policies, procedures and practices.
She/He shall provide policy guidance
and interpretation for staff as well as grantees, analyze and evaluate grant
applications, proposals, and awards to ensure adherence to grants management
policies; ensure proper negotiation of the terms and conditions for grants and
views and analyzes budget estimates for allowability, allocability,
reasonableness, and consistency.
She/He will assisting all aspects of
grants management process, including upgrading and updating grants management
systems, reviewing and updating Grants Under Contract Manual, drafting
solicitations, managing proposal review, designing grant templates, drafting
grants, ensuring grantee compliance with relevant rules, flow down clauses,
grant requirements, and close-out.
The Deputy Senior Grants Manager
(DSGM) ensures that all AHADI grants are managed, implemented, reported and
closed rapidly and effectively, in full compliance with USAID/DFID and SUNY/RF
regulations and policies.
Reports to: Senior Grants Manager
Interrelationships: The GM must coordinate with all other AHADI team members
including the senior GM, and the program team (Program Director and the Senior
Devolution Advisors).
The GM is the key liaison between the
grantee, the program staff, and the procurement, finance, reporting and M&E
teams.
Employment
Terms: Open contract, subject to
availability of funding.
Qualifications:
The position requires 4 years’
experience in managing multiple grants, a Bachelor’s degree in Business
Administration, Finance, Accounting, International Development or related field
relevant to the position and a minimum of 3 years working with grantees and
USAID/DFID grants.
The Deputy Senior Grants Manager will
be familiar with USAID/DFID financial systems and regulations have a
demonstrated ability to work as a member of a results oriented team,
demonstrate good management skills, and be able to perform quality work under
tight deadlines.
S/he shall be fluent in oral and
written English, and possess good IT and MS Office skills (proficiency in Excel
required).
Experience with finance, procurement
and accounting is expected.
Main Duties:
General
·
Primary deputy to the Senior Grants
Manager.
·
Assist the grantee and the program
team on the design and development of the grant, ensuring that best practices
are incorporated and lessons from other grants are considered.
·
Assist in the monitoring and
implementation of grants.
·
Ensure full compliance with AHADI
policies and procedures and consistency with the AHADI Grants under Contract
Manual. This includes specific procedures relating to grant solicitation and
selection, grant awards, grant implementation, grant monitoring and grant
close-outs.
·
Ensure effective liaison between
AHADI project staff and grant recipients; provide project grant recipients with
technical advice and assistance as needed in areas such as financial
management, procurement requirements and implementation planning.
·
Ensure the proper preparation and
execution of grant documents and grant disbursements consistent and compliant
with USAID/DFID and SUNY/RF requirements, and AHADI procedures and best
practices. Documentation required will include APS or RFAs, grant agreements,
negotiation memos, grant activity forms, branding and marking plans,
environmental compliance, and others.
·
In coordination with finance and
procurement staff, analyze, assess, and assist with budgetary and financial
aspects of grant proposals, recipient financial management capacities and
planning for implementation/procurement and cash disbursement needs for grants
implementation throughout the life of the project.
·
Deputize the SGM as may be necessary.
Grant Design,
Review and Award Process
·
Draft APSs and RFAs with assistance
from the Senior Deputy Senior Grants Manager.
·
Assist the Senior Grants Manager in
developing frequently Asked Questions (FAQ), guidelines, documents and
responses to requests for information.
·
Serve on the Grants Selection
Committee and assist the Senior Grants Manager in accordance with the Grants
Manual to score and select grant recipients to ensure they meet the objectives
and comply with AHADI and USAID/DFID rules and regulations.
·
Documenting the grants review and
selection process for the grant files for each APS, RFA, or unsolicited
proposal.
·
Analyze and evaluate grant concepts,
proposals, and grant agreement/award documents to ensure that they are the
relevant and efficient, that they adhere to established grants management
policies, and are well-suited for AHADI.
·
Work closely with grantees and other
AHADI staff to develop or revise detailed grant budgets so that they are
cost-effective, realistic, and appropriate to the needs of the activity.
·
Ensure proper negotiation of final
terms and conditions for all grants; review and analyze budget estimates (for
all grant types) for allocability, reasonableness, and consistency.
·
Ensure that all unsuccessful
applicants receive an AHADI response.
·
Lead or organize grantee trainings,
grantee outreach meetings, and pre-solicitation meetings.
Grant
Management and Close-Out
·
Ensure that all grant files are
complete and maintained as required.
·
Conduct site visits to selected
grantee organizations to directly observe project implementation, provide
project management support, train on USAID/DFID rules and regulations.
·
Ensure that in-kind grants are
implemented efficiently by coordinating, when needed, between the procurement,
finance, and others.
