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NGO Jobs in Kenya - EGPAF

The Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) is a global leader in the fight against pediatric HIV and AIDS, working in 15 countries and at more than 6,000 sites around the world to prevent the transmission of HIV to children, and to help those already infected. Today, because of the highly successful work of EGPAF and its partners, pediatric AIDS has been virtually eliminated in the United States

Grants Officer

Job Purpose
The Senior Grants Officer will be responsible for the provision of grants support to EGPAF’s program in Turkana and ensure compliance with the terms and conditions of the Foundation’s awards, applicable Donor rules and regulations, and host country laws, and the Foundation’s internal policies, with support from the Senior Grants Manager.

Key Responsibilities

The Senior Grants Officer will also ensure that all sub-recipients in Turkana have a strong financial management system that ensures transparency and accountability of Foundation resources. Key tasks will include the following:
·         Sub-agreement Administration
·         Support in the review and evaluation of sub-grantee applications and proposals
·         Support in the negotiation of contract and sub-grant terms and conditions, prepare contract, and sub-grant award documents.
·         Prepare grantee requests for necessary award approvals and waivers.
·         Manage the sub-grant and contract closeout processes
·         Risk assessment
·         Lead in the evaluation of potential sub-recipients’ proposals and conduct the pre-award and risk assessments for all potential partners and ensure adequate documentation of this process.
·         Ensure annual risk reassessment exercises are done for all Sub-grantees and that capacity strengthening efforts are tailored to individual grantee needs and assessed risk
·         Ensures systems are in place to ensure proper reporting of violations or potential violations to appropriate individuals – champions and provides training on the Foundation’s Whistleblower policy.
·         Monitoring and Support of Sub-recipients
·         Monitor grantee performance to ensure compliance with the terms and conditions of award including review of financial status reports.
·         Review grantee reports for accuracy and completeness, conduct site visits to verify grantee activities, and on-site financial reviews, followed by site visit reports.
·         Identify grantee capacity building needs and provide technical assistance where needed.
·         Assist in providing ongoing training and support to grantees to ensure compliance and good fiscal discipline
·         Ensure the grantee monitoring & support SOP is fully administered and adhered to at all times with relevant communication to senior management on identified gaps as per the escalation matrix
·         Monitor sub-grantee expenditures against budget and program performance in conjunction with activity managers
·         Budgeting and Financial Reviews
·         Provide technical support to Sub-grantee in the development of work-plan and budget to be followed during the award contract period
·         Review monthly financial reports and cash requests and monitor actual expenditures against budgets/ceilings, documenting material variances and working closely with the partners to minimize deviations from planned spending
·         Review grantee financial reports for accuracy and completeness.
·         Support the coordination, planning, and execution of annual audit from partner organizations
·         Knowledge Management System
·         Maintain contracts/grants information management systems, including filing, archiving, organization, and dissemination of contracts/grants information for country and head-quarter’s staff.
·         Managing field offices finances
·         Work hand in hand with the Field Accountant to ensure field office finances are managed in accordance to the Foundation’s policies and guidelines.
·         Ensure proper, timely and accurate administration of accounts payables.
·         Ensure efficiency and accuracy in management of cash and back accounts kept by the Foundation.
·         Prepare monthly financial field reports and share with the country office head of finance.


·         Advanced university degree in in Finance, Business Management or other related field required.
·         CPA (K)
·         Minimum 5 years’ experience in one or more of the following areas: grants management, contract management, finance and accounting.
·         Experience with managing USG funding is required; experience with managing other major international donor funds and working with an international non-profit/non-governmental organization (NGO) preferred.
·         Ability to be self-directed and self-motivated and a team player.
·         Excellent organizational skills and detail-oriented.
·         Demonstrate ability to work in a multi-cultural environment and establish harmonious and effective working relationships both within and outside the organization.
·         Strong computer skills – dept at spreadsheet, internet, word processing, and email software.
·         Ability to think logically and apply laws/regulations and Foundation’s policies and procedures in a variety of situations.
·         Ability to edit and write clearly and concisely in a business environment.
·         Willingness to travel up to 50% of time.
How to Apply

Logistics Internship

To support the Logistics department in ensuring that inventory and assets operations are in strict compliance with EGPAF policies and procedures and specific donor rules and regulations.