·
Ensure that each grantee project
submits requests for reimbursements, and reports financial status, progress
reports, deliverables and monitoring and evaluation data as required.
·
Ensure that grants are closed out in
a timely manner.
Financial
·
Ensure that the Finance Manager is
aware about all upcoming grant disbursements to ensure adequate cash flow.
MERLA
·
Provide input to the MERLA and
branding sections of each grant
·
Work closely with Program team,
ensure that monitoring, evaluation, reporting, learning and adapting activities
are conducted and that all information is being captured and recorded in an
accurate and timely fashion.
·
Provide timely information to the
Communications officer for the monthly and quarterly reports or for other
ad-hoc reporting.
·
Coordinate with the M&E
Specialist to ensure that s/he is able to access all the information needed.
Deputizing the
Senior Grants Manager Role:
S/he will support the SGM under the
following responsibilities:
·
Act as the point of contact for
grants department in the absence of SGM
·
Assign tasks to the Grants Team as
may be required from time to time
·
Ensure that the Grants Trackers and
PMS system is updated on a weekly basis
Other Duties
as Requested
·
Assume additional responsibilities of
a programmatic / financial / administrative nature as position may require or
as assigned by the Senior Grants Manager.
·
Assist on finance and accounting as
assigned by the finance director, for any work that is not related to grants
assigned to the Grant Manager.
Location and
Duration: The location for the Deputy Senior
Grants Manager is in the Nairobi.
The job description will be valid for
one year and upon the end of the contract period (of one year) can be revised
and renewed by the Chief of Party and by SUNY/CID.
Vacant
Position: Communications Specialist
Introduction: The Agile and Harmonized Assistance for Devolved
Institutions (AHADI) is a governance support program of the United States
Agency for International Development (USAID) / The Department for International
Development (DFID) in Kenya and is implemented by The State University of New
York / Center for International Development and its partners.
AHADI is designed to support Kenya’s
vision and agenda for achieving the promise of devolution.
The program’s interventions aim to
promote governance systems that are transparent, accountable, effective in
service delivery, and responsive to empowered citizens by working at both the
national and county government levels.
AHADI has
three key objectives:
·
Objective #1: Targeted Counties
provide higher quality services through improved governance
·
Objective #2: improved representation
of citizen interests and oversight of targeted County government performance
·
Objective #3: Functionality and
effectiveness of the devolved system increased through improved
intra-government engagement and cooperation.
The devolution process taking place
in Kenya is multi-dimensional and involves administrative, fiscal and political
devolution of power. Predictably then the process of devolution involves a large
number of stakeholders. Each stakeholder will have their own results and
objectives for devolution.
Communication of governance programs
in general (and AHADI in particular) require the establishment of effective
information gathering systems to enable the collection of systematic, objective
information and evidence as a powerful tool for change and programming.
This will be the foundational step of
the Communication framework and system and is in line with SUNY/CID’s approach
to capacity building through participation.
The project will undertake all
Communication activities in a manner that leaves improved capacity within the
target counties and civil society organizations (CSOs) and provide partners and
their communities with more efficient and effective methodologies to collect,
produce, maintain, share and utilize information on program outputs and
outcomes, best practices, lessons learned, and effective networking models.
Target CSOs capacity will be enhanced
to equip them with the skills to work in collaboration with target counties and
their citizens to identify and monitor their own outcomes empowering them to
direct their own development and build sustainability in the local governance
systems.
The CSOs will be encouraged to
develop a citizen monitoring tool on country service delivery. This will be
deeply anchored in the principles of performance based Communication. Measures
will also be put in place to forward ethical practices while conducting
Communications in the program.
AHADI is implementing a
communications strategy that is responsive to the needs of USAID/DFID and its
partners, to communicate program results, devolution studies and lessons
learned.
In this regard, the program is
pursuing four communications objectives. The first aims to facilitate a common
understanding of the program’s identity and purpose; the second aims to
frequently update USAID/DFID and other partners on key program impacts; the
third is to customize and disseminate findings from studies undertaken under
the Research and Learning Program; and lastly is to promote internal
communications and learning.
The program is currently seeking a
skilled, diplomatic, effective, and highly motivated Communications Specialist.
Position
Summary: The Communications Specialist
will be responsible for overseeing and coordinating all aspects of
communications and outreach including designing and implementing effective
outreach and communications strategies for AHADI and developing interventions
to strengthen targeted county media entities in full compliance with USAID/DFID
policies and regulations, on-time, within budget, and with maximum impact.
S/he will identify activities for
documenting into snapshots and success stories, flickr stories and newsletter
articles. S/he will be responsible for knowledge management in the Program.
The main function of the knowledge
sharing responsibility will be to help champion organization-wide knowledge
sharing, so that the organization know-how, information and experience is
shared inside and (as appropriate) outside the organization with clients,
partners, and stakeholders.