Key Responsibilities

·         Inventory Management
o    Assist in the Foundation’s stock management (inventories movement, stock cards, packing list, making sure the real stock correspond to the stock records).
o    Assist in ensuring that all items are well organized and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).
o    Assist in preparing and completing orders for dispatch or pickup according to distribution schedule.

o    Keep stores neat and clean and optimize space utilization.
o    Assist in keeping up to date records of all logistic and inventory documentation and avail them when required.
·         Assets Management
o    Assist in tagging and labelling of assets as per laid down procedures.
o    Assets documentation (use, working condition, warranty, costs).
o    Assist in collecting information and reporting on all disposals.
o    Assist in conducting physical verification of all assets.
·         Excellent communication skills.
·         Computer literate.
·         Have excellent interpersonal skills Strong work ethic and ability and willingness to work long hours.
·         Ability to work in a team setting and willingness to learn.
·         Cross cultural competence as demonstrated by confidence and ability to make relevant presentations to diverse audiences.


·         Diploma in a business related course / supply/logistic management
·         Computer Literate
How to Apply

Finance Internship

3 positions
To support the Finance department in ensuring that financial and accounting operations are in strict compliance with EGPAF policies and procedures and specific donor rules and regulations. Also strive to ensure efficient and accountable use of donor funds
Key Responsibilities
·         Assist in timely processing of activities participants’ mobile payments
·         Assist with timely processing of staff travel/activity advances
·         Assist with verification of documentation that support invoices and processing of payments
·         Assist with processing of Participants payments via MPESA
·         Electronic and Physical filling of finance documents
·         To provide administrative logistics needed for the management of program trainings and workshops
·         Any other assigned duties
·         Diploma in a business related course /CPA IV or Equivalent
·         Computer Literate
How to Apply

Driver/ Fleet Supervisor

Under the overall supervision of the Field Operations Manager, with a dotted reporting line to the Senior Inventory & Asset Management Officer, the Senior Driver/ Fleet Supervisor will be responsible for ensuring that EGPAF Kenya’s Vehicle Operations Procedures are strictly adhered to in Homa Bay County. She/he will supervise a large team of drivers and will be involved in all aspects of orientation, goal setting, and performance management, capacity building/training and disciplinary actions for the team.
Key Responsibilities
·         Will assume driving duties for assigned project vehicle.
·         Will act as point of contact for receiving the weekly transport requests from project staff.
·         Will be responsible for scheduling of project drivers for the various routes as per the weekly transport request including communicating the master schedules to project teams.
·         Where transport needs exceed the available project vehicles, will liaise with procurement to engage hired vehicles in a timely fashion.
·         Will periodically monitor the automated fleet management system to confirm that approved routes reconcile with actual movement as per the GPS tracking system, with any noted violations escalated to management.
·         Will ensure that waiver of liability forms are recorded and kept on file for all instances of ferrying non-EGPAF Passengers in Homa Bay.
·         Will monitor, analyze and generate fuel consumption reports for all vehicles based in Homa Bay, including providing written explanations for outlier consumption, and where necessary recommend necessary corrective action to management.
·         Will review the vehicle movement logs on a minimum monthly basis (including surprise checks) to ensure that the logs are recorded in a real time, accurate and comprehensive manner and any deficiencies addressed formally.
·         Will ensure that the Vehicle Condition Checklist is filled and reported to management on the sooner of a monthly basis, or at any instance of vehicle handover e.g. when the assigned driver is proceeding on annual leave.
·         In collaboration with the senior inventory and asset management officer, responsible for all aspects of routine and major preventive and repair maintenance, ensuring the Foundation obtains value for money in this regard.
·         Will coordinate all aspects of driver management including;
·         Ensuring that all drivers have valid licenses at all times as required by Kenyan law
·         Identifying needs and coordinating trainings for drivers
·         Regular feedback on performance including key performance indicator discussions
·         When required, recommend, or participate in disciplinary proceedings involving any of the project drivers
·         Valid Class BCE Driving License
·         Higher/ Advanced Diploma in automotive related field
·         Diploma in logistics related field will an added advantage
·         Minimum 10 years’ experience in similar capacity with supervisory responsibility
·         Fluent in English – written and oral
·         Proficiency with MS Word and MS Excel
·         Experience of fleet/logistics systems a distinct advantage
·         Proven experience managing and coordinating teams
·         Ability to work effectively in a busy, high pressure team environment
·         Ability to prioritize workload and demonstrate outcomes on strict deadlines
How to Apply

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