In addition, s/he will assist the
Monitoring and Evaluation Specialist in collecting and synthesizing data and
reports to support the AHADI reporting function.
Interrelationships: The Communications Specialist collaborates with AHADI staff,
consultants, partners, and beneficiaries.
S/he serves as an in-house resource
on media engagement and public relations, as well as on USAID/DFID branding and
media policy, for the AHADI team.
Employment
Terms: Open contract, subject to
availability of funding.
Qualifications
·
Bachelor’s degree in International
Affairs, Data Management, Journalism, Public Management or related field
relevant to the position requirements.
·
At least 10 years’ experience designing
and implementing communications and outreach programs for donor-funded
development programs;
·
Demonstrated ability to serve as a
principal liaison among development partners, the media, and key government
counterparts, both at the national and county level, as well as civil society
and private sector leaders;
·
Highly developed communication skills
(spoken, written and presentational);
·
Experience originating, soliciting,
writing or editing complex or sensitive materials for distribution in
newsletters, websites and reports;
·
Solid understanding of cross-cutting
issues such as HIV/Aids, gender, youth, and the needs of marginalized
communities.
·
Demonstrated ability to write clearly
and concisely, to work in a fast-changing political environment, to work well
under pressure and to handle concurrent projects including organizing media
coverage, technical workshops, briefings and interviews.
Duties:
Communications:
·
Oversee the continuous review and
implementation of USAID/DFID AHADI Communications Strategy;
·
Serving as the point of contact with
USAID/DFID on media and public relations matters, and as the in-house expert on
branding, marking, and positioning of AHADI communications materials and
deliverables;
·
Providing advice to the COP, other
staff members, grantees and AHADI partners on media engagement, deliverables,
outreach, communications, and public relations issues; and
·
Performing other duties as assigned
to achieve AHADI objectives and results.
·
Establishing and cultivating contacts
with GoK officials at all levels (Governors, Senators, and Members and staff of
County Assemblies, among others), journalists, and other USAID/DFID
implementing partners in order to keep appraised of governance and devolution
developments and trends, as well as opportunities to promote AHADI;
·
Creating snapshots, success stories,
articles, and other outreach materials for external distribution;
·
Designing and implementing
interventions to strengthen targeted media county entities;
·
Collaborating with other AHADI staff
and partners to organize, carry out, and report on media interventions;
Knowledge
management
·
Promote knowledge sharing through the
organization’s operational processes and systems by, among others,
strengthening links between knowledge sharing and the information systems, and
improving integration among departments in the Program, to facilitate seamless
exchange of information across the program;
·
Promote collaborative tools such as
activity rooms to facilitate sharing of ideas and work among internal teams and
external partners;
·
Provide support for the establishment
and nurturing of forums where information on programming is shared;
·
Share experiences across various
departments, beneficiaries on innovative approaches in knowledge sharing,
including preparation of case studies;
·
Help monitor and evaluate the
knowledge sharing program, including external benchmarking and evaluation
programs/opportunities;
·
Help disseminate information about
the organization’s knowledge sharing program to internal and external
audiences, including organizing knowledge sharing events (such as knowledge
fairs, devolution study groups maintaining communications on knowledge sharing
across the organization, and preparation of brochures/presentations.
Monitoring,
Evaluation and Reporting:
·
Serving as a key member of the AHADI
research and learning team;
·
Collaborating with AHADI staff and
partners to support the AHADI learning agenda;
·
Support the development of the
necessary communications and reporting templates for use by AHADI staff and
implementing partners;
·
Assisting with editing of AHADI
monthly, quarterly and annual reports;
·
Providing internal editorial support
to ensure that AHADI documents and/or reports are of high quality and comply
with the USAID/DFID branding requirements;
·
Advising the AHADI M&E
Specialist, COP, staff and partners on effective methods for presenting or
communicating AHADI data and results.
Location and
Duration: The Communications Specialist
will be based in the AHADI Nairobi office.
This job description will be valid
for one year and upon the end of the contract period (of one year) may be
revised and/or renewed by the Chief of Party, SUNY/CID.
Travel: Travel in country is expected. Transportation, accommodations
and per diem will be provided by the project in accordance with AHADI and
USAID/DFID regulations. It is anticipated that the travel will be between
30%-40%.
How to Apply
If you possess the skills and
qualifications as contained in the respective position descriptions, please
send (1) a Cover letter (2) CV and (3) References from three Professional
Referees, one referee should be previous or current supervisor to
Hr@ahadi-devolution.org
Closing date: 15th April 2018.
Please note only short listed
candidates will be contacted.
Kindly put the subject line for the
position you are applying for.
Applications without the subject line
will not be evaluated.
SUNY-AHADI is an equal opportunities
employer.